For you guys who have their authority, DOT AUDIT/REVIEW requirements.
 

What did they request or look for?I am not talking about audits from the big companies but the 1-2 truck independents.
Driver qualifications folder:
1.roadtest certfication
2.drug test
3.drug consortium
4.10yr work history
5.MVR
6.Signature certifying that you have read or listened to the alchohol prevention manual etc..

Business:
1.Trip sheets(includes fuel amount,POD locations and mileage per state)
2.expense report(I don't think this is necessary but only for the owners' keeps)
3.Invoice for POD BOL to verify your miles travelled.
4.IFTA reports, which may include fuel receipts.
5.Permits,logs for the past 6 months,medical card,cab card and reg. for the trailer.
6.Equipment inspection report/cert. for truck and trailer.

Is there something else I am missing?I know there are about 13 things they look at but I can't remember all of them.


FOR GUYS WHO ARE WONDERING WHAT STEVE BOOTH IS DOING:
He is doing fine and we communicate just about everyday.His authority is still active while he is working in IT.He has helped me a lot in running this business,staying legal and using MY IT skills to do things myself.If it wasn't for BOOTH, I probably would have hired Foley Services or TMI to do my IFTA and any other services that these people charge.
Some come on here bashing the guy when they themselves either don't have their name on the door or have their authority yanked.

I don't have my own authority, but I speak regularly with the safety guy at my company. Make sure you have ALL toll receipts/fuel/faxes etc.. so they can verify against your logs. Go through your logs very thoroughly for the past 6 months, any infraction write up a "driver infraction letter" that details what you did "wrong" (if anything). Make sure the "driver" signs it. I'm sure your logs are pretty good though.

It wouldn't hurt to find a few small things though. One log entry that's 1.5 hours out, etc.. That's what the DOT wants to see, corrective action taken.

A new entrant audit is nothing compared to a "real" audit. (Remember they are from the government and they are there to help you.)
Many independents fail to verify there own past employment/DA by either DAC or faxed request.
Record keeping system that when asked for you can readily provide the info.
Maintenance files. If your truck goes to a shop while at home make sure the logs show it going there.( or proof that the shop picked up and delivered)
If you have an inspection and any deficiency is noted (not just OOS)attach proof of correction(or note driver repaired) to the inspection.
Doesn't hurt to have your insurance company do an audit before the DOT does.

Well…Lets see if I can help you. I just went through one. Did well!

Actually.....this would be a good " cheat sheet" for everyone. Just remember....they can and will ask for more info.

I did the “simple file” as our association suggested.

As far as the drivers file:

Driver qualification content sheet ( Form 647-F ) ??????? ( may not need )
Application
Photostat of CDL and any endorsements
Fair credit report
Annual drivers certificate of violations
Drivers long form MVR and Annual review for past 3 years
Drivers original MVR at time of hire
Previous employers check for 3 years ( if driver is employed less than 3 years )
Current physical and one preceding it.
Medical waivers if applicable.


*** if Hazmat, need a certificate of completion in file of Haz training and Haz security awareness. Can not exceed 3 years.

Supervisor needs a certificate of completion for Reasonable Cause.

( keep other documents in another folder....such as : photo of SS card, company policies reciepts, US eligibility, disciplinary forms, tests, etc. )


Drug file ( separate folder in locked cabinet )

Pre employment ( if less than 3 years.)
Any randoms within 1 year
Previous employer check ( if less than 3 years)

They will want to see a copy of your Drug Policy and info on consortium if using one.


They will ask for a MCS 90 form...make sure YOU have it on file.


They will also want 6 months logs and / or 3 months VI reports if driver isn’t running logs.

Drivers time cards if local with time starting and ending. Any Drivers reports that the driver gets paid off of.

Fuel receipts, tolls, etc.


1 year of randoms and driver list for randoms. Any summaries ¼ ly, semi yearly or annuals.

Vehicle maintenance reports for tractor trailer.



Hope this helps.! Usually they will send a list of what they are looking for. And a carrier questionnaire.

I had my safety audit today. I passed and the auditor said I did well. What she did fine was: 1 mistake in 4 months of logs; Did not have pre employment drug screen, although I had a negative drug screen in my file; I only had seven years of employment history; and although I can prove I meet the qualifications to do Fed annual and brake inspections, I did not have the certifaction forms in the file. I found them after she was gone. What needed correcting, has been corrected. I am compliant and now have my permenant authority. :clap:

What does having your name on the door have to do with anything?

they know themselves.
 

Mike please don't let me start.Those people know exactly who they are.
I am not ready for a long debate.Many of the regulars know who those people are.

Well maybe the arrogant ass shouldn't come on here ask for advice, then do completly the opposite and then tell all those who tried to help how wrong they were. Typical know it all northeasterner is you ask me.

You already started the debate the second you made this comment:

It was a flame bait, plain and simple. Although it's nice to know that he's still obsessing over people here, even though he's too chicken to come say things himself.

Well.....You gotta hand it to HB1.

Here is a guy who started out being "Nilly Willy" pulling cans out of the ports down there, with an old worn out truck, and now he is here, puffed out chest and all, the proud owner of a "Motor Carrier", asking for advise before sitting down for his first DOT audit...the "Friendly" audit. :thumbsup:

Did Steve Booth ever have a "Second" audit?? :roll3: I don't remember. :zzz: :zzz: :zzz:

The second audit is no-where near as friendly as the first. The second time through...they look for those thngs they didn't tell you about, the first time through. :cry: :banghead:

Of course....I might be wrong.