Are you sure your driver files are compliant?
To maintain files that are compliant with Regulation Part 391, there are a few key items you must track and update for the duration of each driver’s employment:
Track and Update DOT Medical Certificates
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Every driver must complete a DOT physical exam at least once every 24 months (or more frequently if required by the medical examiner).
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After each exam, place the updated medical certificate in the Driver Qualification File (DQF).
Monitor CDL License Validity and Endorsements
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Drivers must always maintain a valid CDL license with any necessary endorsements.
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Since CDL expiration periods vary by state, you must track license expiration dates and ensure timely renewals.
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Example: CDLs expire every 4 years in Connecticut, every 8 years in Ohio.
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Conduct an Annual Motor Vehicle Record (MVR) Check
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Once a year, obtain and review an updated MVR for each driver.
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Document the reviewer’s name and review date, and keep both the MVR and review note in the DQF.
Collect and File Annual List of Driving Violations
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Each driver must submit a yearly list of moving violations from the past 12 months (excluding parking tickets).
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If no violations occurred, the driver must submit a certification stating that.
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This list must be filed with the updated MVR in the DQF.
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The Cost of Getting it Wrong
Although many of the above tasks may seem basic, they are some of the most common driver and carrier violations. In 2017, over 70,000 drivers were cited for not having a valid medical certificate. According to information in the FMCSA database, a single violation for a missing, altered or falsified medical certificate often exceeds $2,000. Similar fines were issued for drivers caught operating a commercial motor vehicle without a valid CDL – another top violation that results not only in hefty fines, but out-of-service orders.
Reducing Risk Through Automation
The more drivers you employ, the more time and resources it consumes to manage the above tasks (as well as your other compliance activities). In an effort to streamline these processes, and ensure that the business is always audit ready, many carriers are choosing to work with a third-party compliance partner to automate these tasks. In the Foley Portal, for example, we’ll set up each driver with a fully-compliant file and will then keep track of important expiration dates and alerts on an ongoing basis so that you always know when a DOT physical or CDL renewal is due. We’ll also automatically run a Motor Vehicle Report to ensure compliance with the annual review process.
As DOT off-site audits become more common, these electronic driver files have another benefit: they can be immediately downloaded and sent to the DOT officer upon request.
To learn more about the Foley Portal, and how it helps employers create and maintain compliant driver files, click here or call (860) 815-0764.
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