As AGC/VT’s Director of Safety and highway-related operations, I wanted to pass along a timely reminder for our member companies. We are hearing that there may be an upswing in Vermont DOT/FMCSA-related audits and compliance reviews, so now is a good time for each company to take a fresh look at its files, records, and internal procedures.
These reviews typically focus on whether a company has the necessary safety management controls in place and whether driver, vehicle, hours-of-service, drug and alcohol, and maintenance records are current, complete, and readily available.
Key areas to review now include:
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- Driver Qualification Files: Confirm that driver applications, CDL information, medical examiner certificates, annual motor vehicle record reviews, road test documentation, and related records are complete and up to date.
- Hours-of-Service Compliance: Review ELD records, supporting documents, log edits, exemptions, and any patterns that could raise questions during an audit.
- Vehicle Maintenance Records: Make sure vehicle lists, annual inspections, preventive maintenance records, repair documentation, and driver vehicle inspection reports are organized and accessible.
- Drug and Alcohol Testing Programs: Verify pre-employment testing, random testing, Clearinghouse queries, consortium participation where applicable, and required documentation.
- Safety Management Controls: Review written policies, training records, corrective action procedures, accident registers, and internal systems used to monitor compliance.
- New Entrant or Recently Expanded Operations: Companies with new authority, new divisions, or newly added commercial vehicle operations should pay particular attention to new entrant audit requirements and document response timelines.
Recommended next steps:
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- Conduct an internal audit before an outside auditor requests records.
- Assign one person to verify that each driver file and vehicle file is complete.
- Review recent roadside inspections, CSA data, and known problem areas.
- Make sure documents can be produced quickly, whether they are stored digitally or in hard copy.
- Address any gaps now and document corrective actions taken.
The goal is not to create panic, but to make sure our members are prepared. A little time spent reviewing records now can help avoid citations, penalties, out-of-service issues, or disruptions later.
Please share this reminder with the appropriate safety, fleet, HR, dispatch, and operations personnel within your company. If you have questions, concerns, or are seeing increased audit activity, please let me know
ben@agcvt.org so AGC/VT can continue tracking what our members are experiencing and help provide useful guidance where we can.
