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Laptop screen displays "Compliance Review" with arrows indicating "Lower CSA Score" and "Lower Insurance Rates" on a road background. Text above reads, "How to Lower Your Insurance Rates with a Compliance Review." Logo for DOT Compliance Group is on the right.

August 8, 2024

How to Lower Your Insurance Rates with a Compliance Review

The Federal Motor Carrier Safety Administration (FMCSA) implemented the Compliance, Safety, Accountability (CSA) program to improve the safety performance of commercial motor carriers.

As a truck driver or fleet manager, maintaining a good CSA score is crucial to ensure the safety of your drivers and vehicles and potentially lower your insurance rates.

A lower CSA score can also enhance your company’s reputation for being safe among insurance companies. It shows that you take compliance seriously and are committed to maintaining a safe operation.

In addition, a lower CSA score may make you eligible for certain insurance discounts and incentives. Insurance companies often offer better rates to companies with good safety records, which are considered lower risks.

Compliance Review Benefits - Lower CSA Scores & Insurance Rates

How Compliance Review Works

The FMCSA conducts regular compliance reviews to evaluate motor carriers’ compliance with safety regulations. These reviews can be conducted at any time by certified internal auditors or third-party compliance auditors:

  • Scheduling and Notification: The FMCSA schedules compliance reviews for motor carriers. Carriers receive a notification indicating the date and purpose of the audit.
  • Initial Interview: An initial interview is conducted with the carrier’s management to understand the company’s safety practices and management controls.
  • Documents Review: Auditors examine various documents, including driver qualification files, hours of service records, vehicle maintenance records, and drug and alcohol testing results.
  • Safety Measurement System (SMS) Evaluation: Auditors use FMCSA’s Safety Measurement System data to evaluate the carrier’s performance.
  • Report and Findings: A detailed report summarizing the findings, violations (if any), and recommendations for improvement is developed.
  • Corrective Actions: Motor carriers are required to implement corrective actions to address any identified deficiencies based on the review findings.
  • Follow-Up: A follow-up review or audit may be conducted to ensure that the recommended corrective actions have been implemented and are effective.

One important aspect of the compliance review process is the Safety Measurement System (SMS) score. This score measures the performance of motor carriers based on established standards called Behavior Analysis and Safety Improvement Categories (BASICs):

  • Unsafe Driving
  • Hours of Service Compliance
  • Driver Fitness
  • Controlled Substances and Alcohol
  • Vehicle Maintenance
  • Hazardous Materials Compliance,
  • Crash Indicator

The higher the score in each BASIC category, the greater the risk for insurance companies. Therefore, maintaining a good SMS score is potentially crucial to lowering your insurance rates.

At DOT Compliance Group, we specialize in conducting and establishing a compliance review program for trucking companies.

Our team of experienced compliance review professionals will thoroughly review your operations and identify any areas that may negatively impact your SMS score.

FMCSA CSA Prioritization Preview - Example Carrier Dashboard

What is a CSA (Compliance, Safety, Accountability) Score?

A Compliance, Safety, Accountability (CSA) score measures motor carriers’ safety performance based on SMS scores. This score is used by the FMCSA to identify high-risk carriers and prioritize them for interventions.

  • A high CSA score can result in stricter enforcement actions, such as fines and out-of-service orders, which can negatively impact your company’s reputation and operations.
  • However, with a lower CSA score, you can benefit from incentives such as insurance discounts and better rates.

You can use the CSA Score Lookup tool provided by the FMCSA to check your CSA score. This tool lets you see your company’s CSA scores and any associated BASIC scores.

Why do you need to monitor your CSA Score?

Risk assessments through compliance reviews can uncover potential issues and areas for improvement.

Through regular monitoring of your CSA score, you can also identify any negative trends and take corrective actions to improve your safety performance.

Failing to monitor your CSA score can result in higher insurance rates, stricter enforcement actions, and a damaged reputation. It also risks the safety of your drivers and vehicles.

Insurance Rates and Compliance Reviews

In sum, insurance companies often use the CSA and SMS scores to assess a motor carrier’s safety performance:

  • A higher score in any of the BASIC categories can increase insurance rates, indicating potentially higher risks.
  • Maintaining a good SMS and CSA score can make you eligible for insurance discounts and incentives.
  • Regular compliance reviews can help you identify areas that may negatively impact your safety record and take corrective actions before they become problematic.

Preparing for a Compliance Review with DOT Compliance Group

While compliance reviews can be conducted anytime, being prepared can increase your chances of success. Here are some steps to help you prepare for a compliance review:

  • Educate yourself and your staff on CSA regulations and safety measures.
  • Review your records and documentation regularly to ensure they are accurate and up-to-date.
  • Identify any potential issues or areas for improvement through regular self-audits.
  • Address any identified deficiencies promptly, taking corrective actions as necessary.
  • Utilize resources such as DOT Compliance Group to assist you in establishing a compliance review program and providing guidance.

Get Support from DOT Compliance Group

At DOT Compliance Group, we offer ongoing support to help you maintain a good CSA score. We offer regular compliance reviews to identify potential risks and provide guidance on improving your safety record.

With our assistance, you can potentially lower your insurance rates and ensure the safety of your drivers and vehicles.

Contact us today to learn how we can help you with your compliance review needs.

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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