What is DOT Compliance and a Compliance Manager

DOT compliance refers to adhering to the standards set forth by each of several DOT areas. Any violation of these rules can result in serious consequences, and commercial trucking companies are regularly monitored to ensure that they stay in compliance.

That's why most trucking companies find it more convenient and practical to be part of a Consortium/Third-Party Administrators (C/TPAs) like Labworks USA to manage all, or part, of an employer's DOT drug and alcohol testing program and other DOT or FMCSA compliance needs. We perform tasks as agreed to by the employer to assist in implementing the drug and alcohol testing program and to help keep the employer compliant with the DOT/FMCSA Drug and Alcohol Testing rules and regulations. We as a DOT Consortium can help you.

Drivers know that the Department of Transporta­tion issues DOT numbers that appear in various paperwork, indicating regis­tration with the agency. DOT regulations govern just almost everything in the industry.

WHO MUST COMPLY WITH DOT COMPLIANCE?

These rules apply to vehicles that are required by law to be registered with the U.S. Department of Transportation (USDOT) and receive a USDOT Number.

These can be generally defined as commercial vehicles but more specifically the DOT guidelines concern motor vehicles operating under one or more criteria:

• Transportation of Hazardous Materials, of Type and Quantity Specified by DOT
• A gross vehicle weight rating or gross combination weight rating, or gross vehicle weight or gross combination weight, of 4,536 kg (10,001 pounds) or more
• Transporting more than eight passengers (in addition to the driver) for compensation.
• Transporting more than 15 people, including the driver

These qualifications apply to cars used in interstate commerce. Some states require their interstate commercial motor vehicle registrants (those who operate across state lines) to obtain a USDOT Number. You can get more information on the FMCSA website.

COMPLIANCE POLICY: KNOW THE DOT RULE

To ensure that commercial truck drivers and carriers stay in compliance with DOT rules and regulations, the first step is to read the regulations themselves. You can learn a lot about the DOT rules by consulting the Frequently Asked Questions (FAQ) section of the FMCSCA website. 

This page provides a useful list of frequently asked questions for drivers, allowing them to search under topics including driving laws, driver safety, vehicle registration, licensing and more Businesses should review two key areas of compliance:

Fleet Compliance

• Keep a copy of the current FMCSR rules in the office.
• Inspect your vehicle before you leave for vacation and after you return from vacation.
• Develop a vehicle maintenance plan and follow it, with documentation.
• Make sure that each vehicle has its DOT registration number clearly visible.
• Keep track of any accidents involving each vehicle.

Driver Compliance

• Each driver must be provided with copies of the FMCSA rules and an official receipt indicating that they've been read and agreed to follow them.
• Keep track of driver qualifications and safety histories for each driver.
• Keep track of your hours of service for each driver (usually requires a registered ELD).
• Keep track of pre-employment drug tests for each driver. Also include reports of drug and/or alcohol abuse in previous employment, if any.
• Random drug and alcohol tests of drivers must be conducted regularly, as described in DOT rules. 
• Require supervisors to complete mandatory drug and alcohol training as mandated by DOT regulations.

The thing is, a DOT Consortium like us at Labworks USA  could support you with the majority of the items on the checklist above.

This checklist covers the key aspects of DOT compliance but for a commercial fleet manager to be certain that all requirements are fully met, he or she must become familiar with DOT regulations and make appropriate changes to the organization’s policies and operations.

Regular reviews can help minimize the risks of non-compliance.

For your reference, here's a list of DOT Consortium services we offer at Labworks USA with respective rates.

Types of Vehicles That Must Be DOT Compliant

The U.S. Department of Transportation explains: “The U.S. DOT number serves as a unique identifier for companies when collecting and monitoring their safety information acquired during audits and inspections.”

If a vehicle is used for interstate commerce, it must meet certain requirements under federal law. Additionally, if a vehicle meets one or more of these conditions, it must be registered with the department of transportation.

Weight Considerations

This can be applied to either the gross vehicle rating (the maximum operating load, including weight) or the gross combination weight rating (such as the maximum operating weight of an articulated truck). Gross weight and net weight ratings are different. Gross Vehicle Weight refers to the total weight of the vehicle including its load. Gross Vehicle Weight Rating represents the maximum allowable weight of the vehicle. DOT registration is required if you're driving anything weighing more than 10,001 pounds.

What is a DOT Compliance Manager?

A DOT compliance manager ensures that companies maintain compliance with the federal and state regulations required of them when operating fleets of vehicles. You're considered an expert in driver qualifications and manage the DOT drug and alcohol testing program. You keep records, maintain them, and update them based on record retention requirements; track vehicle mileage; and file IFTA returns for each quarter. Other duties include analyzing the data retrieved from software programs, making recommendations to the safety director, and improving safety and regulatory procedures. Responsibilities include helping to coordinate DOT driver permits and access confidential employee data pertaining to DOT matters. You also go to client sites to occasionally oversee route drivers and inspect their vehicles.

How to Become a DOT Compliance Manager

To qualify for a DOT compliance manager position, you need a high school diploma or GED, but a bachelor’s is usually preferred. Two to three years of experience working in a commercial vehicle or in the transportation industry is helpful.

You need to know DOT compliance laws well and understand vehicle maintenance. These are important skills for this job as well as analytical skills; sound judgment; professionalism; time management; and the ability to work as part of a team. This job requires a lot of computers, software, and electronic equipment use as well as travel to meetings, seminars, and customer locations.

In Conclusion

It is always best to be updated with the latest DOT compliance policies. Getting a DOT Compliance officer should be a great consideration to add to your team since they will be your on and off-the-road experts as mentioned in the article above.

If you need further support on DOT compliance, feel free to reach out to us and we are here to support you at Labworks USA. Reach out to us today. 

If you are looking for more information about drug and alcohol testing as a truck driver, visit LabWorks USA. Our DOT Consortium's friendly team will be more than happy to discuss any concerns you may have and work with you to ensure you are always fully compliant specially with random DOT drug and alcohol testing pre-employment testing. Moreover, if you need help with FMCSA Clearinghouse registration, we can further support you.