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InstituteDriver qualificationsDrivers qualification (DQ file)Driver qualification and hiringEnglishAnalysisFocus AreaCompliance and Exceptions (Level 2)USA

What is required at the time of hire?

['Driver qualifications']
What is required at the time of hire?
  • Carriers should refer to the FMCSRs and build a DQ file when hiring a driver.

When hiring a driver, including using a temporary agency driver or borrowing a driver from a DOT carrier, including a sister company under the same parent company, carriers should refer to the Federal Motor Carrier Safety Regulations (FMCSRs) and build a driver qualification (DQ) file, which is required for each driver.

The FMCSR requirements are in addition to the usual employment procedures (W-4 forms, I-9 forms, etc.) and nondiscrimination provisions that are part of federal and state laws.

When building a new hire DQ file, carriers should ensure that these requirements in 391.51 are met:

  • Driver-specific application for employment;
  • Motor vehicle record(s) (MVR);
  • Road test, satisfied by:
    • Road test/certificate conducted by the carrier;
    • Photocopy of commercial driver’s license (CDL) in lieu of road test; or
    • Road test certificate less than three years old in lieu of road test;
  • Background investigation (safety performance history);
  • Proof of medical certification and any medical variance
    • Medical examiner’s certificate; or
    • For CDL drivers, proof of current medical certification must be shown on the MVR. On and after June 23, 2025, a copy of the medical certificate is not allowed as proof of medical certification unless an FMCSA waiver in effect.
  • For all non-CDL drivers and for CDL drivers licensed in states that have not transitioned to the National Registry Integration Verification Phase 2, or NRII, a verification that their medical examiner is listed on the National Registry on the date of the DOT exam. Check the FMCSA NRII Learning website for the list of non-NRII states at the following URL:
  • https://nationalregistry.fmcsa.dot.gov/nriilearning-center
:
driver-qualifications
FOUNDATIONAL LEARNING
InstituteIn Depth Sub Topics (Level 4)Driver qualificationsDrivers qualification (DQ file)Driving RecordsDriver qualification and hiringPrevious employer check - Motor CarrierEnglishAnalysisFocus AreaUSA

Additional considerations

InstituteIn Depth Sub Topics (Level 4)Driver qualificationsDrivers qualification (DQ file)Driving RecordsDriver qualification and hiringPrevious employer check - Motor CarrierEnglishAnalysisFocus AreaUSA

Is a Pre-employment Screening Program (PSP) report required?

InstituteIn Depth Sub Topics (Level 4)Driver qualificationsDriving RecordsMedical waivers and exemptions - Motor CarrierDriver qualification and hiringEnglishAnalysisFocus AreaUSA

What medical certification proof must be in the DQ file?

What is required at the time of hire?
  • Carriers should refer to the FMCSRs and build a DQ file when hiring a driver.

When hiring a driver, including using a temporary agency driver or borrowing a driver from a DOT carrier, including a sister company under the same parent company, carriers should refer to the Federal Motor Carrier Safety Regulations (FMCSRs) and build a driver qualification (DQ) file, which is required for each driver.

The FMCSR requirements are in addition to the usual employment procedures (W-4 forms, I-9 forms, etc.) and nondiscrimination provisions that are part of federal and state laws.

When building a new hire DQ file, carriers should ensure that these requirements in 391.51 are met:

  • Driver-specific application for employment;
  • Motor vehicle record(s) (MVR);
  • Road test, satisfied by:
    • Road test/certificate conducted by the carrier;
    • Photocopy of commercial driver’s license (CDL) in lieu of road test; or
    • Road test certificate less than three years old in lieu of road test;
  • Background investigation (safety performance history);
  • Proof of medical certification and any medical variance
    • Medical examiner’s certificate; or
    • For CDL drivers, proof of current medical certification must be shown on the MVR. On and after June 23, 2025, a copy of the medical certificate is not allowed as proof of medical certification unless an FMCSA waiver in effect.
  • For all non-CDL drivers and for CDL drivers licensed in states that have not transitioned to the National Registry Integration Verification Phase 2, or NRII, a verification that their medical examiner is listed on the National Registry on the date of the DOT exam. Check the FMCSA NRII Learning website for the list of non-NRII states at the following URL:
  • https://nationalregistry.fmcsa.dot.gov/nriilearning-center
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