What Is a DOT Background Check?

While most companies conduct background checks simply because it’s a great way to reduce risk and protect the business from a bad hire, other companies are required to conduct background checks based on the industry in which they operate and the regulations that govern that industry. 

For companies in the trucking and transportation sector and those that use employees to carry out commercial deliveries, special background screening is mandated by the U.S. Department of Transportation (DOT). 

What Is DOT? 

Driven by the mission to make the U.S. transportation system the safest, most efficient, and most modern transportation system in the world, DOT is a federal agency that regulates and oversees the safety of commercial motor vehicles. Through its Federal Motor Carrier Safety Administration (FMCSA) division, the agency reduces crashes, injuries, and fatalities involving large trucks and buses. 

What Makes a DOT Background Check Different? 

Enforced by the FMCSA, DOT background checks are required for all commercial drivers with a license to reduce the risk of serious accidents, injuries, and fatalities. 

But, DOT background checks aren’t average; they’re different from standard pre-employment background screening in that they gather and sieve through information about the candidate’s driving history, and explore the candidate’s physical fitness to be a commercial driver. 

DOT background checks include:

• Drug and Alcohol Testing

• Medical and Physical Exam 

• Employment Verification 

• Driving History 

• Road Test

Which Employers Are Subject to DOT/FMCSA Safety Regulations?

Employers that employ commercial drivers to operate any of the vehicles below are subject to DOT and FMCSA regulations. 

• A vehicle with a gross vehicle weight rating or gross combination weight rating (whichever is greater) of 10,001 lbs. or more 

• A vehicle designed or used to transport between 9 and 15 passengers (including the driver) for compensation, whether direct or indirect

• A vehicle designed or used to transport 15 or more passengers, including the driver, and not used for compensation

• Any size vehicle used in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5101 et seq.) and which require the motor vehicle to be placarded under the Hazardous Materials Regulations (49 CFR Parts 100-177)

Safety and Compliance: The Driver Qualification File  

Failure to conduct DOT background checks can expose employers to substantial liability, resulting in costly fines, penalties, and lawsuits.  To stay compliant and mitigate risks (like driver accidents), trucking and transportation employers must follow the specific requirements of the DOT background check when screening candidates, including maintaining a Driver Qualification (DQ) File for all drivers of commercial vehicles. 

That file must be updated annually and include: 

• Completed employment application

• Motor Vehicle Record showing data for the previous 3 years

• Certificate of driver’s road test

• Annual driving record review

• List of violations of motor vehicle laws

• Current copies of the medical examiner’s certificate and any exemptions

• Verification that the medical examiner is listed on the National Registry of Certified Medical Examiners

The Best Way to Conduct DOT Background Checks

DOT background checks are complex; in some cases, they can extend the screening process, slow down hiring cycles, and take critical time away from other key HR initiatives. But, they’re also necessary––they help employers hire safe drivers to avoid costly accidents and stay compliant to avoid legal consequences. 

The most efficient way to complete a DOT background check on a candidate or current employee is to work with a reputable background check company, like S2Verify, that has the resources to quickly obtain and process the candidate’s records, and that is backed by a team of experts that understand the ins and outs of DOT regulations and compliance. 

We provide access to more than 4,100 federal, state, and local government sources–and offer reliable results from a hybrid process that includes both automated record extraction and human oversight–to help our clients in the transportation industry navigate the complexities of the DOT screening process. 

When hiring new commercial drivers, partner up with a best-in-class background screening service, to ensure you’re making safe, informed, and compliant hiring decisions that protect your business (and everyone on the road).