The Department of Transportation (DOT) module within this hiring system enables HR and safety managers to collect all DOT-required commercial driver information during the online application process. The system automatically creates an electronic FMCSR-mandated Driver Qualification (DQ) File for each driver, and authorized users can perform ongoing DQ File maintenance from the cloud.
To begin your set-up process, contact your Account Executive to receive your activation code and establish a billing schedule. Once you have received your activation code this one-time set up involves two steps: 1) Activate Service 2) Authorize Users. After completing these steps, follow the Quick Start Guide to use this feature when you hire a new CDL driver.
Step #1 – Activate Service
To activate the DOT module, go to Admin>Integrated Services.
Click DOT and then click Learn More.
If you have already initiated your DOT account by contacting your Account Manager, you should have an activation code. Use the following steps to enter your code and activate this service.
Click Activation (top right), enter your code and then click Submit.
Once the DOT Integration has been activated, the module will appear as an Available Element on Step #2 of the Position Template Editing Process. Simply click the "+" button next to DOT to add the module to your Selected Elements.
Step #2 – Authorize Users
When you authorize a user, he or she will have access to a driver’s DOT information and can maintain the Driver Qualification File. To authorize a user, go to Admin>Authorizations.
Click DOT, select the user(s) you want to authorize using the checkboxes, and then click Update.
Authorized users of the DOT module will have access to a driver’s DOT information and can maintain the Driver Qualification File.
Step #1 – Accessing the Driver’s DOT Information
Authorized users will see the DOT option in an applicant’s file and can click DOT to access all of the job applicant information required by the FMCSA.
Step #2 – Accessing the Driver’s Qualification File
Click Driver Documents to access the Driver Qualification File and the driver’s Previous Employer Forms, which are pre-populated with the driver’s information. You can email the Previous Employer Forms directly from the system or print them out and send them to the driver’s previous employer(s).
Below the Previous Employer Forms section, you’ll find the Driver Qualification File. This section contains all of the blank forms used to maintain the file and a folder for every document category required by the FMCSA. To load one or more documents to any of the driver files, click the Upload New button.
Select a category for the form and then click Choose File. Use the File Upload dialog to browse and select a file and click Open. Click Save on the Update Forms dialog to save the forms to the driver record.
Note: Use the Take Action>Delete option to delete outdated documents.
To perform the annual MVR update for one or more drivers by location, you can download a report containing all of the information needed to generate the MVR. Go to Reports > People > MVR to generate the report. You can email the report to your preferred destination and obtain the updated MVR(s). Once received, you can upload to the respective driver’s file and delete any outdated MVR(s).