Every year, government auditors find hundreds of violations when reviewing DQ files for compliance.
A critical element in maintaining a safe carrier operation is monitoring driver qualifications files effectively and in compliance with Federal Motor Carrier Safety Administration (FMCSA) rules.
When your driver files are not in compliance, the company faces risks of misplacing documents, filing inaccurately, incurring violations, or being hit with costly litigation.
Truck accidents are inevitable and more than 50% of these crashes are caused by driver fatigue and driver error, according to statements made by the Pennsylvania State Police motor carrier enforcement unit at the CNS and NIS Safety Conference earlier this year.
Litigators will look at the crash information and the driver files to find unsafe driver trends. If the company handles their hiring and driver qualification process well, there is a reduced chance of litigators finding unsafe driver trends that can harm the company with violations and heavy fines.
So, what are driver qualification files?
Put simply, a driver qualification file is the driver’s personnel file and is required for anyone driving a Commercial Motor Vehicle as defined be the FMCSA in 49 CFR 390.5 or state authorities.
A DQ file is needed even if the driver is a mechanic quickly moving a vehicle, the company owner moving a vehicle, a part-time or temporary driver, or a driver who works for a private company.
After a job offer is extended to a driver, carriers need to build a driver file that includes:
- driver’s licenses
- employment application
- previous employer inquires
- motor vehicle records
- credit history and background checks
- drug test results
- FMCSA Clearinghouse queries
- medical certificates
- and more
What information needs to be gathered in driver qualification files (DQF)?
The difficult part of the DQ File is that companies must know the driver qualifications file requirements to pass a safety audit. Every year, government auditors find hundreds of violations when reviewing DQ files for compliance.
Most of the time, violations occur for a few reasons, including:
- companies taking shortcuts in the hiring process
- staff managing the driver files not being trained in DOT regulations, or
- companies not realizing they must meet these stringent driver qualification file requirements if their fleet is not focused on trucking.
Using driver files to protect yourself from truck accident liability
Sometimes companies may hire and retain employees who are not qualified to drive a commercial motor vehicle.
Other times, the driver’s history and record might be okay, but the company did not build a complete driver file to reflect this.
The consequences of can be steep as companies face litigation and blame.
In a litigator’s eyes, driver qualification files reflect any kind of negligent hiring and retention claims and provide punitive damages against the carrier for continuing to employ someone they knew was dangerous or could hurt someone.
For example, if the employer failed to do a thorough background check on the driver, that can support a strong negligent hiring claim.
Similarly, if the driver had any previous violations, this is very important in terms of proving notice against the carrier to support a claim for punitive damages.
At a minimum, an annual review of driving performance and insuring driving credentials are valid can reduce unsafe drivers or pinpoint areas where further training could correct bad driving habits.
Driver information litigators look for after an accident:
- governmental agencies responses to inquiries regarding driver records
- driver’s past employment records and employers showing they contacted them (or repeatedly tried to) at the time of the driver’s employment
- driver’s workers’ compensation file
- medical evaluations of the driver
- drug test results, including negative results
- driver training testing documents and company safety meetings attendance
- driver’s DOT file
- prior violations
- driver’s annual reviews
- disciplinary records
Beyond these records, companies need to avoid these common driver file violations:
- not having a current DOT medical card on file
- not having the initial driving record on file (MVR)
- not having a DQ file for each driver that needs one
Proactive Driver Qualification File Management
Accuracy, organization, and diligence are crucial to keeping your files in order and ready for an audit at a moment’s notice and ensuring new drivers are properly qualified before operating in a safety sensitive position.
At CNS, our DQ file management system is completely customizable to your company’s needs. The consultants at CNS stay in communication with you regarding document updating, as well as offering comprehensive reports upon request, and reports of routine audits by our own DQ file auditors.
Our DOT Compliance Specialists will ensure all DQ files for your company will be ready to pass an FMCSA audit.
Combining multiple services?
Our safety management programs are perfect for combining multiple services and can be tailored to fit your needs, whether you are a new owner operator or a seasoned trucker or business owner.
At CNS, our DOT Compliance Programs focus on Proactive Safety Management (PSM),a mindset that will ensure your fleet’s safety and compliance is always in order and ahead of the FMCSA.
Our PSM Motor Carrier Program includes:
- ELD management
- Driver Qualification File Management
- New driver on-boarding
- Driver safety meetings
- CSA score management
- Policies and handbooks
- Vehicle maintenance
- and more
Are you prepared for an IFTA Audit?
When it comes an audit, the best defense is a great offense. And the best offense is knowledge.
Knowing what will happen in an audit and being prepared with sufficient record-keeping will keep you ready for an audit at any time.
We have interviewed Adam Galante, our Vice President of Operations, to talk about electronic record-keeping requirements for an IFTA audit.
Tracking system requirements for an IFTA Audit
What are the requirements for the different tracking systems available to carriers?
When using a GPS tracking system, there are several data points you want to be sure are recording accurately.
The required data sets for an IFTA audit are:
- date and times
- the odometer or the ECM reading or hubometer reading
- longitude and latitude readings for each ping
In addition, carriers need to ensure the readings are made in a sufficient manner, at correct intervals, and readings must be recorded to the fourth decimal point.
What is a sufficient interval for recording GPS data?
The GPS needs to ping at intervals of less than five minutes. Be sure the tracking system you are using is set to this interval.
Also, consider various factors about the routes drivers take, by asking questions like:
- what is the distance the driver will be traveling?
- is it a short or long route? Are there a lot of hills or is it mostly flat?
- how often are drivers crossing state lines?
- is the GPS tracking system proper geofencing around the different states?
Note: Geofencing needs to map the entire state all the way around.
What would be considered inadequate or insufficient data recording?
An IFTA auditor will look for several factors when evaluating electronic record-keeping from the GPS tracking system.
IFTA auditors will check:
- if the GPS is meeting the interval of less than 5 minutes for every ping
- if the GPS tracking system is using proper
- For example, if the geofencing isn’t mapping the entire state all the way around, your data will be inadequate.
- if the odometer readings put into the GPS match the odometer on the vehicle
- if longitude and latitude lines aren’t recorded to the fourth decimal point
If you want CNS to perform a mock IFTA audit, we can tell you if you are in compliance.
What should carriers look for when purchasing a compliant tracking system?
Make sure the tracking systems can record the sufficient data points, as mentioned above.
In addition, GPS tracking systems should be able to:
- set recording intervals to under 5 minutes – this is very important!
- record time stamps for each state crossing
- record longitude and latitude for every ping to the fourth decimal point
- know how the provider is accumulating their unknown miles and providing that information to you.
What are the most common reoccurring problems in processing fuel taxes?
When auditors process fuel taxes, they often come across these five error points:
- bad GPS data
- insufficient GPS information coming through
- GPS pings are not set to the correct intervals of less than five minutes
- broken GPS hardware
- once it’s broken the data normally can’t be retrieved
- poor fuel tax reporting
- faded, unorganized fuel receipts or fuel purchase pre-authorization slips that cannot be read.
If you can resolve these fives common fuel tax issues, you will be well-prepared for an IFTA audit!
Read our previous blog post for more tips on Surviving an IFTA Audit.
IFTA Fuel Tax Service
Keep your electronic record-keeping accurate with CNS Fuel Tax Service
The fuel tax service at CNS stands out because it offers carriers these benefits:
- secure data storage with a portal login
- experts familiar with IFTA audits and GPS tracking systems
- affordable pricing that will work for any business
The thought of an audit should not scare you if you are prepared. Use your electronic record-keeping as a resource to keep you prepared for any inspection or audit situation. When your records are accurate and secure, your business will be too!