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Driver Qualification File Checklist

The following documents are to be included in a DQ file for duration of employment:

❑ Driver-specific application for employment (§391.21);

❑ Original motor vehicle record (MVR) requested from state(s) within 30 days of hire (§391.23);

❑ Road test or road test exception:

❑ Road test form and certificate conducted by your motor carrier (§391.31(g)), or

❑ Road test certificate conducted by another motor carrier within the past 3 years (§391.33(a)(2)), or

❑ Photocopy of a CDL accepted in lieu of road test - not applicable if hired to operate doubles, triples, or tankers. (Note: No subsequent copies of license renewals required.) (§391.33(a)(1));

❑ Background investigations (§391.23):

Drivers hired before October 30, 2004: General employment verifications sent to all former employers for the 3 years prior to the application date or a record of a good faith effort; or

Drivers hired on or after October 30, 2004: Safety Performance History data from all former DOT-regulated employers for the 3 years prior to the application date or a record of a good faith effort. This form must be maintained in accordance with §391.53 (secured, limited access) and may be in a separate Driver Investigation History File; and if applicable, any driver rebuttals to the Safety Performance History data and responses to the rebuttals from the former DOT-regulated employers.

The following documents are to be included in the DQ file for three years from date of execution:

❑ Medical certificate or MVR showing that driver is medically certified (§391.43(g)):

❑ Medical exam certificate, original or a copy, for all non-CDL drivers; or

❑ Medical exam certificate, original or a copy, kept for up to 15 days, until the CDL/CLP driver’s MVR can be obtained, showing current medical certification status; or

❑ Current MVR showing CDL/CLP driver’s medical certification status.

❑ If applicable, documentation of any variance, exemption, or waiver from the physical qualification standards (§391.51(b)(7));

❑ Verification that medical examiner was listed on National Registry (for exams conducted after May 20, 2014) (§391.51(b)(9));

❑ Annual motor vehicle record (§391.25);

❑ Annual review of driving record (§391.25); and

❑ Annual list of violations from driver (§391.27) is not required to be collected and retained on and after May 9, 2022. (Keep all Annual List of Violaions due May 8, 2022 and prior, for three years from the document due date.)

The DQ file and Driver Investigation History file must be retained for 3 years after a driver leaves your employment.

The following documents are also required and kept in the DQ file, but are not applicable to all drivers:

❑ Longer Combination Vehicle (LCV) Driver-Training Certificate (§380.401); and

❑ Entry-level driver training certificate (§380.509(b)).

Multiple Employer Driver

A DQ file for a driver meeting the “multiple employer driver” definition and employed under the rules in §391.63 must include:

❑ Proof of medical certification, as described above (§391.43(g));

❑ Road test form and certificate (§391.31(g)), or a photocopy of a CDL or certificate accepted in lieu of road test (§391.33);

❑ Driver's name and Social Security number; and

❑ Identification number, type, and issuing state of motor vehicle operator's license.

These records must be retained for the duration of employment plus 3 years after employment ceases.

Driver Borrowed From Another Motor Carrier

For drivers who meet the criteria set forth in §391.65(a)(1), a motor carrier may accept:

❑ A certificate, completed by both the driver and primary employing motor carrier that meets the prescribed format in §391.65(a)(2) (Note: Motor carriers must verify the certificate’s validity via phone, letter, or in person.)