Offsite audits have become increasingly popular and preferred by FMCSA auditors since they were introduced nationwide in 2019. Offsite audits are conducted remotely, without the need for auditors to visit the carrier's premises.
This makes them faster and cheaper than onsite audits, and also more convenient. DOT can perform more audits in less time with this method. For instance, safety audits used to take 18 months to complete, but now they can be done within 12 months or less. And now with artificial intelligence and change on your CSA score can trigger and audit. Offsite audits are on rise an carriers should be aware of and be prepared for them.
Offsite safety audits or compliance reviews are a way for auditors to work with carriers remotely through phone and digital communications to ensure they’re running a safe and compliant business. This process requires the carrier to have certain documents on file, which they need to scan (if they’re not digital) and send via email or upload them a DOT Web portal.
A major difference that carriers who have experienced an offsite audit report, is that the time limit for sending documents has been reduced significantly. Instead of the 3-4 week timeframe that was previously available, offsite auditors now request that all documents be sent within 48 hours.
This could be a challenge for those who keep paper files, as they would have to scan, store digitally and send via email all the requested documents in just a couple of days.
Documents that auditor requires you to have:
●Proof of Insurance – MCS-90 form if you are a “For Hire” carrier. The Accord form if you are a “Private Property” carrier. If you do not have either of these forms, please send a copy of your insurance declaration page. ***The MCS-90 can be obtained by requesting it from your insurance company.
●Accident Register – Copy of accident register and crash reports for any recordable crashes occurring within the past three (3) years. Recordable crashes include a crash where someone dies, a vehicle has disabling damage and must be towed from the scene and/or a person is injured and transferred away by ambulance.
● Driver Qualification files of all drivers used in last 365 days: documents that must be on file:
PROPER DOT APLICATION
PRIOR EMPLOYER BACKGROUND CHECK´S FORM ALL DRIVING JOBS WHITIN THE PAST 3 YEAR .
MOTOR VEHICLE RECORD FROM THE STATE PRIOR 3 YEAR DRIVING RECORD
COPY OF THE CDL (PROPER CLASS LICENSE IN LIU OF ROAD TEST)
COPY OF MEDICAL CERTIFICATED (LONG FORM SUGESTED)
ANUAL INQUIRES AND REVIEWS MUST BE DONE EVERY 365 DAYS.
1. Inquiry To State Agencies for Driving Record.
2. Review of Driving Record
3.Driver’s Certification of Violations
● Drug & Alcohol Testing (*Required for CDL drivers only)
- Copy of driver’s Pre-Employment drug test result
- Copy of roster of drivers enrolled in random testing program
- Copy of contract or letter showing membership in drug & alcohol consortium or proof of a carrier’s own qualified program. CONSORTIUM CERTIFICATE
● Clearinghouse report:
- Company and drivers must be enrolled in the clearinghouse.
- Pre employment query’s and annual query’s must be done.
● Hours of Service
– Logs or time records for one driver totaling 30 CONSECUTIVE days
- Supporting documents (fuel receipts, toll receipts, bills of lading, etc.) for those 30 days.
● Vehicle Maintenance
- Annual Inspection for powers units.
-Vehicle List All CMV’s used in last 365 days
Don’t wait until last minute to get everything done, penalties and suspensions may apply, and can put in risk your company records. CALL US NOW, we can help you comply with all these requirements.
At Trucking Services & Logistics, we are specialists in solving all your doubts, also remember that we can give you the necessary assistance in issues concerning the DOT. Do not forget to follow our social networks (Facebook , Instagram, Twitter, Tik Tok and LinkedIn) or call (813) 864 62 87, to obtain more detailed information.
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