Driver Qualification Info
If your drivers use a vehicle with a Gross Vehicle Weight Rating of >10,000 lbs. and they cross state lines, they are regulated by the Department of Transportation, which means you need to establish and maintain a Driver Qualification (“DQ”) File.
Files: New Driver Application Packet (PDF) | Driver Checklist Form (PDF) | MVR & PSP Comparison Guide (PDF)
| Items | Code | Description | Required | Renewal | Retain | Templates |
|---|---|---|---|---|---|---|
| Initial MVR | MVR | Motor carriers are required to obtain a driving record covering the last 3 years for all states that the driver was licensed. | Yes | 1YR | 3YR | Download |
| Annual MVR | MVR | Motor Carriers mandated by DOT are required to obtain driving records for each driver. | Yes | 1YR | 3YR | Download |
| Certificate of Compliance | COC | Signed COC by Driver must be on file. | Yes | NA | 3YR | Download |
| Certificate of Violations | COV | Employers must require drivers to submit a list of any moving violations they received over the previous 12 months. If no violations occurred, documentation must be noted. After reviewing the MVR and List of Violations, the employer must maintain documentation of this driving record review. | Yes | 1YR | 3YR | Download |
| Driver Release | DR | Signed Authorization for MVR and Drug Testing must be on file. | Yes | NA | 3YR | Download |
| Drivers License | CDL | Copy of Drivers License on File. | Yes | Varies | Until Renewed | |
| Drug Testing | DT | DOT regulations mandate that the company establish a random drug and alcohol testing program. The FMCSA annual rate for drug testing must be 50% and the rate for alcohol testing must be 10%, based on the average number of driver positions. | Yes | Random | 3YR / 5YR for Violation | Download |
| Employment Application | APP | The FMCSA requires specific questions on the Employment Application. | Yes | NA | 3YR | Download |
| Employment Verification | EV | Previous employment for the last 3 years must be verified. If an applicant is applying for a job operating a vehicle with a GVWR/GCWR of 26,000 pounds or more, they must list 10 years of employment history. | Yes | NA | 3YR | Download |
| PSP Report | PSP | PSP records contain the most recent 5 years of crash data and the most recent 3 years of roadside inspection data from the FMCSA. This report is RECOMMENDED to compliment the MVR. | No | NA | 3YR | Download |
| Medical Card | MedCard | DOT Physical must be passed by Driver and the Examiner must be listed on the approved FMCSA Registry. A DOT physical exam is valid for up to 24 months. The medical examiner may also issue a medical examiner's certificate for less than 24 months when it is desirable to monitor a condition, such as high blood pressure. Click for Registry | Yes | 2YR | 3YR | Download |
| On Duty Hours | ODH | Signed Driver Statement. | Yes | NA | 3YR | Download |
| Road Test | RT | Entry-level driver training certificate. Note: Road Test form and certificate or license or certificate accepted in lieu of road test. | Yes | NA | 3YR | Download |