As anyone who has been in the DOT-regulated world will know there are significant parts of the regulations that concern the motor carrier’s responsibilities for record-keeping. FMCSA wants to keep close tabs on who is driving CMVs and their ability to do so.
You must maintain a ‘Driver Qualification File’ for each of your drivers. This applies to owner-operators too—you still employ a driver; you! This file may be combined with your personnel file, however it must contain certain required information:
- The driver’s application for employment (There are specific requirements for the application).
- A copy of each state’s response to your request for the driver’s record.
- The certificate of the driver’s road test (It is also permissible to use a copy of the certificate).
- The response of each state agency to the annual driver inquiry.
- A note relating to the annual review of the driver’s driving record.
- A list or certificate relating to violations of motor vehicle laws and regulations the driver may have committed.
- A medical examiner’s certificate stating that the driver is physically qualified to operate a CMV.
- A letter from the Field Administrator, Division Administrator or a State Director that grants a waiver for any physical disability, if applicable.
For the most part, these files must remain in your employee’s files. However, some files may be removed after three years:
- The response of each state agency to the annual driver inquiry.
- The note relating to the annual review of the driver’s driving record.
- The list or certificate relating to violations of motor vehicle laws and ordinances.
- The medical examiner’s certificate of physical qualification to drive.
- The letter granting a waiver from physical disqualification.
Foley Services has a wide variety of forms, files and folders that can make this complicated process easy. To learn more, please click here or call 1-800-253-5506.
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