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June 3, 2022

What is DOT Compliance? Its regulations & requirements.

DOT compliance is a standard set by the U.S Department of Transportation for maintaining the safety and security of the country’s transportation system so that drivers, the general public, and workers are safe.

Now to check whether the DOT Compliance rules and regulations have been met or exceeded by the truck owners, the Federal Motor Carrier Safety Administration (FMCSA) will conduct a safety audit. This audit is referred to as DOT Compliance Review.

DOT Compliance Review

An Investigator is sent by the FMCSA between 2 to 10 business days after calling your place to check all the required documents to operate as a truck owner. Well nobody likes to be audited in the first place until and unless you have

  • Poor CSA BASIC Scores
  • A failed new entrant safety audit
  • A major accident
  • A complaint Investigation

To avoid DOT Compliance review you should follow DOT compliance regulations and requirements, this will help you to keep the FMCSA at a distance. These regulations and requirements can be categorized into two:

1. Fleet Compliance: 

  • Keep a hard copy of FMCSA rules and regulations
  • Inspect vehicle before and after each trip and maintain a record of it
  • Implement a vehicle maintenance plan and document everything
  • Keep entry of any incidents on road with vehicle

2. Driver Compliance

  • Each driver should carry a copy of FMCSA rules and make sure they have signed an agreement of following the regulations mentioned in it.
  • Keep a tally of the qualification and safety history of each driver
  • Keep a record of all hours of service for each driver
  • Perform drug test of each driver before employment and also keep a record of any previous drug or alcohol abuse
  • Perform surprise drug tests of all drivers regularly and document all results
  • Conduct drug and alcohol tests of all trainers and supervisors as per DOT regulations.

What if I failed DOT Compliance?

Failure to comply with DOT will lead to a devastating effect on the reputation of the company, and sanctions will apply to violators.

Let us explain the following consequences for failing to comply with DOT standards:

  1. Monetary Penalties and Fines: Monetary fines can range from a few dollars to over 100,000$ for violations of hazardous materials regulations. 
  2. Cancellation of Operating Authority: Cancellation of Operating authority will immediately suspend your trucking operation.
  3. Harm to company’s reputation: Revocation of operating authority will affect the Compliance, Safety, Accountability (CSA) Score and impact on the CSA score will affect the company’s Inspection Selection System (ISS) and the ability to qualify for a weigh station bypass program.

But don’t worry these failures can be avoided by giving Compliance Training to the staff. 

What is Compliance Training? 

Compliance training helps to educate the drivers of the company to be aware of the basics of FMCSA. To make a robust program for compliance training, the following elements should be kept intact:

  • How Compliance, Safety, Accountability (CSA) score will impact the business
  • Understanding SMS (Safety Measurement System)
  • CDL requirements
  • Drug and alcohol testing
  • DOT regulations for Trucking operations
  • Hours of Service
  • Driver Qualification
  • And much more

But how to Bypass DOT compliance?

To pass the DOT compliance you need to be ready with some documents which can be expected from FMCSA:

  • Drivers license
  • Hazardous Materials
  • Vehicle Safety
  • Accident and Injury record

DOT Compliance is an important aspect of running the trucking industry. Running your business and drivers in compliance can be a complicated and hectic task, but DOT Compliance Group will take care of your compliance by easing the burden of regulatory requirements and paperwork so that you can focus on your business and run it efficiently. 

With our number of training programs like Hours of Service, Alcohol & Drug Testing, Compliance Training, and many more you can keep your vehicles on the road and in 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.

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