NCDA Member Guidance

Digital Tachograph Requirements for 2.5t–3.5t Vans for deliveries within the EU (From 1 July 2026)

What's Changing?

  • From 1 July 2026, vans and light commercial vehicles (LCVs) with a Maximum Authorised Mass (MAM) of 2.5 to 3.5 tonnes used for international commercial freight or cabotage (practice of a transport operator from one country carrying out domestic haulage within another country) must be fitted with a second-generation smart tachograph (Smart Tachograph 2 / G2V2) 
  • Drivers of these vehicles will also become subject to the same driving time and rest period rules that currently apply to HGV drivers— this is a significant change for many van operators.
  • Until now, tachograph requirements only applied to vehicles over 3.5 tonnes i.e. Trucks

Does This Apply to UK Domestic Operations?

  • No — if your vans only operate within the United Kingdom and never cross an international border, there is currently no requirement to fit a tachograph. UK domestic drivers' hours rules continue to apply 
  • Yes — if your vehicles cross into the Republic of Ireland or any EU country for hire and reward, the rules apply in full from 1 July 2026
  • Note: the weight threshold includes trailer combinations — many popular vans including the VW Crafter, Renault Master, Peugeot Boxer, Mercedes Sprinter, and Ford Transit have a MAM at or above 2.5 tonnes, especially when a trailer is factored in 

HGV-Style Drivers' Hours Rules — What This Means in Practice 

Drivers of in-scope vehicles must comply with the following rest and driving limits:

  • Maximum 9 hours driving per day (extendable to 10 hours twice a week)
  • Mandatory 45-minute break after no more than 4.5 hours driving
  • Maximum 56 hours driving per week / 90 hours per fortnight

What Operators Need to Do

  • Fit a Smart Tachograph 2 (G2V2) — must be installed by an approved tachograph centre. Book early — workshops are likely to become extremely busy as the deadline approaches
  • Obtain driver cards — every driver needs a valid digital tachograph driver card, issued by DVSA, which can take several weeks to arrive
  • Download data regularly — driver cards must be downloaded at least every 28 days and the vehicle unit at least every 90 days. Data must be stored securely for a minimum of 12 months

  • Training drivers — those unfamiliar with tachographs will need proper training on device operation, manual entries, and managing driving/rest time

Key Exemptions

  • Domestic UK-only operations — not in scope
  • Own-account transport where driving is not the driver's main activity— potentially exempt, but check your specific circumstances
  • Vehicles under 2.5 tonnes MAM— not affected regardless of journey type

Don't Leave This Until the Summer

  • Non-compliance can result in accumulating fines — in some cases up to €2,000 per month per driver
  • Operating a van internationally without a tachograph after the deadline is likely to result in immediate prohibition at the border or roadside 
  • Workshop capacity for installations is like to be stretched — any members who carry out deliveries to or from any part of the EU should act as soon as possible.

UKIMS (UK Internal Market Scheme)

What is it?

  • UKIMS is part of the Windsor Framework — the 2023 UK-EU agreement replacing the Northern Ireland Protocol
  • It exists to prevent commercial goods moving from Great Britain through Northern Ireland into the EU single market without appropriate duties being paid
  • The scheme has been fully in force since 1 May 2025 and applies to all carriers, couriers, and hauliers 

The Two Lanes

  • Green Lane — goods staying in Northern Ireland, "not at risk" of entering the EU. Simplified declarations, minimal checks, no duty payable
  • Red Lane — goods potentially moving into the EU. Full customs checks, EU duties applicable, and likely delays
  • Having a valid UKIMS number is the equivalent of walking through the green "Nothing to Declare" channel at airport customs. Without one, you're in the red channel

Who Needs It?

  • UKIMS applies to B2B movements only — it does not affect B2C, NI-to-GB, or NI-to-NI movements
  • Either the sender or receiver must hold a valid UKIMS authorisation number
  • Exception: B2B consignments valued at £135 or under do not require UKIMS registration
  • Eligibility is open to all UK businesses — no physical presence in Northern Ireland required

Important for NCDA Members

  • You may allow clients to move goods under your UKIMS number, but you take on full liability if those goods enter the EU market without duties being paid
  • Only extend this to established account customers where you have confidence in the goods and their end destination
  • Consignments presented without a UKIMS number risk delays, customs charges, or being returned to sender

Compliance & Record-Keeping

  • You must maintain systems to track goods from collection to end use
  • Appoint a named responsible person within your business for UKIMS compliance
  • Records must be kept for five years

How to Apply

  • Apply online at GOV.UK — search "Apply for UKIMS authorisation"
  • Typical processing time: 12–15 working days
  • The Trader Support Service (TSS) is a free government resource to help with declarations and compliance — worth engaging if you're new to this

Support with UKIMS

  • Members such as Top Flight Couriers, who have a UKIMS number and who are familiar with the process might be able to assist fellow members by allowing them to use their UKIMs number if appropriate, so if you ever need support, feel free to reach out to them on [email protected] or 01923 806688

Remember BCD Insurance are the principal partner of the NCDA and can offer advice and great rates so check out the website or contact Emma or Tristan.


New Member Welcome

Welcome to our newest member Latitude Logistics in Eccles.  The NCDA point of contact is James Peach on 0161 532 4118