Hiring a truck driver can be challenging for a trucking company, especially the first time. The 13 steps below give you a checklist for hiring a driver the right way and building a complete driver qualification file as you go.
Every driver you hire needs a driver qualification (DQ) file. The required contents are set out in 49 CFR 391.51. Use the regulation as your master checklist.
The 13 steps
Driver application. Get a completed driver application with 10 years of driving history. Ask the applicant to explain gaps in driving employment.
PSP inquiry. Run a Pre-Employment Screening Program (PSP) report. PSP is voluntary, not a federal requirement, but it is a useful check (FMCSA). PSP gives carriers access to a driver's crash and inspection history from FMCSA's Motor Carrier Management Information System (MCMIS). The driver must sign the consent form before you run it. Compare the report against the application to catch omissions. You can learn more at psp.fmcsa.dot.gov.
Drug and alcohol history. Run a full pre-employment query in the FMCSA Drug and Alcohol Clearinghouse before the driver performs safety-sensitive functions (49 CFR 382.701). For prior employers regulated by another DOT agency, such as FAA or FTA, you still contact them directly (49 CFR 391.23).
Motor vehicle record. Review the driver's motor vehicle record (MVR).
Previous employers. Look up the previous employers on the application in FMCSA's SAFER system, print the results and contact them. If a former employer is out of business, the SAFER printout documents your effort and shows your due diligence.
Pre-employment drug test. Once those checks are done, send the applicant for the pre-employment drug test. Keep drug and alcohol testing records in a separate, locked file cabinet from the driver qualification files.
Clearinghouse consent and annual queries. The driver must be registered in the Clearinghouse and give specific consent there before you can run the full pre-employment query. After hire, run a query on each driver at least once a year (49 CFR 382.701).
Medical examiner. Keep an internal form listing the driver's medical examiner, and note whether the examiner is active and in good standing.
Medical paperwork and release. Get a copy of the driver's medical examination report (long form) and have the driver sign a medical release allowing you to contact the provider if needed. A release can also help if a driver is hospitalized after an accident and you need to check on his or her condition.
Regulations acknowledgment. Give the driver a copy of the Federal Motor Carrier Safety Regulations. Have the driver sign an acknowledgment and keep it in the file.
Pay policy. Have the driver sign off on the pay system, how pay is calculated and when payday is. This avoids misunderstandings later.
Company equipment. Have the driver sign for any items issued for company use, such as a fuel card, safety glasses, safety vest or hard hat, so there is a record of what was issued.
Employee handbook. Have an employee handbook made, and have the driver sign that he or she has read it and received a copy.
Keep your files ready
A complete DQ file and a consistent hiring process make audits and roadside questions much easier to handle. To see how your company's safety data looks, read how to check your CSA score. If you'd like help setting up DQ files, see our driver qualification file service.
