New York State Article 19-A Form Pre-Fills Module

New York State’s 19-A regulations mandate that a wet-signed paper original be kept on file. Since these forms often request redundant information, DriverHub streamlines the process by pre-filling the data for you. This allows you to leverage digital efficiency and ensure accuracy, all while fully complying with the state's hard-copy requirements.

Table of Contents

Turning On the 19-A Feature
Generating Pre-filled 19-A Forms
Frequently Asked Questions

Turning On the 19-A Feature

1. Navigate to Settings > Article 19-A.
2. Toggle Operates Busses in the State of New York to Yes. This will activate the enhanced 19-A form functionality, create record types with each of the available NYS forms, and allow you to add your carrier and vehicle information.
3. Click on Add New Carrier to add your company information, including details like 19-A Contact Person, 19-A Company ID, DBA, etc.. This information will be automatically included in your 19-A forms, saving you the time and hassle of hand filling each time. You also have the option within this configuration screen to add as many entities, DBAs, or DOT Numbers as you need.
4. Click on Add New Vehicle to add your company's vehicles so that they can be selected when creating 19-A forms.
5. Navigate to Config > Permissions > Groups to assign users to the 19-A Examiners group. Simply click on the group and add users to the Members field. Users in this group will automatically have custom fields added to their profiles that must be completed in order for examiner fields to pre-fill in applicable forms.

Generating Pre-filled 19-A Forms

1. On a driver's profile, click the Three Dots Menu > Actions > Download 19-A Paper Forms.
   
   
   
   
2. Select your desired carrier, vehicle, and examiner if applicable, choose the relevant 19-A forms, and click Download.
   
   
3. The forms will download pre-filled with the company and vehicle information you provided, and all that's left to do is sign them.

Frequently Asked Questions

What forms are currently supported? 

What does it cost? 

Nothing! 

What if I don’t enter my company/vehicle info into DriverHub? 

No worries - those fields just won’t be pre-filled when you download the forms.

Can I choose which 19-A forms to print? 

Yes. Every time you download forms, you have the option to select as few or as many forms as you need. We default the check boxes to your last selected options. 

Can I choose between the DS-874 and the MCSA-5875 health forms?

Yes! 

Why are some of my fields blank?

We pre-fill driver information with data already available in DriverHub. If a driver’s DriverHub profile is not complete, we simply skip that field. 

Why is driver history not included? 

We didn't include driver history because our customers showed they were handling cases with more than 3 roles differently. The New York State form only has 3 lines for driver employment history, but sometimes drivers have more than three roles to add. Leaving this section blank allows you to handle as you feel is most appropriate.

How do I store the documents after collecting the wet signature?

After collecting the documents, scan and upload them just like you would with any other record. When you toggle the 19-A feature on, the system automatically creates the 19-A record types needed.

There are a bunch of 19-A forms I don't need, can I remove those from my list of options? 

No. However, any time you are downloading forms, the 19-A forms you previously selected are checked by default.