Do I Need A Driver Qualification File?

    February 12, 2019

What is a Driver Qualification File?

Most businesses need a personnel file but businesses that are regulated by the DOT also need to have a Driver Qualification File containing records and documentation that demonstrates the employee is safe, healthy, and qualified to operate a CMV or commercial motor vehicle.

Why would someone need a Driver Qualification File?

The Federal Motor Carrier Safety Regulations requires any driver who operates a vehicle with a GVWR/GCWR of 10,001 pounds or more, transports at least 8 passengers including the driver, or who transports hazardous materials that require placarding to have a file containing their qualification documents.

The Driver Qualification File Must Contain

DOT Employment Application

Most businesses use employment applications that are acceptable to the FMCSA, but it is important to know what information is required that may not be included in standard business applications, such as:

  • Three years of employment history. There cannot be any gaps in time and must include any time spent unemployed, as a student, or incarcerated.
  • The applicant’s experience operating any type of motor vehicle.
  • Any/all moving violations over the previous three years. If no violations were received, then it must be stated.
  • Any/all accidents the applicant was involved in over the previous three years. If no accidents occurred, then it must be stated.
  • The applicant must indicate any circumstances that resulted in a denial, suspension of any license to operate a motor vehicle. If there are no previously stated issues, then it must be recorded.

Medical Certification

The employer must obtain a copy of the applicant’s current and valid medical certification. Drivers are required to undergo a DOT medical evaluation at least once every 24 months.

Commercial Driver’s License or Road Test Certification

A copy of the applicant’s current and valid driver’s license must be obtained. If the applicant holds a CDL, a copy of that is sufficient.

Safety Performance History Investigation

This investigation must be run on an applicant for the previous three years for all DOT-regulated positions that may have been held, and must contain the following:

  • Written authorization from the applicant allowing the investigation to be conducted.
  • Responses from any DOT-regulated employers. If previous employers do not respond, documentation must be included that outlines what attempts were made.
  • If the applicant did not hold any DOT-regulated positions, documentation must indicate such.

Initial Annual Motor Vehicle Reports (MVRs)

Also known as “driving records,” this report is a critical aspect of the Driver Qualification File. The MVR must be run on an applicant for the previous three years in all states the applicant held a license.

Annual Review of Driving Record and Violations

Along with the annual MVRs, employers must require drivers to submit a list of any moving violations they received over the previous 12 months. If no violations occurred, documentation must be maintained that indicates such.

We specialize in helping independent drivers and companies comply with these requirements on a daily basis.  Contact us here and let use know how we can help you.

*All records in the file must have limited access to anyone other than the employee and employer.