Within the first 12 months of operation, new motor carriers must pass a new-entrant safety audit. You must also maintain a DQF for each driver on an ongoing basis and be prepared to provide it in case of future audits. Once a vehicle reaches 26, pounds, a CDL is required in order to drive it.
Contact the state agency that regulates commercial motor vehicles to find out what rules apply in your state. To get the MVRs, contact each driver licensing agency or agencies in the relevant states. Each agency may have its own preferred method for requesting the MVRs; you can usually find this on their website. When you contact them, be sure to specify exactly where you want the information sent. Start by having the applicant fill out a release form authorizing you to request their records and safety performance history from prior employers; keep a copy of that release form in the DQF.
Once you have the signed form, you or a third-party service that you authorize to verify past employment can contact employers by phone, email, letters or even in person; just make sure you document every attempt to contact each employer. Document all responses you receive in the DQF.
Be sure to add a copy of this form to the DQF. In order to drive a commercial vehicle, drivers must take a road test and receive a certificate showing that they passed. Be sure to include a note in the DQF verifying that the examiner is listed in this registry.
Simply follow the same process you did when getting the MVR for the first time, or use an employment screening provider to handle this process. Pay special attention to any indicators of reckless driving, like speeding, having accidents or driving under the influence of drugs or alcohol. Remember, if you let a driver with disqualifying incidents keep driving, your company could be held responsible.
Maintaining the proper information in each non-CDL driver qualification file can get complicated. A commercial motor carrier business has a lot of moving parts. Fuel Card. Trucking Software. Did someone refer you to RTS? If so, who referred you? Business, Regulation, Trucking.
What is a Driver Qualification File Basically, a driver qualification file is a comprehensive file compiling the full historical employment, safety and certification history of each driver you employ. What Should be in a Driver Qualification File? Both new and established trucking companies need to maintain the following documents within each driver qualification file for every driver on payroll: An application of employment You can either use your own or a templated application provided by the FMCSA but must maintain a copy in each qualification file.
If you use your own, make sure it follows the appropriate federal regulations for an employee application. Going back, you need to also have MVRs for each driver for the previous three-year period, with no gaps, regardless of whether you were their employer or not during the given time. If the driver has a CDL, there is an additional requirement to list all other employers the driver has worked for over the previous ten-year period.
Records of violations, safety performance, etc. Regardless of whether you employed the driver at the time of any violations, you must maintain official certified records of any moving vehicle, alcohol or controlled substances violations incurred by the driver, excluding parking violations.
This may also include filing evidence of inquiries into records obtained, or violations that have occurred during employment with you and what official actions you took to address the violation s. Additionally, you are required to maintain a historical record of safety performance for both the current year of employment and for the three previous calendar years.
Copies of licenses, training certificates, road tests, etc. This category is a bit simpler, and follows the common-sense practice of having copies on file of anything a driver needs to operate legally.
If the driver has a CDL, maintain a current copy. You should also maintain copies of road tests and various certifications e.
Entry Level, Longer Combination Vehicle, etc. Medical report and certificate All drivers for your trucking company again, even if the only driver is you must be medically cleared to operate a motor vehicle.
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