Let Us Help You Get Your DQ Files in Compliance
Running a successful trucking business isn’t just about finding the right people to drive your trucks. You also have to document these drivers’ qualifications and be able to present these required documents at any time in order to be in compliance with Federal Motor Carrier Safety Administration (FMCSA) safety regulations. The Department of Transportation (DOT) has stringent guidelines in place to ensure truck drivers are safe and qualified to operate their motor carriers. That means filling out forms and paperwork showing that your drivers have filed the proper applications for employment, received the right medical examinations, passed their road test, physicals, drug and alcohol tests and more.
FMCSA part 391 requires detailed records of your driver. Don’t let your driver qualifications slip under the rug — it can shut you down. At US Compliance Services, we understand this paperwork can be a lot for someone trying to manage an entire fleet. Let us take care of your driver’s compliance papers. Our DQ File management service ensures you have all the proper documents filled out, updated and on-hand so you can avoid costly lawsuits. At the end of the day, we’re here to help you ensure your drivers are set to get on the road and start driving.
What Is a Driver Qualification File?
A driver qualification file is essentially a collection of documents that shows the employee is “qualified” to operate a commercial motor vehicle. Putting together a complete driver qualification file involves collecting and filling out a variety of paperwork and documentation. From the drivers’ application to details of past driving records and employment to medical tests and other certifications, it includes everything you need to be prepared for an audit and confirm an employee is eligible to work.
Driver qualification files include documents such as:
- Driver Application for Employment
- Inquiry to Previous Employers (3 years)
- Inquiry to State Agencies
- Copy of Medical Examiner’s Certificate, which a driver must have this in their possession while driving
- Driver’s Road Test
- Copy of Certification of Road Test
- Annual Driver’s Certificate of Violations
- Annual Review of Driving Record
- Checklist for Multiple Employer
Who Needs a Driver Qualification File?
Auditing driver qualifications will include a review of driver qualification files. Complete driver qualification file records are required for any driver who operates a commercial motor vehicle (CMV) in interstate commerce. The classification of CMV can apply to vehicles over 10,000 pounds, vehicles that transport at least eight passengers including the driver and vehicles that transport hazardous materials.
Interstate commerce refers to transportation, traffic or trade in the U.S. under any of the following conditions:
- Between two locations in a state, through a different state or to a location outside of the U.S.
- From a location in a state to a location outside of that state
- Between two locations in a state as a part of transportation, traffic or trade originating or ending outside of the state or the U.S.
Operational safety and compliance regulations encompass a driver’s hours of service, physical qualifications, vehicle inspections and repair and maintenance. Two exceptions to these regulations include:
- The operation of CMVs to transport nine to 15 passengers that is not for compensation.
- All operations of school buses.
School bus operations refer to transporting school children or other school personnel to school from home or to home from school. Driver qualification files should be maintained during the employee’s entire length of employment.
Why You Need to Keep Your DOT Driver Files Updated
Consumer motor vehicle businesses and commercial trucking contractors operating in the U.S. are required to maintain accurate and accessible records documenting driver qualifications. Failure to comply with DOT standards and FMCSA part 391 can lead to problems for your company. You could see drivers disqualified or even face company-wide penalties. This can lead to wasted time and money for your company.
The U.S. Department of Transportation has the authority to conduct a driver qualification file audit any time FMCSA safety data indicates a problem with compliance with safety regulations. New motor carriers must undergo a safety audit within the first 12 months in operation to be eligible for the New Entrant Program. If your business is audited, it’s critical to have a driver qualification file management system in place to ensure you’re able to produce the requested paperwork and files to confirm compliance.
Avoid falling into that trap by tracking your drivers’ qualifications closely with DOT safety audit support assistance services. US Compliance Services provides everything from driver qualification file management support to compliance expert guidance on preparing for a DOT audit. Learn more by visiting our Guide to Safety Review Audits page to understand the process and value of having a DQ file management system.
What Are DQ File Management Services?
We want to make your job easier by delivering reliable driver qualification file management services to protect your business and keep your operation running smoothly. We have the experience in filing the right DOT and FMCSA paperwork on time and accurately and keeping detailed records accessible in an organized DQ file management system. Our team of dedicated professionals can recognize when something is missing and help you avoid errors and oversights resulting in loss of productivity.
You have a lot of details to worry about on the job, and something small may slip through the cracks and cost your company thousands. At US Compliance Services, we focus on taking the stress of a potential driver qualification file audit off your shoulders, so you can concentrate on serving your customers and growing your business.
Benefits of Driver Qualifications File Management Services
Whether your organization is new to the DOT audit process, or it has been a while and you’re not sure what to expect, it pays to have a partner who has been through it all before. We remain up-to-date on the latest procedures and requirements and have led many trucking companies and contractors through DOT safety audits. We understand what inspectors are looking for and will have you prepared in advance should the situation arise.
Our driver qualification file management services include:
- Pre-audit review to make sure all of your records of driver qualifications, vehicle maintenance and insurance are current and accurate.
- Responding to demand letters on time and assisting in following up on requests from DOT representatives.
- Driver qualification file audit assistance, providing comprehensive support identifying issues with records and correcting them before the scheduled audit.
Why Use US Compliance Services?
We provide great transparency in the services we offer and the services you need to be in drivers’ compliance with the DOT driver qualification compliance regulations. We keep you and your drivers updated on what you have and what you need. We tackle things proactively instead of waiting to address them once a problem arises. You can feel confident that your drivers have been properly qualified before even stepping into the truck.
We can also:
- Support you with DOT safety audits.
- Perform drug and alcohol testing services as needed.
- Assist with DOT and FMCSA Application and Management.
- File forms such as UCR, DOT Registration and biennial updating.
- Help you transition to electronic logging devices (ELDs), or eLog, file systems.
- Provide magnets and decals for displaying necessary DOT or MC numbers.
Contact Us Today to Learn More About Our Management Services for Your Driver Qualification Files
Get in touch with US Compliance Services today to ensure your drivers are qualified in accordance with all of the Department of Transportation’s safety regulations. We can make sure the drivers representing you on the road have all the paperwork filed correctly and that their certifications have been checked thoroughly. You can also order online for quick, reliable help with your driver qualification files.
Give us a call or submit our online contact form to request assistance and to speak with a live representative.