Make sure you're prepared for this process as a new motor carrier.
In the first year of running your motor carrier, you can expect to undergo a Safety Audit. The Federal Motor Carrier Safety Administration (FMCSA) closely monitors new motor carriers as part of a probationary period before granting permanent operating authority. This monitoring period lasts for 18 months, starting on the first day of operations. Within the first 12 months, your motor carrier will undergo a safety audit.
Conducted by the FMCSA, the safety audit is part of a motor carrier's process as a new entrant and is intended to ensure compliance with safety regulations. A new motor carrier is first issued a Provisional Certificate of Registration upon starting operations and will earn their permanent operating authority after the 18-month monitoring period is complete.
The Process of a Safety Audit
Your safety audit can happen off-site or on-site and you will be notified ahead of time which audit you will have. An off-site audit is completed online, via mail, or through fax machine. An on-site audit will be performed by an auditor certified by the FMCSA at your place of business.
Regardless, the auditors will request documentation that prove you have effective safety policies and procedures in place. Once the audit is complete, the auditor will issue a pass or fail result.
What Documents Are Audited
During the audit, you will be expected to submit documentation for the following areas:
Driver Documentation
You need to have clear records of the drivers you employ. This includes proper driver's licenses, records of duty, motor vehicle records, and proof of medical clearance to drive.
Fleet Documentation
You are also expected to have a complete roster of your vehicles, proof of annual inspections, and shipping papers that allow them to ship hazardous materials if that is part of your business.
Operational Documentation
Finally, you are required to have records of insurance and any accidents qualified under the FMCSA. You are also required to have an active drug and alcohol program.
Failing the Safety Audit
You will fail your audit automatically if there are severe violations such as:
- Not having a drug and alcohol testing program in place
- Using a driver without a valid or current commercial driver's license
- Operating without adequate insurance
- Failing to require drivers to track hours-of-service
- Operating a vehicle that is Out of Service (OOS)
- Failing to make repairs for OOS vehicles
If the auditor determines that a motor carrier has failed for the above or other reasons, the auditor will give you written documentation explaining what violations caused the failure and what you need to do to address those violations. You will be required to develop a corrective action plan (CAP) and enact it within the number of days specified on the failure notice.
If you do not submit a CAP or make the necessary changes to correct their violations, your motor carrier will lose its FMCSA registration.
How to Prepare for a Safety Audit
This may seem like a lot to handle for a motor carrier just starting out, but safety is crucial in this industry and there are experts who can offer guidance in navigating processes like this. If you would like to know more about properly managing driver files, safety audits, or vehicle inspections, you can reach our experts here. If you would like to know more about drug and alcohol testing programs, you can learn more here.