How to meet DOT Driver Qualification File requirements

​It is not only about finding the right people to drive your trucks; to run a successful trucking business. You must also record these drivers' credentials and be able to present those required documents so as to comply with the Federal Motor Carrier Safety Administration (FMCSA) safety regulations.

The US Department of Transportation has specific standards to ensure that truck drivers are safe and eligible to operate their motor carriers. This involves filling out forms and paperwork indicating that the drivers have submitted the correct job applications, earned the right medical exams, passed their road tests, drug and alcohol examinations, etc.

Running compliant drug and alcohol screening programs is a challenging task altogether. This is a mandate for a majority of interstate vehicles to comply with the federal regulations. Most carriers opt to work with a DOT drug testing company to operate a compliant program on their behalf because of the level of competence and time needed to administer a compliant program. Partnering with the right third party contractor will ensure that all the criteria for drug testing are fulfilled with less of your effort.
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Many truck driver applications, a requirement for all automobile carriers, are either lacking the records required by the DOT or do not have the separate disclosures required by the Fair Credit Reporting Act (FCRA). Either way, this results in non-compliance.
 
Driver Qualification File
A driver qualification file is a set of documents indicating the employee is "skilled" to operate a commercial motor vehicle (CMV). For a full driver certification file to be put together, a range of paperwork and documents must be gathered and filled. It contains all one needs to be prepared for an examination and ensure an applicant is qualified for work, from the drivers' license to specifics of previous driving history and jobs to medical checks and other certifications.

To comply with the DOT regulations, the truck driver application must be signed and dated by the applicant and must provide the following:

• Business name and address
• Name, address, date of birth and social security number of the applicant and any other addresses they have resided over the last 3 years.
• State of issue, number, and expiry date of each valid license or permit possessed by the applicant for commercial motor vehicles.
• A comprehensive description of the applicant's background of driving a motor vehicle, including the vehicle model they operated.
• A comprehensive list of all the claimant's injuries over the past 3 years. This would include the date, severity of the accident, and whether there were any casualties or severe personal damage.
• A list of all motor vehicle offenses committed by the claimant over the last 3 years (excluding parking).
• A statement describing the details and circumstances of any refusal, revocation, or suspension of license, permission, or privilege to drive a motor vehicle, or a statement certifying that there has been no such circumstance.
• A list of all the applicant's employers during the last 3 years, including the dates hired, reasons for departure, and whether they were subject to the Federal Motor Carrier Safety Regulations while in employment. This also includes whether their work was classified as a safety-sensitive role in any DOT-regulated mode subject to alcohol and controlled substance testing requirements.
• The names and addresses of all the commercial motor vehicle (CMV) employers for whom the claimant served in the 7 years before the above documented 3 year period, together with the dates of employment and reason for leaving each business.
• Certification that the driver completed the application is correct and full to the best of his/her knowledge.

 
As the details found in the truck driver's application will be used as part of the mandatory background screening process, drivers must also be given a List of Rights during the application process. This overview tells drivers that they can review and challenge any conclusions issued by previous employers. This may require a former employer to resend the correct information or encourage the driver to make a rebuttal statement with the knowledge if an agreement can not be reached. Drivers may submit a written application immediately upon acceptance, or up to 30 days after being employed or refused a job. Prospective employers would need to provide details within 5 working days of the order.
 
This truck driver application will be used to kick off the background screening process once this application is complete, and the required documents, authorizations, and descriptions have been issued. This requires an MVR check-a pre-employment prerequisite. Upon completion, you and the driver will receive a confirmation email that includes the drug and an alcohol monitoring policy for your company and the general work policy for your company.
 
If your company is new to the DOT audit process, or it's been a while, and you're not sure what to expect, it's worth having a partner that's been through all of it before. At CERTRAX, we remain up-to-date on the current practices and standards and, through DOT safety audits, have led many trucking companies and contractors.
 
We understand what the authorities are checking for and will have you covered beforehand, should any problem arise. Do not let your driver skills fall under the rug; it may shut you down. We understand that this paperwork can be quite a challenge for someone trying to run a whole fleet. We are there to take care of your driver's compliance papers. Our product ensures that all the correct paperwork is filled out, modified, and on-hand so you can escape expensive legal proceedings. We're here at the end of the day to help ensure your drivers are ready to get on the road and start driving.