DOT Audit Checklist For Passenger Vehicles

Fleet managers must always be ready for DOT audits as they can be both difficult and time consuming. In order to prepare effectively for them, it is necessary for fleet managers to have an action plan ready in place at all times.

First and foremost, become acquainted with the six levels of inspection. Next, ensure all paperwork is organized and up-to-date – this will significantly lower the chances of an audit failure for your company.

Vehicle Inspections

Fleets must undergo vehicle inspections to remain compliant with Department of Transportation (DOT) regulations. A safety inspector typically uses a checklist to assess driver and vehicle compliance, which fleets should prepare for by organizing their paperwork and having access to it easily. There are six levels of DOT inspections; Level 1, also known as North American Standard Inspection is by far the most extensive with full examination of both driver and vehicle; other types include new Entrant Review which takes an in-depth look at safety management plans and security measures of companies.

Since 2010, DOT audits have dramatically increased, in part due to the Safety Measurement System that collects data from roadside inspections and weigh stations. Monitoring your CSA score closely can help avoid audits altogether; however, even the most careful fleets could find themselves audited at any point; using a dot audit checklist will make this process run more efficiently and smoothly.

Driver Inspections

Transport service providers that transport passengers must regularly perform driver inspections as part of DOT audit checklist. A major accident or any time a driver has been stopped for speeding or other violations can trigger such reviews, while documentation concerning driver qualification files must always remain up-to-date on the DOT audit checklist.

Driver Vehicle Inspection Report (DVIR), conducted daily, requires drivers to report any condition which might make their truck unsafe for long-distance travel. Fleet managers must keep these reports on file. In addition, electronic DVIR systems which integrate into fleet management software may save both time and paper.

Finally, the DOT audit checklist for passenger vehicles requires drivers to present proof of having completed a passed DOT physical examination – typically their driver’s license and an up-to-date medical certificate – in order to avoid delays during transportation processes.

Vehicle Maintenance Records

Fleet managers can ease their stress during DOT safety audits by being as prepared as possible – this includes having all required documents ready, along with an organized system for digital or paper storage of them.

Proof of vehicle inspection should always be available when shipping any type of cargo, be it an official sticker or report. Next comes proof of insurance; typically this should cover shipments up to an amount of $750,000 depending on what’s being transported.

Whip Around provides the ideal way to manage these documents efficiently and provides access when and where needed, keeping everything in one central place and helping your fleet remain compliant to reduce audit risk.

Documentation

As part of your DOT compliance efforts, it is wise to keep a checklist handy that will allow you to ensure all required documents and prepare yourself for auditing by the Department of Transportation (DOT). Knowing what a DOT audit entails can also help prepare for when the time comes.

There are various factors that could warrant a Department of Transportation safety audit, including recordable crash rates exceeding 1.5 per million miles driven, multiple alerts on the CSA score or complaints from citizens about driver behaviour.

Safety audits may occur without prior warning, often targeting fleets with high alert counts or low CSA scores. An audit from the Department of Transportation (DOT) can yield one of three marks: satisfactory, conditional or unsatisfactory – fleets receiving conditional marks may face fines and premium increases as a result.