Don’t Be Scammed: Here’s How To Handle DOT Compliance Letters

It is very easy to get scared or feel completely confused when you receive such letters from an illegitimate or fraudulent DOT compliance service group. Also, you would have this sudden urge to go through your records and compliance documents the moment you see any bold text, especially in red font. You start doubting your own compliance and whether you are up to date with all the rules and regulations laid down by the federal authorities or not. Remember, if you receive a DOT compliance scam letter, there is no need to panic. A lot of them are sent out to the players in the transportation sector as a promotional gimmick. Some of them fall completely flat over their faces because the tonality of the text and the message tends to be threatening instead of informative. This is just a mistake on the part of the sender and not a reason to become anxious or stressed out over your compliance.

1.   A Few Checks To Make After Receiving A DOT Compliance Scam Letter

You still want to make sure that all your compliance requirements are in check and that there are no overdue dates or any deadlines that you have missed. The following should be on your list:

• Have you obtained your IFTA license?
• Is your MC authority in order?
• Look for your IFTA registration documents
• Get hold of your IRP plates
• Check with your supervisor for your DOT random testing policy
• Make sure that your driver qualification files are in order
• Connect with your TPA and understand your clearinghouse responsibilities
• Has there been any new hiring in your company?

And there will be a few other things as well. The federal motor carrier safety administration and the US department of transportation have always guided every commercial entity that is governed by the DOT to always choose a third-party administrator for their compliance needs. If you do not have one on your speed dial, you are obviously going to get a little riled up after receiving these scam letters. But now you know that there is no need to panic or get nervous. However, you should consider this correspondence as a reminder of sorts and make sure that your compliance is in order.

2.   Fleet Compliance And Its Importance

Fleet compliance is very crucial and absolutely mandatory. The department of transportation has laid down a few requirements that you must fulfill. A few guidelines that you must always be aware of include:

• Make sure that there is a copy of the FMCSA regulations at all times in all your trucks and commercial vehicles
• All the pre-trip and post-trip inspections of your vehicles should be documented
• There is a routine maintenance program as well that is applicable to trucks and trailers that you should implement and document as well
• Make sure that all your trucks and trailers have their official DOT registration number
• You must also maintain a detailed record of all the accidents that your drivers or vehicles may have been a part of

3.   How Often Do You Pay Attention To Driver Compliance?

These compliance requirements apply to all of your drivers that are driving commercial motor vehicles. There is absolutely no room for any cracks in driver compliance. Let’s have a look:

• All your drivers must have a copy of the FMCSA rules and regulations on them
• There should be a signed agreement from your drivers that they have read, understood, and agreed to the responsibilities under the rules laid down by the federal body
• A record of driver qualifications must also be maintained in addition to their safety history
• A record of the hours of service of every driver who is working in your company should also be maintained
• You must carry out a complete drug and alcohol testing process for every newly employed driver and retain the relevant documentation for reference
• Random drug and alcohol testing is also required for each of your drivers in addition to a record of their results
• All your trainers, supervisors, and safety-sensitive position holders must become a part of your random drug and alcohol testing process which is to be implemented in your workplace without fail

4.   Your Vehicles Should Also Comply

Does this come as a surprise to you? It should be because the leading DOT compliance legit groups in your city will stress vehicle compliance a lot. But remember, it is only applicable to commercial motor carriers and commercial automobiles. You will have to comply with the rules and regulations set forth by the FMCSA in the following situations, or if:

• You have a vehicle used for transporting hazardous materials or other cargo that is specified by the department of transportation as hazardous
• You have a vehicle and use it to transport 8 passengers including the driver for compensation
• Your vehicle is used to transport 15 passengers including the driver
• The gross vehicle weight of your automobile is more than 10,000 LBS

5.   Understand Your IFTA And IRP Needs

The IFTA is the International fuel tax agreement which is between the 48 states of the United States and 10 Canadian provinces. If you are a motor carrier that needs to travel across these states and jurisdictions and consume fuel on the way, you will have to become a part of the IFTA. You can use a single license under this agreement and file your fuel tax return based on your base jurisdiction.

IFTA license filing and renewal can be a very time-consuming process. There is a lot of paperwork involved here and therefore, the federal motor carrier safety administration and the US department of transportation recommend you choose the services of a third-party administrator.

The International Registration Plan is important for you if you use the United States Highway systems for your interstate business. Under this plan, you need to register and pay your apportioned fee which is determined by the number of jurisdictions that your motor vehicles travel through.

The Bottom Line

Are you dot compliant? If the answer is yes, you do not need to worry about any scam letters or any false notifications that are intended to spread panic across your organization. Regardless of how many DOT compliance scam letters you receive, if you are compliant already, there is no reason to sweat over it.