If you are in the trucking business, you probably know how important it is to be compliant and keep records in several aspects of your business. One of the most important record keeping requirements is for your company drivers and it is called a Driver Qualification File. Many people don’t know about this requirement when they get their own trucking authority. It is a set of documents that every truck driver must have. It is similar to a report card for truck drivers, showing if they are good enough for their job.
A DQF, also known as a Driver Qualification File, is a requirement for all carriers, whether they are non-CDL or CDL. It is a record-keeping mandate set by the FMCSA that trucking companies are required to keep for every single driver they employ and have employed. It is designed to confirm that all drivers are in compliance with USDOT regulations and to prevent unsafe drivers from being hired.
Why do I need Driver Qualification Files?
Driver Qualification Files are essential for ensuring the safety of drivers while operating vehicles, both on and off the road. These files maintain records of traffic, drug, and alcohol violations, as well as other incidents involving drivers.
Maintaining your DQF files is an essential part of being in compliance with the FMCSA. FMCSA officials will inspect your DQF files to make sure they are in compliance.
Being compliant can also put you at a competitive advantage for loads compared to unsafe trucking companies. Brokers and shippers look at company safety records regularly before booking loads and if your trucking company has a less than favorable record, they’re less likely to want to continue doing business with your company.
What if I don’t have a Driver Qualification Files?
If you do not have a DQF for one of your drivers, you are violating FMCSA regulations. Any time an FMCSA regulation is violated, the motor carrier could be liable for civil penalties and even sometimes criminal penalties.
These violations usually come to light during a FMCSA audit or after an accident. Every new trucking company is due for a FMCSA New Entrant Audit during the first 12 months of their operations. Severe violations during audits can result in hefty fines!
Here are some of the biggest fines levied by the FMCSA in 2022:
Source: FMCSA
Some required items for your Driver Qualification Files:
Pre-Employment Drug and Alcohol Tests:
Drivers are required to complete a drug test before driving and must be tested randomly. All the test results need to be kept in their Driver Qualification File.
All truck drivers that you hire are required to inform you of any positive or refused drug tests in the last three years. If they have these, then they must complete a return to duty process.
Motor Vehicle Record:
The carrier must ensure that, every year, they must collect a current motor vehicle record (MVR) from the state that issued the truck driver’s CDL license. The MVR contains information such as the driver license details, license status, driving violations, moving violations, convictions, and any accidents they were involved in.
This record should be reviewed to determine if the driver still meets the minimum requirements for safe driving and to confirm that they are not disqualified. You are required to keep your driver’s motor vehicle records for the past 3 years.
Medical Exams Reports and Certificate:
Every commercial driver is obligated to undergo a physical examination administered by a licensed medical examiner once every 24 months. The carrier is responsible for keeping a copy of this certificate on record.
Employment application:
A driver must keep a signed and completed application for employment. You can find a sample driver application on the FMCSA website.
3 Years history of the driver’s prior employment:
This step is to verify that the driver does not have any previous violations that could jeopardize their safe driving. You are required to call the driver’s previous employers so that they can give you an assessment of the driver. You can read about this specific regulation requirement here.
When you purchase one of our trucking authority packages, we provide you with a free in depth DQF checklist!
How regularly do I need to update my Driver Qualification Files?
To ensure compliance, the trucking company must consistently update its records with the latest information and outcomes.
Annual medical exam:
Drivers of commercial motor vehicles must undergo an essential annual medical exam to ensure they are physically fit to operate such vehicles and handle the demanding workload.
Motor Vehicle Record (MVR) Annually:
It is your responsibility to request a MVR for each truck driver you employ annually. You must request it in every state that a driver holds a CDL in. You can find where to order it for each state agency on the DMV’s website.
Driving violations and accidents
An annual list of driving certification violations for each driver is a mandatory requirement for the company and must be regularly updated.
Who needs a Driver Qualification File?
Every driver working for a commercial motor vehicle company, holding a CDL license, and some drivers with a non CDL license under specific conditions, must maintain a driver qualification file with the trucking company. This also applies to self employed owner operators.
It might be a difficult process to collect all the necessary documents and filing paperwork, but it is crucial for the safety of the company and drivers.
Are you ready to take control of your Driver Qualification File (DQF) and stay on top of your trucking compliance?
Look no further! Our cutting-edge My Trucking Manager program is your ultimate solution for managing DQFs and your trucking compliance with ease and confidence. With our user-friendly platform, you can efficiently store, track, and access all your drivers’ qualification documents in one secure location. Avoid expensive FMCSA fines and say goodbye to the days of tedious paperwork and manual tracking. Our software automates DQF management, sending you timely reminders for renewals and expirations, ensuring you never miss a critical deadline. You’ll have the power to customize notifications, assign permissions, and generate comprehensive reports, all at your fingertips. Experience peace of mind and efficiency like never before with our DQF management software. Take the leap towards seamless compliance and sign up for our services today! Your success is our priority, and we’re here to elevate your trucking company to new heights.
Driver Qualification Files FAQ
? Who needs to keep a driver qualification file?
When starting a new trucking company, you must collect a lot of documentation for each driver. Drivers working for a commercial motor vehicle company, whether holding a CDL license or certain non-CDL license holders under specific conditions, are mandated to have a driver qualification with the trucking company.
? Do I need a DQF if I'm an owner operator?
Yes, since your trucking authority is technically hiring you, the owner, as a driver.
? How can I keep my DQF updated?
You can keep it as physical paperwork and set reminders for yourself or you can store it on your computer. Our service, My Trucking Manager, allows you to store DQF files that you can access from anywhere and sends you reminders when you need to update them
? What needs to be included in the DQF?
A quick run down of some of the things that should be included in your DQF is: Application for Employment, Safety Performance History, Violation certification, Driver licenses, Motor vehicle record, and Medical Examiner's Certificate
? Who needs a DQF?
If a truck driver is traveling interstate, they will require a DQF under the following circumstances:
- Vehicle is designed to carry 15 people or more.
- The vehicle is transporting hazardous materials.
- The gross vehicle weight rating or gross combination weight rating of the vehicle exceeds 10,000 pounds.
? How should you store a DQF?
You should make sure that your DQF is easily accessible and updatable in case of audits. Paper DQFs are an option but they are harder to organize and require physical storage. My Trucking Manager secure driver qualification file management software is a more efficient and preferred method for managing DQFs. It ensures seamless organization and time saving benefits compared to traditional paper documentation.
