[Updated January 2021]
Managing your DQ Files doesn’t have to be thorn in your side. You should never lose a wink of sleep when you find out you’re going to receive a DOT audit.
A simple checklist and using technology to automate the communication and document uploads from your drivers gives you hours back in your day - hours you don’t need to waste pushing papers.
This checklist is a summary from FMCSA 391 and is designed to help you ensure no little detail is missed when you’re creating DQ files.
Due to the ongoing COVID-19 pandemic, the federal government has granted an extension to drivers with expired CDLs and Medical Cards due to overwhelmed DMV offices. To obtain this extension, drivers/carriers should visit the FMCSA’s Waiver webpage.
Commercial Driver’s License (CDL)
There are several other records you will or may have to collect during a driver’s hiring process. Some of these, such as the criminal background check, typically are stored in separate paperwork from the Driver Qualification folder in a distinct HR folder of kind. With software systems, you can automate the folder labeling of these kinds of documents, as well as training documents, in a separate folder. Others, such as drug and alcohol test results, must be kept separate in their own specific folder per DOT rules for privacy and legal reasons. Consult both the DOT regulations and your state’s regulations regarding some of these specific records in order to make the best decisions regarding how to organize these other record types. However you choose to organize your records, never show an auditor more than he/she asked for.
Rehired drivers (who have left the company for more than 30 days) must have a new and separate DQ File created upon their return to your company. This requires new documentation for all pre-hire records. You may use a valid CDL in lieu of a road test. You can build on any successfully conducted Verification of Employment during the original screening process and then conduct verifications for any period since leaving your organization. In addition, drivers who left the company for more than 30 days must undergo a new drug test.
In addition to these necessary items for your driver qualification files, you will also want to have the following critical items accounted for as they can be requested during an audit:
Managing this checklist for your fleet is a taxing process. Use the A-Suite to automate collecting, building and tracking your DQ files. Get back to more important tasks than paper pushing by trying the A-Suite Free today:
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