New trucking companies are considered New Entrant Motor Carriers by the FMCSA. If you recently obtained a USDOT number and/or an Operating Authority (MC Number), you have been entered into the Federal Motor Carrier Safety Administration (FMCSA) New Entrant Program.

Think you know the FMCSA HOS regulations? Brush up on them and some exclusions, like the 16-hour exemption, so you can operate a safe fleet. The FMCSA hours-of-service (HOS) rules are designed to help drivers operate commercial motor vehicles (CMVs) safely by avoiding excessive fatigue. They regulate how long employees can drive, when they need to take off, and how long they need to rest.

Driver qualification files can be one of the biggest DOT compliance weaknesses for trucking companies. Many DOT-regulated companies do not have their driver qualification files in order, and they are still relying on paper even though the deadline to switch to digital files has passed. We hope your company meets the current driver file requirements, but if it doesn't, you could be committing numerous violations and eventually face hefty fines. Below are the top five FMCSA driver file violations and their potential fines in 2024. See if your company is committing any of them, and find out how Foley can help you get back on track with our driver qualification file management software. The Top 5 DOT Driver File Violations of 2024 (So Far) #1. Inquiries into driving records not kept in driver qualification files According to the FMCSA Analysis and Information Online database, 1,383 instances of this DOT violation have been cited in 2024. Before officially employing a driver, you must obtain a motor vehicle record (MVR) from all states where they held a commercial driver's license or permit within the past three years, and place these MVRs in the driver qualification file. On an annual basis, you're also required to obtain an updated MVR check on each of your drivers who operate your company's commercial vehicles. The annual MVR check, along with a note indicating who performed the review and when, must be placed in the driver file. #2. Failing to have a complete, DOT-compliant employment application on file for each driver Every step in the application process needs to be completed and recorded in your driver files, and the application itself needs to meet DOT regulation standards. The FMCSA has cited 1,058 violations of this requirement this year. Violating this regulation could result in paying a fine of $1,388 daily, up to $13,885 in total. Foley’s CDL driver employment application is DOT compliant, and when bundled with our driver qualification file management software, it will be stored securely in each of your driver files for auditors to check. And with Apply By License, job applicants can easily complete the process from start to finish on any mobile device, helping to avoid this violation altogether. You’ll also benefit from having all the necessary information about your prospective employees in one place. #3. Using an unqualified driver (positive or refused drug test) Coming in at 1,012 violations in 2024, this violation can be dangerous for not only your unqualified driver but also everyone else they share the road with. Simply put, if a driver produces a non-negative drug test, you cannot allow them to resume their safety-sensitive duties (including driving a truck!) until they've completed the return-to-duty process. #4. Failing to maintain a driver qualification file on each driver Maybe the most severe driver file violation, this DOT recordkeeping mistake has been cited 974 times in 2024 so far. Any business that relies on drivers who operate commercial vehicles with a gross vehicle weight rating (GVWR) or gross combination weight rating (GCWR) of 10,001 pounds or more, transports at least 8 passengers including the driver, or transports hazardous materials that require placarding, must create and maintain a driver qualification file for each of their CDL drivers. #5. Inquiries into driving record not kept in qualification file Not only is it required by the DOT, but running MVR checks on an annual basis (or more frequently) is also a best practice to ensure your employees haven’t committed any moving violations within the past year. Plus, you're required to keep proof of these checks in your employees' driver qualification files. The FMCSA has reported 847 violations of this code in 2024. In most states, our MVR Monitor program fulfills both the pre-employment and the annual MVR report requirements. You’ll also be able to keep an eye on your drivers’ habits on an ongoing basis (as opposed to just once per year), which can help you address any problems that may arise before they turn into violations, fines, or accidents. It’s a win-win situation in terms of on-the-road safety as well as your DOT recordkeeping requirements. Avoid Violations & Fines with DOT Driver Qualification File Management Software The DOT won’t listen to any excuses when it comes to committing any of these driver file violations. Plus, these aren’t even all the possible violations and penalties you could be dealing with if your company isn’t following DOT compliance regulations! Take a look at our list of the top driver file violations and fines that actual companies had to pay their hard-earned money for when they were cited for them. And as always, if you have questions about anything related to DOT compliance and you don’t want to face the same fate as these carriers, rely on Foley! We’ll help you make the seamless transition from paper files to digital, or even set up driver files from scratch if that’s what it takes for you to achieve complete compliance. Before you know it, we might even cut your driver file management time by 50% – just like we did for this happy customer. Fill out the form below or call us to create or convert your driver files today.

Passing a DOT compliance audit starts with keeping your risk profile low. DOT compliance audit… A phrase that strikes fear into the hearts of many. While federal compliance reviews are often stressful and extensive processes, there are a few things you should know to help reduce your company's audit risk and understand how you're evaluated. Common DOT Compliance Review Triggers DOT compliance reviews can occur at any point while a company is regulated by the FMCSA. Although these reviews can occur at any time, various factors may “red flag” the FMCSA to review your company’s DOT operations. These triggers include: Accidents: One accident can alert the FMCSA to conduct a compliance review. How much notice the FMCSA provides depends on the severity of the accident. Accidents that result in a fatality or serious injury will prompt the FMCSA to conduct a review with as little notice as possible. Roadside Inspections resulting in “out-of-service” violations: The more roadside inspections that occur with violations – such as mechanical, hours of service, or moving violations — the more likely the FMCSA will want to conduct a compliance review. Failure of a New Entrant Safety Audit: It is never a good thing to start on the wrong foot. The FMCSA tends to monitor companies that did not pass the NESA at the get-go. Having a firm grasp on the regulations is the best way to ensure the NESA is passed and the FMCSA won’t follow up with a compliance review later on. Learn more about the New Entrant Safety Audit here. Understanding the Outcomes of a DOT Compliance Review Unlike the New Entrant Safety Audit, a compliance review may result in substantial financial penalties depending on the amount and severity of the violations found. In addition, three “safety rating” designations may be assigned to a company following a compliance review. Satisfactory – This is the most desired designation. It means the FMCSA has determined the company has adequate safety management controls in place and is doing its best to comply with federal requirements. Unsatisfactory – While satisfactory is the most desired safety rating, unsatisfactory is the most dreaded. This means the FMCSA has found serious violations and/or non-compliance with federal requirements that may cause safety hazards. In addition to the financial penalties incurred, the company must prove corrective action by submitting a “Safety Management Plan” deemed acceptable by the FMCSA within 60 days for property carriers or 45 days for passenger/hazmat carriers. If they fail to do this, they risk being placed out of service. Conditional –A conditional safety rating designation means that although the FMCSA found at least one violation and/or non-compliance with federal requirements, the company does not necessarily pose an imminent safety hazard. Although a company will not face an out-of-service order, they will incur financial penalties and their DOT operations may be negatively impacted due to contractors and insurance companies being reluctant to work with them. Therefore, to remove a conditional safety rating designation, the company must prove corrective action by submitting a “Safety Management Plan” deemed acceptable by the FMCSA. Un-ratable — Sometimes the FMCSA conducts a “focused” compliance review that only deals with one aspect of federal requirements, and therefore a safety rating designation will not be assigned. However, violations found may result in financial penalties. If you're selected for a DOT compliance review, there are some key DOT violations to watch out for. All of the following are considered “critical” or “acute” in the eyes of the FMCSA and will cause an immediate unsatisfactory or conditional safety rating designation. They can also lead to substantial fines. These DOT violations include, but are not limited to: Any type of drug and alcohol testing violation (provided drug and alcohol testing is required). Using a driver without a valid license. Using a driver who has been deemed medically unqualified. Operating a CMV without the required level of insurance. Failing to maintain hours-of-service records. Operating a vehicle declared out-of-service during a roadside inspection before the required repairs are made. Operating a CMV that has not undergone an annual/periodic DOT inspection. Falsification of records. Have you had an FMCSA Compliance Review that resulted in a Conditional or Unsatisfactory safety rating? Foley is here to help your business recover. To speak with a compliance specialist about how we can help, call Foley at (800) 253-5506 or fill out the form below.

If a driver operates a commercial vehicle across state lines that weighs over 10,000 lbs, carries more than 15 people, or is paid to transport more than eight people, they will need to pass the DOT (Department of Transportation) physical exam.  This physical assesses their overall health and ensures they are healthy enough to operate such a large vehicle without putting their safety and that of others at risk. If you are preparing for your first DOT physical or your first in many years, make sure you read our overview of the DOT physical so you know what to expect. Many drivers schedule their first DOT physical close to home, but what should you do if it’s time for your DOT renewal and you’re nowhere near your permanent address? Read on to find out. Can I Get a DOT Physical in Any State?  Yes, drivers can get their physical in any state, whether they call that state home or not. That means if you’re traveling when your DOT medical card needs to be renewed, or if you currently live in a different state to where you plan to find work, you can get your physical done as soon as you are ready.  Do I Have to Get My DOT Physical in the Same State I Got My CDL? No, it doesn’t matter where you received your CDL, you can still get your DOT physical in any state.  Does the DOT Physical Vary From State to State? No. The DOT physical follows a standardized process and there are set requirements your Medical Examiner must follow and that you must meet, no matter where in the country you book your exam or what kind of doctor is doing it for you. Your first physical may be with a medical doctor in North Carolina, and your second with a Chiropractor in Nevada, for example — unless there's been a change to your health condition between the two physicals, the exam itself should be the same.  Where Do I Get a DOT Physical? You can get your DOT physical done by any Certified Medical Examiner who is registered with the FMCSA. The Medical Examiner doesn’t have to be a medical doctor (MD), but they will have a doctorate (or similar) in the medical field. You can find a registered Medical Examiner by searching on the FMCSA website here. How do I Choose a DOT Physical Provider? If you’re working with a new company, ask them if they have a recommended or preferred provider. When you find a potential provider, try to verify that they are certified by searching for them within the NRCME (National Registry of Certified Medical Examiners) database. Once you’ve confirmed that they are registered, here are a few other qualities to look for:  Good reviews: Check that any potential provider has good reviews. Ideally, these will be reviews of the DOT physical service, but if they are a new examiner, look at the reviews for the other services they offer. Look for comments around professionalism, bedside manner, and level of care. Ignore any reviews that are negative because the examiner followed protocol (such as recommending someone for a sleep study when their BMI is over 40, which is mandatory). While it may be understandable that a driver found a requirement frustrating, the examiner was doing their job. Pricing: This may be of little consequence to you if the company you work for is paying for the physical, but if you’re paying for it, it’s worth looking at the pricing of different providers near you. The cost for a DOT physical varies from provider to provider and in different locations across the country, so choose one that feels good to you. Decide if the qualifications matter to you: A wide range of medical professionals can become certified medical examiners, and all have undergone the same training to complete DOT physicals. However, some drivers have felt more uncomfortable having a medical examiner that is not a fully qualified medical doctor (MD) as they worried the advice or assessment of their health would not be quite as accurate. While Chiropractors are just as capable of offering accurate physicals and medical advice, consider if you have a preference and if you require a medical examiner that is the same sex as you.  Do I Have to Pay for the DOT Physical? Whose responsibility it is to pay for your DOT physical varies from company to company — there are no rules or requirements. Some companies will pay for it because it is necessary to do the job and they want to either provide it as a benefit or have control over where the physical is done. Others, however, expect the driver to pay for it since it is likely the driver will need the physical anyway. It simply depends on the company you are working for.  Do I Have to Get a New DOT Physical if I Start a New Job? No, from the DOT’s point of view, the medical card is valid anywhere in the country, provided it’s up to date. You can use that medical card no matter what company you work for, so if you get a new job, you do not have to get a new medical card.  However, it’s worth noting that some drivers find that the new company requires them to have a physical done by their medical examiner, and some have a company policy of requiring all new drivers to get a new physical before they start driving for them. However, if this is the case, they will usually pay for the physical.  The DOT physical may be new to you now, but after a few years, it will become routine and be a mild inconvenience to you every year or two. Provided the company you work for has no internal policies around their drivers’ DOT medical exams, you can get your physical anywhere in the country provided it’s with a Certified Medical Examiner. If you have any other questions about the DOT physical or your ability to pass, explore our DOT physical guides and articles for more information here. Or, if you're a safety or hiring manager responsible for your drivers' DOT physicals, check out our automated DOT physical management program. Links to Related Articles in This Series: The DOT Physical: Everything You Need to Know DOT Physicals: Can Chiropractors and Other Doctors do DOT Physicals? DOT Physicals: Vision Requirements for the Eye Exam DOT Physicals: Can You Pass with a High BMI or While Overweight? DOT Physicals: Can You Pass with a Hernia? DOT Physicals: Will I Pass with Diabetes? DOT Physical Blood Pressure: Requirements & Tips for Passing DOT Physicals: Can I Pass With Sleep Apnea? DOT Physicals: What if I have a Medical Condition? DOT Physicals: Do They Include a Drug Test? How to Prepare for Your DOT Physical? DOT Physicals: What Happens When You Fail? Fail a DOT Physical? You Have a Right to a Second Opinion DOT Physicals: Understanding Medical Variances

The Unified Carrier Registration period is officially open. Are you required to file a UCR for 2025? The UCR Board made a statement in the past that changed the definition of what is a commercial motor vehicle (CMV). They also changed who needs Unified Carrier Registration to legally operate in interstate commerce. Below, we cover the definition of a CMV, what the UCR is, and when UCR filing is due for the upcoming year. What is a commercial motor vehicle? All CMVs that operate in interstate commerce (meaning across state lines) are required to have a valid UCR registration. But what qualifies as a CMV? Here’s how the UCR Board defines it: The vehicle has a gross vehicle weight rating or gross vehicle weight of at least 10,001 pounds — whichever is greater. The UCR Board also added that eligible vehicles include those with connected trailing equipment having a gross combination weight rating or gross combination weight of at least 10,001 pounds, whichever is greater. The vehicle carries placarded amounts of hazardous materials, regardless of vehicle weight. The vehicle is designed to carry more than 10 passengers. The UCR Board has added that the driver is included in this number. While these changes may not seem significant, it’s important for carriers and drivers to know whether or not they needed a UCR in the past, they should double-check these definitions to see if they are liable. Otherwise, they may not be compliant and risk being subject to fines, violations, and vehicle detainment. What is Unified Carrier Registration? The UCR is a state revenue-sharing program and interstate compact established by federal law in 2005 that requires all operators of commercial vehicles who are involved in interstate and international travel to register and pay annual fees. Fees collected through the UCR program are used to fund the enforcement of safety and compliance programs throughout the country. Companies who make arrangements for the shipment of goods, such as brokers, freight forwarders, and leasing companies, are subject to UCR payments — as is any company with a federal MC number. When is the Unified Carrier Registration due? Carriers must file their UCR for the upcoming year no later than December 31 of the preceding year. For 2025 UCR registration, payments must be made no later than December 31, 2024. The UCR filing period officially opened on October 1, with payment amounts based on the size of a carrier’s fleet. It’s important to note that leased vehicles under a carrier’s DOT number are also their responsibility. File Your Unified Carrier Registration Renewal Now If you don’t file your annual UCR and your drivers are caught moving freight over state lines, enforcement officials could detain your vehicles, and you could be required to pay additional fines and penalties — which, depending on the state, can be as high as $5,000 for first-time offenders. Is your UCR registration ready for 2025? Rather than waiting until the last minute, Foley can manage the registration for you and ensure your UCR is updated and compliant. Click here or call (860) 530-6310 to let Foley take UCR filing off your end-of-year compliance to-do list.

A criminal background check is a key part of the pre-employment screening process, as it can provide a deeper understanding of a person's character, habits, and safety values. When evaluating this information, however, it's important to remember that it isn't simply what a person did in the past that matters, but when the arrest or conviction occurred. City, state, and federal employment laws ensure everyone is given a fair chance at rehabilitation — and, in time, a clean slate that prohibits consideration of certain adverse information.

Over 9,000 vehicles and 2,000 drivers were placed out of service during the CVSA Roadcheck 2024 inspections.

How can DOT compliance software help you meet upcoming annual safety and compliance deadlines? With the first day of fall officially behind us, it’s time to look ahead on the calendar to see what’s happening in the safety and transportation industry in October. Here are this month’s DOT compliance and safety events:

Thu. October 17 | 2PM ET

If you employ drivers to operate commercial vehicles, you must run specific background checks according to federal regulations.

Some of the most important matters to check off your DOT compliance to-do list when you’re starting a trucking company are your permits and registrations.

All CDL and CLP drivers with “prohibited” statuses in the FMCSA Drug and Alcohol Clearinghouse will lose their driving privileges once the new Clearinghouse-II regulation comes into effect.

You must comply with FMCSA Drug & Alcohol Clearinghouse regulations to legally operate your trucking company.

Making the shift to digital recordkeeping for your driver qualification files is no longer optional.

The FMCSA is introducing a new phase of the Drug and Alcohol Clearinghouse this year, which will impose additional requirements for companies employing CDL drivers.

One of the many requirements you need to fulfill as a trucking company is creating and maintaining DOT driver files.

The Clearinghouse has been in effect for over four years, yet companies are still making the same mistakes when it comes to running queries, getting driver consent, and keeping compliant records.

The 2025 Unified Carrier Registration (UCR) renewal window is now open.

Starting this year, State Driver Licensing Agencies (SDLAs) will revoke commercial driver’s licenses (CDLs) or commercial learner’s permits (CLPs) based on drivers' statuses in the FMCSA Drug and Alcohol Clearinghouse.

When you run queries on your drivers in the FMCSA Clearinghouse, you may see many different statuses produced throughout the process. What are the statuses, what do they mean, and what actions do you need to take for each one?

Your Compliance, Safety, and Accountability (CSA) score is determined by how well your drivers and company represent DOT compliance and roadway safety.

The DOT Clearinghouse has been in effect since January 2020. You’d think by now that everyone would have it figured out, right?

The Federal Motor Carrier Safety Administration (FMCSA) is passing a new regulation in the Drug and Alcohol Clearinghouse this year, known as the Clearinghouse-II.

Due to a new federal regulation coming into effect this year, State Driver Licensing Agencies (SDLAs) will revoke the commercial driver’s licenses (CDLs) or commercial learner’s permits (CLPs) depending on drivers’ statuses in the FMCSA Drug and Alcohol Clearinghouse.

If your drivers and/or vehicles were caught with violations during the International Roadcheck 2024 roadside inspections, your company’s risk for a DOT audit is now higher.

Many assume Roadcheck roadside inspections involve checking ONLY commercial vehicles for safety issues, defects, and violations.

As a text messaging software solution provider, Avochato knows the power of instant communication. They needed the same advanced approach with their hiring process. Foley’s background screening software offered a better solution than their former impersonal, outdated provider.

In this customer video, Bob Hickey talks about how partnering with Foley has helped their business reduce their risk exposure when it comes to compliance and insurance.

Being new to the trucking industry can feel stressful. Especially when 90% of trucking companies fail in the first 12 months.

Conductor finds a nimble and progressive background check partner in Foley, plus a seamless applicant tracking system (ATS). With Greenhouse Software as their ATS, Conductor had already structured and streamlined their hiring process. But Conductor’s background check vendor (one of the largest in the US and arranged through their former parent company) couldn’t deliver the type of candidate experience that adhered to their strong company culture.

In this customer video, Diana Cooley talks about the benefits she has seen with Foley's Drug and Alcohol Testing, Clearinghouse, Audit Risk Monitor, and Customer Support.

Foley's User-Friendly Solution Helps PKS Achieve Total Compliance and Save Time PKS Concrete Pumping Services turned to Foley to streamline their onboarding and compliance processes. With Foley's user-friendly software, PKS achieved total compliance and saved their team hours each week. The software automated tasks such as drug and alcohol testing, driver file management, DOT physicals, and MVR monitoring, making the onboarding process 75% more efficient.

Streamlining Fleet Management and Improving Compliance: Pet Food Experts' Success with Foley Pet Food Experts, a family-owned distributor of pet food and supplies, faced challenges in managing their fleet of 95 drivers. They needed a cost-effective solution that offered more than just compliance and fleet management features.

Foley streamlined compliance and onboarding so AERO BridgeWorks is audit-ready. AERO BridgeWorks started with manual paper files and reviewing a driver file required the team to look through 3–4 separate locations. The team also needed help making sure they were DOT-compliant.

Torc Robotics will be the first company to use a profitable, scalable, commercialized Level 4 autonomous truck solution for over-the-road trucking applications. But don’t let the word “autonomous” fool you.

What gaps or inefficiencies are slowing down your hiring and onboarding processes? Take this quick quiz and find out.

Take our quick assessment to determine your audit risk – as well as what you can do to prepare.

Our quick quiz will walk you through your requirements to make sure you’re running a safe and compliant program.

How much could you save with an MVR Monitoring Program?

Learn what inspectors will be looking for during the CVSA Roadcheck – and whether your company is prepared.

Make sure your driver files are ready for an offsite audit and beyond with our quick compliance quiz.

Are you running risky background checks? Take our short quiz to find out!