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DOT Compliance Services

May 2, 2024

Ensure DOT Compliance and Business Continuity Today

Navigating the complexities of the United States Department of Transportation (USDOT) regulations is crucial for any trucking company’s legality and success.

Abiding by the DOT compliance program is not only crucial for the safety and efficiency of operations but also for the following reasons:

Legal Compliance

Non-compliance can lead to hefty fines, penalties, and legal liabilities for trucking companies, severely impacting operations and their reputation.

Safety

Ensures the safety of drivers, passengers, and other road users. Risks of accidents are reduced by complying with regulations such as driver qualifications, inspection and maintenance requirements, and more.

Efficiency

Transportation compliance also results in operational efficiencies that help trucking companies increase productivity and improve the management of resources.

This is where the DOT Compliance Group steps in with a mission to make it easier for trucking companies to meet DOT regulations.

We specialize in comprehensive transportation compliance services meticulously designed to keep your trucking business within the bounds of federal regulations.

As a DOT compliance company, we aim to be a strategic partner for your trucking business, providing the expertise and resources needed to navigate DOT regulations efficiently.

By ensuring compliance, we help protect your business from potential fines and legal complications while promoting a culture of safety and responsibility on the roads.

When you entrust your compliance needs to DOT Compliance Group, you put your business on the path to safety and success.

Navigating Compliance the Easy Way

Navigating the Regulatory Landscape

Navigating the regulatory landscape established by the United States Department of Transportation (USDOT) is critical and challenging for any trucking company hoping to maintain operational legitimacy and compliance.

While these regulations ensure the highest levels of road safety and fairness in the trucking industry, adhering to the various requirements can be challenging for any company.

Some of the critical compliance requirements include:

Driver Qualifications

Drivers of commercial vehicles must meet specific qualifications, including possessing a valid commercial driver’s license (CDL), a medical examiner’s certificate of good health, and meeting age requirements set by the DOT.

Hours of Service (HOS) Regulations

HOS regulations govern the maximum time drivers can spend behind the wheel. It also indicates the mandatory rest periods and breaks to prevent driver fatigue.

Drug and Alcohol Testing

A drug and alcohol testing program for drivers should be in place, and DOT requirements should be met to ensure that drivers operate commercial motor vehicles safely and soberly.

This includes the following:

  • Pre-employment testing
  • Random testing
  • Post-accident testing
  • Reasonable suspicion testing
  • Follow-up testing
  • Return-to-Duty testing

Recordkeeping and Documentation

Trucking companies need to maintain accurate records and documentation related to:

  • Driver qualifications
  • Vehicle maintenance
  • Hours of service
  • Maintenance and inspection records
  • Other compliance activities.

This includes keeping records of driver logs, safety performance history, vehicle inspection reports, medical certifications, and drug testing results.

Compliance with DOT Regulations

The significance of adhering to these regulations cannot be overstated.

By complying with these regulations, companies can:

  • Mitigate the risk of accidents
  • Ensure driver and public safety
  • Avoid legal and financial penalties
  • Gain competitive advantages

However, staying compliant can be challenging. Some of the common roadblocks include:

  • Staying updated with changing regulations
  • Managing meticulous records for inspections and audits
  • Ensuring driver qualification that meets the standards
  • Implementing effective drug and alcohol testing and safety programs

With the DOT Compliance Group’s compliance service, you can be guided through the complexities so your business can meet and exceed regulatory standards.

Solutions Tailored for Truckers

Tailored Solutions for Your Compliance Needs

At DOT Compliance Group, we offer a comprehensive suite of services to cater to every trucking business’s unique needs and challenges.

Our approach begins with a compliance review to evaluate your current operations. This thorough assessment allows us to design comprehensive compliance plans to address areas of non-compliance and potential risks to your business.

Aside from planning, we also provide monitoring and support so your business can stay compliant. This includes:

  • Regular updates on changing regulations
  • Assistance with documentation and records management
  • Support during inspections and audits

We don’t provide a one-size-fits-all approach. Each is tailored to the size of your fleet, the nature of your operations, and any specific challenges you face. This way, you have a clear roadmap to achieve and maintain compliance.

Streamlining Operations and Enhancing Safety

As the owner-operator of a trucking business, compliance with state laws and regulations directly contributes to improved operations and enhanced safety by:

  • Reducing risks of violations and penalties: These often come with hefty fines and legal issues that can disrupt operations and negatively impact your brand.
  • Improving fleet efficiency and productivity: With proper planning, resource management, and implementing best practices, operations are streamlined, from driver schedules to vehicle maintenance.
  • Emphasizing on-road safety: Staying up to date with regulations and having a safety program, among other things, helps protect your drivers and the public by minimizing the risks of accidents.

When working with DOT Compliance Group, you can use our automated solutions and programs to help you meet FMCSA regulations.

We customize our strategies and plans to give your company an advantage by addressing the challenges unique to your business. This ultimately leads to more efficient operations, improved safety standards, and peace of mind, knowing that your compliance is in capable hands.

Stay on the Road with DOT Compliance Group

Stay Compliant, Stay On the Road

Failing to be DOT-compliant can severely cripple your operations and your brand.

Hefty fines, legal issues, risks of accidents, and poor business operations are just a few things that can happen.

However, as experts in guiding trucking businesses through the complex landscape of DOT regulations, DOT Compliance Group can ensure your operations remain legal, safe, and efficient.

We focus on key compliance areas such as:

  • Driver qualifications
  • Hours of service regulations
  • Drug and alcohol testing
  • Records management

Compliance mitigates risks and enhances the safety of your fleet and the general public. But more importantly, it positions your company at an advantage in a competitive market.

By recognizing and understanding your business’s unique challenges, we customize our services for streamlined operations, including compliance reviews, monitoring, and automated solutions.

Keep your business on the road. Visit the DOT Compliance Group website today to learn more about our services and take steps towards DOT compliance.

FAQ

What Happens If You Fail a DOT Inspection?

If the vehicle or driver is deemed unsafe, they may be placed out of service, meaning the vehicle cannot operate until all violations are properly corrected.

Who decides which level of inspection to perform?

Both the Commercial Vehicle Safety Alliance (CVSA) and the Federal Motor Carrier Safety Administration have a part in DOT inspection levels. The CVSA develops the criteria and sets the procedures for every inspection level. The FMCSA establishes overall regulations and determines which vehicles must be inspected.

How often do DOT inspections happen?

DOT inspections can happen at any time. They most commonly happen during roadside stops and weigh stations. Carriers with higher risk, poor safety records, or hazardous material may be inspected more frequently.

What documents are required during an inspection?

Documents required during an inspection include but may not be limited to:

  • State driver’s license or commercial driver’s license
  • Medical examiner’s certificate
  • Record of duty status
  • Vehicle registrations
  • Periodic inspections document for all vehicles being operated
  • Shipping papers or bills of lading
  • Information for hazardous materials being transported
  • Proof of insurance

What are common DOT inspection violations?

According to the FMCSA, the 5 most cited roadside violations are:

  1. False Report of Driver’s Record of Duty Status: log falsification providing inaccurate or intentionally altered duty-status information.
  2. No Record of Duty Status (ELD Required): using a commercial vehicle without the required electronic logging device or valid time records.
  3. Inoperable Required Lamp: crucial lights (headlights, brake lights, turn signals, etc.) are not functioning properly.
  4. Operating a Commercial Motor Vehicle Without a Commercial Driver’s License (CDL)
  5. Operating a Commercial Motor Vehicle Without Proof of a Periodic Inspection: failure to meet FMCSA the maintenance standards of a required annual inspection.

Why is updating VMT important for compliance?

VMT is tracked to determine fuel tax obligations (Vehicle Miles Traveled Tax) used for road maintenance and improvements. Trucking companies must keep accurate records of VMT to ensure they pay the correct amount of taxes.

How often should VMT be updated?

For motor carriers VMT must be updated every two years along with the MCS-150 form for the Biennial Update.

Can VMT be tracked automatically with technology?

Yes, Electronic Legging Devices (ELDs), Fleet Management Apps, and Mileage Tracking Software are all technological advancements that can simplify the process of VMT tracking.

How does VMT affect taxes and fuel reporting?

Accurate VMT records help document mileage for business-related tax deductions, ensuring compliance with IRS regulations. It also supports fuel tax reporting by tracking the miles each vehicle travels in different jurisdictions, which is essential for state and federal fuel tax calculations. Proper tracking reduces errors, prevents penalties, and provides a clear record of operational costs.

How do I know when my Biennial Update is due?

  • Your filing schedule depends on the last two digits of your USDOT number. The last digit corresponds with what month the form needs to be filed in. January is 1, February is 2, March is 3, etc. The next to last digit determines the year (odd-numbered year or even numbered year). For example, DOT number 1234567 files their biennial update in July (7) of every even year (6). Contact us today to see if you’re due.

Does the Biennial Update cost money to file?

While you can file your Biennial Update yourself for no cost through FMCSA. The process can often be confusing and time-consuming. Our team can handle your filing for you, simplifying the process for you.

Do intrastate carriers need to file the update?

Yes, even if carriers stay within state lines, a biennial update is still needed for their USDOT number.

What happens if I miss my filing deadline?

  • Failure to complete biennial update to FMCSA can be subject to fines with a maximum penalty of $10,000. If your update is past due, you can still file it to restore your compliance status. Contact us today to file your form! https://dotcompliancegroup.com/bu-update/ 

What are the new FMCSA rules in 2025?

  1. Civil Penalty Amount Increases
  2. Drug & Alcohol Clearinghouse Becomes Exclusive Source for checking driver history.
  3. ELD Technology Required
  4. SMS (Safety Measurement System) Modernization
  5. Crash Preventability Determination Program Expanded

When do the 2025 FMCSA regulations take effect?

The confirmed dates these regulations take effect is May 30, June 23, October 1, 2025.

How can trucking companies prepare for these changes?

Regularly reviewing your Safety Measurement System (SMS) scores and maintaining personal checklists for inspections, driver qualification files, and drug and alcohol testing helps catch issues before they affect audits. Partnering with DOT Compliance Group streamlines filings, reporting, and ongoing monitoring, taking the guesswork out of FMCSA regulations and keeping your operation audit-ready year-round.

What Triggers a DOT Compliance Review?

A DOT compliance review is triggered when FMCSA wants to ensure a carrier is following safety regulations. Common triggers include high SMS safety scores, a history of crashes or violations, and previous noncompliance. Staying proactive with accurate records, driver files, and regular internal audits helps reduce the likelihood of a review.

Where can I get help with FMCSA filings?

DOT Compliance Group can assist with any help or questions you may have about FMCSA filings. Call 972-476-9962.

How long are violations kept on record?

According to the Clearinghouse rules, drug and alcohol violations remain in the FMCSA Clearinghouse for five years, provided all requirements (such as completing the return‑to‑duty process) have been met before that period ends.

What if an employer makes a mistake in reporting?

In practice, correcting an employer reporting error typically involves identifying the mistake in the database and then submitting a request for correction through the Clearinghouse portal or FMCSA procedures, so the record reflects accurate information. 

What are the penalties for non-compliance?

FMCSA rules allow civil penalties for non‑compliance, and separate authorities note that employers who fail to meet Clearinghouse requirements may face civil fines or criminal penalties under federal regulations.

Do trucking companies check the Clearinghouse?

Yes — trucking companies check the Clearinghouse as part of their hiring and compliance process. The FMCSA Clearinghouse is designed so employers can search a driver’s drug and alcohol violation records before permitting them to operate a commercial vehicle. Employers are required to conduct these queries for both prospective and current drivers as part of compliance.

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