HR & Driver Management
Hire compliant, manage smart, terminate clean — full FMCSA HR compliance.
FMCSA-compliant driver qualification files, drug & alcohol program management, and full HR support.
Driver Qualification File — Hiring Compliance
Every new driver hire requires a specific set of documents under FMCSA 49 CFR Part 391.
- ✓Application for employment (DOT-compliant form)
- ✓3-year employment history verification with required motor carrier contacts
- ✓CDL verification and state MVR pull
- ✓Medical Examiner Certificate verification
- ✓Road test or skills test certificate
- ✓Pre-employment drug test coordination and documentation
- ✓Previous employer drug/alcohol violation inquiry (49 CFR 391.23)
- ✓FMCSA Drug & Alcohol Clearinghouse pre-employment query
Drug & Alcohol Program Management
FMCSA's drug and alcohol testing requirements under 49 CFR Part 382 are extensive. We manage your entire program.
- ✓Consortium/TPA enrollment and management
- ✓Random testing selection and scheduling (minimum DOT rates)
- ✓Post-accident testing protocol and documentation
- ✓Reasonable suspicion testing documentation support
- ✓Return-to-duty and follow-up testing coordination
- ✓FMCSA Drug & Alcohol Clearinghouse — queries, reporting, annual requirements
- ✓SAP (Substance Abuse Professional) referral process management
- ✓Ongoing Clearinghouse monitoring for current drivers
Ongoing Driver File Maintenance
Driver files require continuous updates throughout employment. We handle all of it.
- ✓Annual MVR review and documentation
- ✓Medical certificate renewal tracking and filing
- ✓Annual driver review and acknowledgment of violations
- ✓License expiration monitoring and alerts
- ✓Updating employment records for status changes
- ✓Periodic review of file completeness and compliance
Onboarding Documentation
Professional onboarding reduces turnover and ensures compliance from day one.
- ✓Driver onboarding packet (policies, acknowledgments, safety training records)
- ✓Employee handbook (trucking-specific, FMCSA-aligned)
- ✓Policy acknowledgment forms (distracted driving, drug policy, etc.)
- ✓Direct deposit and payroll authorization forms
- ✓Emergency contact and beneficiary forms
- ✓Equipment assignment and responsibility agreements
Termination & Off-Boarding Compliance
Driver terminations must be handled correctly under FMCSA requirements.
- ✓Proper file closure and retention per FMCSA record requirements
- ✓Previous employer inquiry response management
- ✓Drug & Alcohol Clearinghouse reporting of violations (if applicable)
- ✓Termination documentation and final payroll compliance
- ✓Equipment return documentation
- ✓Records retention schedule compliance (3 years minimum post-employment)
HR Policy Development
Trucking-specific HR policies that protect you legally and operationally.
- ✓Anti-harassment and discrimination policy
- ✓Attendance and punctuality policy
- ✓Disciplinary action procedures
- ✓CDL violation reporting policy (required within 30 days — 49 CFR 383.31)
- ✓Personal use of company vehicle policy
- ✓Social media and communication policy
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