Why DOT Compliance Matters
The Federal Motor Carrier Safety Administration (FMCSA) regulates all commercial motor carriers in the United States. Non-compliance can result in fines up to $25,000 per violation, out-of-service orders that shut down your operation, and increased CSA scores that damage your ability to get loads.
A proactive compliance program protects your operating authority and keeps your drivers safe on the road.
Driver Qualification File Requirements
Every driver must have a complete qualification file containing:
- Commercial Driver License (CDL) — valid, correct class and endorsements
- DOT Medical Certificate — valid physical exam, renewed every 2 years maximum
- Motor Vehicle Record (MVR) — pulled at hire and annually
- Pre-employment drug test — negative result before first drive
- Employment application — 10-year work history
- Previous employer verification — safety performance history
- Road test certificate or equivalent
- Annual review of driving record
Vehicle Maintenance Requirements
All commercial vehicles must have:
- Annual vehicle inspection — performed by qualified inspector, sticker displayed
- Pre-trip and post-trip inspections — driver DVIR filed every day
- Systematic preventive maintenance program — documented intervals
- Out-of-service vehicle records — when removed and returned to service
Hours of Service Compliance
| Rule | Requirement |
|---|---|
| Max driving per shift | 11 hours after 10 consecutive hours off |
| 14-hour window | Cannot drive after 14th hour on duty |
| 30-minute break | Required after 8 cumulative driving hours |
| Weekly limit | 60 hours/7 days or 70 hours/8 days |
| ELD requirement | Required for most CMV drivers |
Drug and Alcohol Testing Program
Motor carriers must maintain a DOT drug and alcohol testing program including:
- Pre-employment testing — before first safety-sensitive duty
- Random testing — minimum 50% of drivers annually for drugs, 10% for alcohol
- Post-accident testing — within 32 hours for drugs, 8 hours for alcohol
- Reasonable suspicion testing — when supervisor observes signs
- Return-to-duty testing — after violation
Insurance Requirements
| Operation Type | Minimum Liability |
|---|---|
| For-hire general freight | $750,000 |
| Hazardous materials | $1,000,000 – $5,000,000 |
| Passengers (15+ seats) | $5,000,000 |
CSA Score — What It Means
The Compliance, Safety, Accountability (CSA) program scores carriers in 7 BASICs (Behavior Analysis and Safety Improvement Categories):
- Unsafe Driving
- Hours of Service Compliance
- Driver Fitness
- Controlled Substances and Alcohol
- Vehicle Maintenance
- Hazardous Materials Compliance
- Crash Indicator
High CSA scores trigger FMCSA investigations and make shippers and brokers hesitant to use your carrier.
Compliance Calendar — Monthly Checklist
- Daily: Driver pre/post-trip inspections, ELD logs reviewed
- Monthly: Review driver violations, check CDL and medical card expiries
- Quarterly: IFTA filing, random drug test draws
- Annually: MVR pulls for all drivers, annual vehicle inspections, review all DQ files
How TruxlyOS Helps With Compliance
TruxlyOS compliance dashboard tracks CDL expiry dates, DOT medical card expiry dates, and sends automatic email alerts 30, 14, and 7 days before expiry. ELD integration with Samsara and Motive pulls HOS data automatically so dispatchers always see current driver hours before assigning loads.
