Prevent Driver Qualification File mistakes when hiring drivers

Driver Qualification File | DOT Compliance Services | CNS

How to set up a Driver Qualification File?

In industries like trucking, construction and distribution, hiring a commercial motor vehicle driver requires companies to follow strict Federal Motor Carrier Safety Administration (FMCSA) guidelines. The regulations under 49 CFR Part 391 lists requirements for Driver Qualification File (DQF) Management.

What is a Driver Qualification File or DQ File?

Driver Qualification Files are simply the driver’s personnel file that includes information of past employment, drug testing history, motor vehicle records, credit history, and more.

Failure to maintain these driver qualification file basics can lead to CSA violations, fines, an Unsatisfactory Safety Rating, and Out-of-Service Orders. In 2019, there were over 3,500 enforcement cases alone that averaged over $6,600 in fines per company, with the average cost of a Driver Qualification File violation fine over $600 per fine.

It is important to understand what the common DQ file violations are and how to prevent them from happening in your company’s driver qualification file management process.

Mistake #1: Not having a Driver Qualification File when required

When is a driver qualification file required?

A driver qualification file, according to 49 CFR 390.5, is required for anyone who operates a Commercial Motor Vehicle (CMV). This includes vehicles that weigh over 10,000 pounds, are placarded for hazardous materials or are designed or used to transport multiple passengers (at least 9 or more).

DQ files are needed even if the driver is salaried, a mechanic, the owner of the company, a part-time temp driver, is only driving one time, works for a private company, etc. There are some exceptions found in sections 390.3, 391.2, and 391.61-391.69.

For intrastate commerce where the driver stays within a single state, some state requirements may vary.

Mistake #2: Not obtaining a driver Motor Vehicle Record

What is a Motor Vehicle Record (MVR)?

An MVR is a report of driving history from the Department of Motor Vehicles (DMV).

The MVR contains important information from a driver’s license including, endorsement level for any kind of vehicle, accident reports, DUI convictions, vehicle crimes, traffic violations, license suspensions and more.

According to the FMCSA, a copy of the MVR(s) obtained in response to the inquiry must be placed in the driver qualification file within 30 days of the date the driver’s employment begins and be retained in compliance with 49 CFR 391.51.

If no MVR is received from the State required to submit this response, the motor carrier must document a good faith effort to obtain such information and certify that no record exists for that driver.

An MVR must be pulled from every state where the driver has held a license or permit in the past three years. If any red flags appear, a potential employer could use it to influence their hiring decision. This is why it is important for drivers to be aware of what is on their MVR and should request one every year. If any information is inaccurate, the driver could request to fix the mistake.

The carrier must then obtain an updated MVR annually, and review it to determine whether minimum safe driving requirements have been met, and confirm that there are no disqualifying offenses.

Mistake #3: Not keeping a driver qualification file long enough

How long to keep driver qualification files?

Another common mistake is how long you need to keep driver qualification files.

Some companies dump records after three years of employment, and do not keep these initial safety records on file for three years after driver is no longer employed at the company.

It is important to note that, separately, any safety history information gathered from previous employers must be retained for as long as the driver is employed by that motor carrier and for three years thereafter.

Mistake #4: Not having important drug test history and medical card on file

For drivers who hold a commercial driver’s license, the motor carrier must obtain a new motor vehicle record (MVR) within 15 days after each new DOT medical exam and place that in the driver qualification file as proof of medical certification. Each new medical exam certificate must be placed into the DQ file and kept there for at least three years, to show that the driver was medically qualified to drive at all times.

Often times these medical cards are out-of-date or the DQ files never replaced the old medical card on file. During a DOT audit, this is a simple mistake that can be caught and fines for each violation in your fleet can add up quickly.

Similarly, important drug testing history and alcohol test results must be saved in the DQ File for at least one year. These test results includes: previous employer test results; copy of alcohol test form, with results and drug test chain of custody form; documents sent to the employer by the MRO; documentation of any refusal to submit; and documents provided by a driver to dispute results.

How to prevent Driver Qualification File Management mistakes with CNS

After a driver is hired, managing driver files becomes an ongoing burden as employers are required to keep files current for drug tests, physical exams, safety records, annual MVRs, commercial driver’s licenses, endorsements and even conducting annual driver reviews (a burdensome process).

With high driver turnover in trucking, construction and distribution fleets, this problem becomes amplified.

CNS goes beyond just helping you manage your driver qualification files. Our Proactive Safety Management program helps to manage your entire plan for safety, compliance and record keeping, from drug consortium management to vehicle and equipment maintenance.


Read more about our Proactive Safety Management program


If you have any questions, call (888) 260-9448 or email at info@cnsprotects.com.

Truck driver challenges during Coronavirus pandemic


COVID-19 and challenges for truckers

Truck drivers face concerns whether coming or going in this fight against the coronavirus (COVID-19) pandemic. Personal and economic challenges face the 1.8 million CMV drivers in America, because unlike other businesses, a driver cannot simply choose to work from home.

Drivers face personal risk during this outbreak

At the forefront, the personal health and wellness of truck drivers is at stake. Drivers are literally in the front seat of this crisis as they travel the country delivering goods.

Several factors put truck drivers at greater risk of being exposed and/or contracting the coronavirus, including:

  • nationwide travel
  • handling of overseas goods
  • exposure at truck stops for meals and showers
  • multiple facility stops

On the flip side, driving is mostly an isolated activity. Still, it’s difficult for a driver to practice the social distancing recommended by the Centers for Disease Control and Prevention (CDC).

Drivers face greater risk of illness

Besides the greater risk of contact with the coronavirus, according to a 2014 study by the CDC, drivers may also be at greater risk of falling ill from the virus .

The study showed more than half of truck drivers smoke and are two times as likely to have diabetes as the rest of the population. These health factors put them in a higher risk category should they contract the COVID-19 virus strain.

The issue grows greater with the realization that 38% of drivers do not have health insurance (same CDC study). Furthermore, paid sick leave in the trucking industry is uncommon.

Many companies are now conducting pre-shift screenings and temperature checks to further protect their employees.

Drivers face economic uncertainty

Additionally, financial stability for drivers is threatened by the secondary fallout of the virus, economic downturn. Since between 350,000 and 400,000 of America’s drivers are independent owner-operators, they work freelance, without the benefits of regulations that protect workers from sudden wage loss.

For fleet drivers, however, the Worker Adjustment and Retraining Notification Act (WARN) protects workers by requiring companies with more than one hundred employees to give at least 60-days of notice before layoffs or closings, if it would affect 50 or more employees.

Still, companies can increase down days or slow line rates as needed when addressing a market downturn.

Waiting out the viral impact

It seems likely the coronavirus outbreak will amplify pricing and capacity swings in the US trucking industry in 2020. Logistics experts warn of a coming price shock for shippers. Downshifts in the trucking market capacity and shipping rates are expected to remain longer than normal. However, when freight volume rises, as is expected when quarantines lift, so will rates. 

>>> How are trucking companies preparing for the Coronavirus? <<<

Factors that increase shipping rates include the following:

  • short supply of trucks
  • increase in freight demand
  • produce season
  • spring retail sales surge
  • manufacturing increases

Each of these factors could result in greater truckload capacity, which would ease the pinch of the coronavirus impact to the trucking industry and drivers, specifically.


Trucking Startups, Hiring Drivers and CDL Training

No matter what your current situation is in the trucking industry, we have a service that would be valuable to you, like CDL trainingstarting your own trucking business or hiring new, qualified drivers.

If you have been laid off, this might be a good time to start training to get your CDL. There will be a need for more drivers as businesses and events resume normal operation in the coming months.

If you are already a driver in the trucking industry, this may be the perfect time for you to start your own trucking company. Securing loads will not be an issue once the economy bounces back.

If you are a trucking company, you will most likely need to be hiring qualified drivers in the near future, and you will need to get good, qualified drivers very quickly, as well as manage all of the files for those drivers.

If you have any questions, call (888) 260-9448 or email at info@cnsprotects.com.

Trucking companies brace for Coronavirus impact

Coronavirus

Trucking and the Coronavirus

With the world focused on the fear of illness and global spread of this year’s coronavirus (COVID-19), trucking companies brace for a secondary threat as well, as the freight market slows.

Prior factors affect the trucking industry

Businesses had already stuffed their warehouses with imported goods at the end of 2019, trying to get ahead of the tariffs placed against China. Then, as concerns over the virus itself grew, this slowed import shipping. Trucking companies with work in and around ports have felt the impact already.

Current factors add burden

Currently, several factors are impacting the trucking industry and putting the brakes on freight. First, the national shift for many businesses to encourage their employees to work from home. Secondly, consumers have drastically reduced their daily activities, without choice in most states.

Each state has implemented some sort of guideline to follow, each on a different level, but with the same end goal, to create social distancing. Most states are closing schools, preventing operation of non-essential businesses and even preventing gatherings of 50, 25 and even 10 people.

With a number of major events being cancelled, such as the Mid-America Trucking Show and sporting events (eg. NCAA tournament), the trucking industry has taken a big hit as well, since the need for truckers to carry the necessary supplies to these events has vanished.

Transportation market follows industry market

Garrett Bowers, President of Bowers Trucking in Oklahoma commented to Transport Topics news outlet: “If industry is stifled, transportation will follow.”

Trucking companies can expect to find themselves pinched tightly between all these factors. And, of course, layered on top of these concerns is the well-being of their drivers as they send them out across the nation, where they could be more susceptible to contracting the Coronavirus.

Many companies are now conducting pre-shift screenings and temperature checks to further protect their employees.

Some companies, mostly those immediately affected near the ports, have begun reducing capacity and laying off independent owner-operators in response to the downturn.

But across the country, companies feel the hit of this pandemic. Fleets have been absorbing a cost burden from being unable to return empty containers, as well as administrative costs.

Hoping for a rebound

There is definitely potential for a rebound in the trucking industry once shipping from China and other countries resumes normal pace. However, this potential rebound will have a delay that can impact many companies.

Companies should anticipate and plan not only for reduced rates and capacity, but also for difficulties at the loading docks. If shippers must reduce their own workforce due to coronavirus-related illnesses or quarantines, loads may not be ready when truckers arrive.

Companies should prepare for a double-headed approach to address both the current slow-down and the eventual recovery when shipments begin to surge to make up for delays.

>>> How are truck drivers affected by the Coronavirus? <<<


Trucking Startups, Hiring Drivers and CDL Training

No matter what your current situation is in the trucking industry, we have a service that would be valuable to you, like CDL training, starting your own trucking business or hiring new, qualified drivers.

If you have been laid off, this might be a good time to start training to get your CDL. There will be a need for more drivers as businesses and events resume normal operation in the coming months.

If you are already a driver in the trucking industry, this may be the perfect time for you to start your own trucking company. Securing loads will not be an issue once the economy bounces back.

If you are a trucking company, you will most likely need to be hiring qualified drivers in the near future, and you will need to get good, qualified drivers very quickly, as well as manage all of the files for those drivers.

If you have any questions, call (888) 260-9448 or email at info@cnsprotects.com.