Winter Vehicle Checklist for NEMT Vans: Fall Prep, Lifts in the Cold, and a Storm-Day Driver Card

Cold weather finds every weak part of a van at once: a tired battery, a heater that never reaches the back seats, a lift that moves slowly after a night outside. Your riders feel it first. Many are older adults headed to dialysis, and CDC lists older adults with too little food, clothing, or heat among the people most likely to get hypothermia. This checklist gets each van ready before the first freeze and gives each driver a card for storm days.

How to use this template

1. Pick a date before the first freeze. Do Parts 1 to 5 once for each van each fall. In Minnesota, finish by October 1, the day the state starts requiring an ice scraper in every NEMT vehicle (Minnesota Rules 8840.5925, as of September 2026).
2. Split the work. A driver can check the lights, wipers, tire pressure, and kit. Send the battery test, coolant test, exhaust check, and brake work to your mechanic, and lift service to an authorized lift technician.
3. Measure, do not guess. Write the tread depth of each tire in 32nds of an inch, and the cabin temperature at the rear seats with the heater on full.
4. Fix before the season. Any item marked Fix is repaired before the van carries riders in winter. Copy each repair into the vehicle maintenance log.
5. Keep the daily check going. This form does not replace the daily vehicle inspection. On winter mornings, add the lines in Part 3 marked “each cold morning” to that check.
6. Put the Part 6 card in every van. Clip it to the visor or keep it with the registration, and go over it with each driver before the first storm.
7. Check again after the season. In spring, look for salt damage on the lift and floor track, and take off studded tires where your state sets an end date.

The template

Part 1: Van details

Field	Write it here
Van or fleet number, and plate
Year, make, and model
VIN
Vehicle type (sedan, minivan, wheelchair van, stretcher van, electric)
Lift or ramp make and model
Odometer and lift cycle count today
Checked by, and date

Part 2: Fall shop check

Item	What to check	OK	Fix
Battery and charging system	Load tested, terminals clean and tight, alternator belt in good shape
Coolant	Tested for freeze protection and filled to the maker’s spec, no leaks
Heater	Heat reaches the rear seats (write the temperature)
Defrosters	Front and rear clear the glass
Wipers	Blades replaced if worn, winter blades if your area gets heavy snow
Washer fluid	Winter fluid with de-icer, reservoir full
Tires	Tread depth on each tire (write it), no cuts or bulges, age checked
Tire pressure	Set cold to the label on the driver’s door frame
Spare tire and jack	Spare inflated, jack and wrench on board
Brakes	Even braking, fluid at the right level
Lights	Headlights, brake lights, turn signals, flashers, interior and lift door lights
Exhaust system	Checked for leaks, clamps and hangers snug
Oil	The grade the maker lists for cold weather
Floor mats	Rubber or heavy mats, right size, held by the retention clips
Doors and windows	Open, close, and latch in the cold, including the lift door
Open recalls	VIN checked at nhtsa.gov/recalls, lift and securement recalls checked too
Electric vans	Plan for winter range, charger working, cabin preheat set while plugged in

Part 3: Lift, ramp, and securement in the cold

Item	What to check	OK	Fix
Full cycle, each cold morning	Deploys, lowers, rises, and stows with no jerking, grinding, or slow spots
Interlocks, each cold morning	Van will not shift out of park with the lift out, lift will not run until the van is parked
Manual backup	Pump handle on board, backup lowers and raises the platform
Hydraulic fluid	At the level the lift maker lists, the maker’s fluid only
Platform and ramp surface, each cold morning	Free of ice and snow, antiskid surface not worn, edge stripe visible
Threshold and steps	Slip-resistant, no ice at the door
Floor track and anchors	No ice, salt, or grit, fittings click in and hold
Tie-down and belt webbing	Clean and dry, not frozen stiff, stored off the floor
Service due	Cycle count checked against the lift maker’s schedule

Part 4: Traction for your roads

Item	What to check	OK	Fix
Winter tires	Winter or mud and snow tires where your roads or traction laws call for them
Chains or approved traction devices	Fit this van’s tire size, allowed by the van maker, stored in the van
Chain practice	Each driver has put them on once, in daylight, before the first storm
Studded tires	Only in the months your state allows
Road condition line	The state 511 number or road conditions site written on the Part 6 card

Part 5: Winter kit (on board from fall to spring)

Item	On board	Checked
Ice scraper and snow brush
Small shovel
Sand or cat litter for traction
Jumper cables or a charged jump pack
Blankets, enough for the driver and a full load of riders
Extra hats, gloves, and a dry change of clothes
Flashlight with extra batteries
Phone charger and portable battery
Water and snacks
First aid kit
Three warning triangles
Bright cloth or flag to signal for help
Tow strap
Canned tire sealant with air
Insulated boots with good tread for the driver

Part 6: Storm-day driver card (cut out, one per van)

Dispatch	After hours	Road conditions line	Van number

When	Do this
Before you leave the lot	Clear all snow and ice from the whole van, roof and lights too. Fuel near full, phone charged. Tell dispatch your route.
Warming up	Drive off gently after about 30 seconds. Never run the van in an attached garage.
On the road	Slow down. Leave extra room to stop. Stay well back from snowplows.
If you skid	Steer into the skid, toward where you want the front to go. With antilock brakes, press firmly and hold. Do not pump.
You cannot see	Pull off the road and stop until you can.
At the pickup	Park on the flattest, clearest ground. Clear or salt the path and the ramp. Walk with the rider and hold on. Keep the rider inside until the van is ready.
Lift will not move	Use the manual backup on the decal. If it still fails, call dispatch for another van.
Van stalls or slides off	Flashers on. Triangles out. Call dispatch, and 911 if anyone is hurt or in danger.
Stuck in snow	Stay in the van with your riders. Run the engine about 10 minutes each hour, window cracked, exhaust pipe clear. Dome light on at night while running. Bright cloth on the door. Hood up once the snow stops. Leave only if help is in sight within 100 yards.
Rider shivering, confused, slurring, or very drowsy	Call 911. Get the rider warm and dry. Take off wet clothing. Wrap in dry blankets.
End of the shift	Park with fuel near full. Plug in electric vans. Report every defect on the inspection form.

Part 7: Sign-off

Field	Write it here
Items marked Fix (list each)
Repaired by, and date
Van ready for winter service (yes or no)
Driver card placed in the van (date)
Owner or manager signature

What the cold does to a van and a schedule

Cold weather cuts range and adds time. As of September 2026, FuelEconomy.gov says a gas car’s city mileage runs about 15% lower at 20°F than at 77°F, and up to 24% lower on trips of 3 to 4 miles, which is the short hop between many pickups. Hybrids drop about 30% to 34%. Electric vehicles can lose about 41% of their range, with about two-thirds of the extra energy going to cabin heat. Plan charging around that if you run an electric wheelchair van.

The same page says battery performance drops in the cold, which makes it harder for the alternator to keep the battery charged, and tire pressure falls as it gets colder. NHTSA says to set tires to the pressure on the driver’s door frame label, not the number on the tire, which is the tire’s maximum. Check them at least once a month and when they are cold, meaning not driven for at least three hours.

Snow also slows every trip. FHWA says average speeds on arterial roads fall 30 to 40 percent on snowy or slushy pavement. Build that into pickup times on storm days, and tell riders and facilities early, as your bad weather policy should say. NHTSA counts 320 fatal crashes and an estimated 22,293 injury crashes in 2023 that happened in snow or sleet.

State and broker rules for winter equipment

Most winter items are good practice, but some are written rules. These are the ones a van inspector can hold you to, as of September 2026.

Rule	What it requires
Minnesota Rules 8840.5925	An ice scraper in every vehicle from October 1 to April 30, a blanket at all times, three warning triangles, and ramps with a slip-proof surface
Minnesota Rules 8840.5950	Every heating and air conditioning unit the vehicle has must work. A vehicle stopped or disabled outside a business or residential district when lights are required gets a triangle 10 feet behind it on the traffic side and another about 100 feet back, plus one about 200 feet back on a one-way road.
Wisconsin DHS 105.39	An inspection at least every 7 days that covers the heater and defroster, the lifts and ramps, and tires inflated to the maker’s pressure with at least 1/8 inch of tread. Deficiencies are fixed before any rider is carried.
Virginia DMAS (updated May 26, 2026)	Heating that reaches 74 degrees and cooling to 68 degrees, measured at the rear of the vehicle
Oregon OAR 410-141-3925	For coordinated care organization trips: tire traction devices when appropriate, roadside warning devices, and working heat and ventilation
CareOregon manual (version 1.3, February 2024)	Tire traction devices when appropriate, any seasonally appropriate equipment, a spare tire or repair kit and a jack, and a written adverse weather policy
Federal rules for commercial vans	A working defroster (49 CFR 393.79), no portable heaters in any space where people ride (49 CFR 393.77), and at least 4/32 inch of tread on each front tire (49 CFR 393.75)

Federal motor carrier rules reach only commercial motor vehicles: a van used in interstate commerce that is rated at 10,001 pounds or more, or is designed or used to carry more than 8 people, driver included, for pay. The vehicle inspection checklist explains that test.

Tires, chains, and snow laws by state

Traction rules are set by each state’s transportation department and legislature, and they change the day a storm hits. These examples are current as of September 2026. Check them against your own state.

Where	Rule
Colorado	During a passenger vehicle traction law, a vehicle needs four-wheel or all-wheel drive with mud and snow, winter, or all-weather rated tires with 3/16 inch of tread, or chains or an approved traction device. The chain law, the last step before a closure, requires chains or an approved device on every vehicle. The fine is $100 plus a $33 surcharge, or $500 plus $157 if the violation closes a lane.
California	Chain controls run from R-1 to R-3. At R-2, every vehicle needs chains or traction devices except four-wheel or all-wheel drive vehicles with snow-tread tires on all four wheels, which must still carry devices. At R-3, every vehicle needs them. Snow-tread tires carry MS, M/S, M+S, or MUD AND SNOW on the sidewall.
Washington	Metal studs are unlawful from April 1 to November 1, unless the state transportation department adds dates (RCW 46.37.420). Chains and other traction devices are allowed when snow or ice makes them needed.
Connecticut	Drivers must clear ice and snow from the hood, trunk, and roof. The fine is $75, or $200 to $1,000 if flying snow or ice hurts someone or damages property. For a commercial vehicle, that higher fine is $500 to $1,250 (General Statutes 14-252a).

Caltrans also tells drivers to check the vehicle maker’s specifications before using chains or traction devices. Buy the type the owner’s manual allows, and write the van number and tire size on the bag.

Lifts, ramps, and securement in cold weather

Federal ADA rules require every transportation company, public or private, to keep lifts, securement devices, and other access features working and to repair them promptly (49 CFR 37.161). Floors where people walk, steps, and securement areas must have slip-resistant surfaces (49 CFR 38.25), and Minnesota requires a slip-proof surface on ramps. Snow and ice on a platform undo both.

The BraunAbility Century 2 lift manual (33702 Rev. G) says exposure to harsh weather may require more frequent maintenance and lubrication than its standard schedule. It also says to stop using the lift at any sign of wear, damage, or improper operation, and to stop right away if any interlock does not work. Check the lift maker’s schedule for your model and have an authorized technician service it before winter if it is close to due. The wheelchair lift inspection log keeps that record.

Salt and slush end up in the floor track and on the straps. Q’Straint’s QRT Series instructions say to keep belts clean and off the floor, to clean webbing with mild soap and water, and to let it dry fully extended so water does not get into the retractors. See wheelchair securement for the steps at each station.

Check recalls on the lift and securement gear, not only the van. Ricon reported a recall of S-Series and K-Series lifts to NHTSA on June 23, 2026, because a failed contactor could keep the controls from stopping the lift. Q’Straint reported recalls of QRT-Deluxe and QRT-Max restraints on September 30, 2025, and of QRT-3 retractors on April 20, 2026, because the retractors may not lock. Each remedy is free through a dealer.

Keeping riders and drivers safe in the cold

Riders. CDC says hypothermia can happen even above 40°F when a person gets wet and chilled. Warning signs in adults are shivering, exhaustion, confusion, fumbling hands, memory loss, slurred speech, and drowsiness, and a temperature below 95°F needs medical attention right away. Until help comes, CDC says to get the person somewhere warm, remove wet clothing, and warm the center of the body under dry blankets. Keep riders indoors until the van is ready, and keep a heated van for the ride home from dialysis. For the rest of the storm plan, use the NEMT emergency plan template.

Carbon monoxide. CDC says to have a mechanic check the exhaust system every year, because a small leak can build up carbon monoxide inside the vehicle. Never run a van in an attached garage, even with the door open. When a van is stuck, the weather service says to keep the exhaust pipe clear of snow and open a window a little while the engine runs.

Drivers. OSHA says employers should make sure drivers recognize winter driving hazards and are trained for them. It advises insulated, water-resistant boots with good rubber treads, short steps on ice, and no overexertion, because shoveling or pushing a stuck vehicle can bring on a heart attack. Clear and salt your own lot before the first shift.