The Essential Driver Qualification File Checklist for Truck Drivers

As a freight carrier, you need to be compliant with federal regulations. That includes maintaining driver qualification files (DQFs) for your drivers.

Keeping this paperwork updated ensures you are always in compliance with DOT standards. Our essential DQF checklist will help you stay on top of your responsibilities. Whether you are a small or large trucking company, this checklist will give you the tools to keep your drivers on track.

Driver Vehicle Inspection Records (DVIR)

The Driver Vehicle Inspection Records (DVIR) is an essential driver qualification file checklist for truck drivers. These documents are completed daily by the driver and contain dozens of questions about the technical condition of their vehicles.

DVIRs are designed to ensure that all trucks operate safely and are free of safety violations or mechanical problems. This can save lives and money for truckers and companies alike.

FMCSA estimates that truck drivers spend about 46.7 million hours annually completing DVIRs.

This paperwork may seem like a headache to drivers, but it is an essential part of the commercial vehicle industry. Without these inspections, your vehicles would be in danger of breaking down on the road, costing you money and putting you at risk for an accident.

The driver inspection report is also an effective way to improve communication between drivers and maintenance personnel. When a problem is discovered during one of these inspections, drivers must inform the carrier promptly and include it in the DVIR. The page then needs to arrange repairs and certify that the work was done.

Fuel Tax Records (IFTA)

One of the essential driver qualification file checklists for truck drivers is to keep a record of the fuel taxes they pay. Under the International Fuel Tax Agreement (IFTA), truckers and their fleets must report fuel usage to a base jurisdiction, redistributing those taxes among member jurisdictions.

While the IFTA reporting requirements can be daunting and time-consuming, it’s great for the industry. Before IFTA, commercial carriers had to spend a lot of time and money obtaining permits for each state they visited.

With IFTA, they can file a single quarterly report for the entire company. It eliminates the need to obtain permits for each state and saves drivers and fleet managers time.

Another essential part of a driver qualification file is a copy of the driver’s medical examination certificate. This should be updated every 1-2 years, and it’s essential to ensure your drivers are medically cleared to operate a commercial vehicle.

Medical Examiner’s Certificate

The Medical Examiner’s Certificate is crucial to the driver qualification file checklist. It is an official document certifying the driver’s health and physical ability to operate a commercial vehicle safely.

It consists of blood pressure and vision tests designed to assess the driver’s health. The examinations are performed by a medical examiner (ME) approved by the state.

In addition to their DOT certification, drivers must submit a medical card from an ME to receive a commercial driver’s license (CDL). This is usually done at an approved clinic in the area of the driver’s residence or workplace.

The medical examiner’s certificate is included in the driver’s DQ file, which can be accessed by safety auditors (investigators) conducting a carrier compliance review. It is also stored in the driver’s file for the life of their employment plus three years after termination.

Drug Test Records

Truck drivers, whether they are applying for a new position or existing employees, have to pass drug and alcohol tests before they can get their CDLs. That means their driver qualification files need to include documentation of their positive and negative drug test results and a copy of their driver’s license with the test result visible.

Employers should also keep records of any for-cause drug tests conducted on current and former employees, including a copy of the employee’s drug testing policy. This can be helpful if an employer is questioned about their drug testing policies by the FMCSA.

Companies regulated by DOT (the US Department of Transportation) must keep drug test records on file for three years. This includes DOT-required pre-employment drug tests, random drug tests, post-accident drug tests, and other types of testing required by law or regulations.

Motor Vehicle Reports (MVR)

Motor Vehicle Reports (MVR) is a crucial driver qualification file checklist for truck drivers. They’re a vital part of the hiring process and help you make more competent hires by confirming the candidates have safe driving records.

MVRs can also help reduce your insurance costs and save your company money in the long run. These reports include valuable information about a driver’s license class, current standings, infractions such as speeding tickets and moving violations, and even some driving-related criminal convictions.

It would help if you ran MVRs for all your company drivers at least once a year starting on the day of hire. You should also review these reports regularly to ensure your drivers meet company safety requirements and don’t have any disqualifying driving offenses.

In addition to running MVRs, you should keep copies of driver’s licenses and other required documents, like training certificates or road tests, in your files. Maintaining these records can prove invaluable if one of your drivers gets sued for an accident or other legal issue.

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