How Fleet Managers Can Ensure DOT Compliance

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What does it mean to be DOT compliant?

For those who are not in the know, there is actually much more to being a commercial vehicle driver than you would think. It is not as easy and straightforward as getting behind the wheel and driving to your destination. And for fleet managers, there is much more to the job than simply sending out drivers in order to complete their route for the day.

Each and every time that commercial vehicle goes out on the open road, there are various regulations that it must meet in order to be legally compliant. Set by the U.S. Department of Transport (DOT) and then enforced by the Federal Motor Carrier Safety Administration (FMCSA), these regulations are vitally important for fleet managers to know and understand fully. By not complying with these DOT regulations, companies can find themselves in a whole heap of trouble, ranging from being put out of business, to fines, and penalties. 

It is for this very reason that DOT compliance training is something that all fleet managers need to complete when they first start the job. 

Who has to be compliant with DOT regulations?

The regulations set by the DOT are applicable to any and all commercial motor vehicle operators that are based in the United States and are not just limited to trucking companies. A commercial motor vehicle that does not belong to a corporation or company is described as a vehicle that meets any of the below criteria:

  • Is capable of transporting nine passengers or more (inclusive of the driver), for compensation
  • Weighs 10,001 lbs or more (inclusive of the load)
  • Is capable of transporting sixteen passengers or more (inclusive of the driver), without compensation
  • Is transporting a number of hazardous substances that requires a warning placard

What are the most important DOT regulations?

For motor carriers, some of the most important DOT regulations that they need to be aware of and adhere to include the following:

  • Record keeping – in order to operate a fleet of commercial motor vehicles that are fully DOT compliant, a serious amount of paperwork needs to be completed. Examples of the types of documents that fleet managers need to fill in include service provider contracts, proof of insurance, employee training records, quarterly IFTA reports, drug testing records, motor vehicle reports, driver qualification files, driver rosters, hours of service records, accident and incident reports, vehicle inspection, maintenance, and repair reports. It can, therefore, take quite some time to keep all records accurate and up to date, which is something that is vital for the purpose of DOT audits. 
  • Drug and alcohol testing – any person that drives a motor vehicle can be subject to a drug and alcohol test for a whole host of reasons. When undergoing a test like this, drivers are being screened for illicit substances, such as cocaine, phencyclidine (PCP), marijuana, opioids (e.g. oxycodone, morphine, heroin), and amphetamines (e.g. MDMA, crystal meth). However, it may also be the case that a driver is screened for prescription drugs that have unwanted side effects that make driving dangerous, such as nausea or drowsiness.
  • Vehicle inspections – drivers of commercial motor vehicles are legally required to perform an inspection each and every morning prior to heading out on the road in it and then at the end of the day when they come back in. Producing driver vehicle inspection reports (DVIRs) is an important part of ensuring that commercial motor vehicles remain compliant. Where a safety issue with the vehicle is identified, this must be fixed prior to the vehicle going out on the road. Everything from the steering mechanisms, lights, emergency equipment, brakes, horns, axles, and tires need to be checked over during a DVIR. The driver should be looking out for any noticeable deficiencies, defects, and/or damage. If any issues are identified, then the vehicle needs to be taken out of service until all of the required repairs have been made. For a commercial motor vehicle to be allowed back out onto the road, there must be proof that it has been repaired at a fully licensed car garage.
  • Hours of service – published by the Federal Register back in 2011, the hours of service (HOS) DOT regulation is a way of directly regulating the number of hours that a driver can work. It was brought into place in order to prevent accidents from happening that was caused by fatigue. The regulations specify the most hours that a commercial truck driver is allowed to work before they are legally required to take a rest break. In order to keep track of the number of driving hours done, the electronic logging device (ELD) mandate was brought into place back in 2017. The device connects to the engine of a vehicle to record the length of driving time. Drivers or companies that are found to be in violation of this regulation run the risk of being put out of service.

How can fleet managers ensure DOT compliance?

Although maintaining DOT compliance can be complicated, there are things that fleet managers can do in order to make it less costly, faster, and easier for companies. Some of the things that they can do include the following things:

  • Switch over to electronic DVIRs – using digital DVIRs makes staying DOT compliant so much easier. Drivers are able to electronically submit a DVIR via an app on their mobile telephone, straight to the fleet manager. Alerts can even be set up so that a driver never forgets to perform a DVIR.
  • Invest in ELD solutions that are easy to use – when it comes to fleet audits, it is important that all hours of service (HOS) logs are kept complete, accurate, and easily accessible. This is why an easy-to-use ELD solution is important.
  • Use dual-facing dash cams – Although these are not something that is required by federal law, they can be highly valuable when it comes to streamlining compliance for hours of service (HOS).