{"id":419441,"date":"2025-08-24T18:08:44","date_gmt":"2025-08-24T18:08:44","guid":{"rendered":"https:\/\/www.arcpointlabs.com\/woburn\/?p=419441"},"modified":"2025-09-29T11:16:09","modified_gmt":"2025-09-29T11:16:09","slug":"fmcsa-year-end-compliance-checklist","status":"publish","type":"post","link":"https:\/\/www.arcpointlabs.com\/woburn\/blog\/fmcsa-year-end-compliance-checklist\/","title":{"rendered":"FMCSA Year-End Compliance Checklist"},"content":{"rendered":"<p>[et_pb_section fb_built=&#8221;1&#8243; admin_label=&#8221;section&#8221; _builder_version=&#8221;4.16&#8243; global_colors_info=&#8221;{}&#8221; da_is_popup=&#8221;off&#8221; da_exit_intent=&#8221;off&#8221; da_has_close=&#8221;on&#8221; da_alt_close=&#8221;off&#8221; da_dark_close=&#8221;off&#8221; da_not_modal=&#8221;on&#8221; da_is_singular=&#8221;off&#8221; da_with_loader=&#8221;off&#8221; da_has_shadow=&#8221;on&#8221; da_disable_devices=&#8221;off|off|off&#8221;][et_pb_row _builder_version=&#8221;4.27.4&#8243; _module_preset=&#8221;default&#8221; custom_padding=&#8221;34px|||||&#8221;][et_pb_column _builder_version=&#8221;4.27.4&#8243; _module_preset=&#8221;default&#8221; type=&#8221;4_4&#8243;][et_pb_image src=&#8221;https:\/\/www.arcpointlabs.com\/woburn\/wp-content\/uploads\/sites\/143\/2024\/02\/DOTSolutions3.jpg&#8221; _builder_version=&#8221;4.27.4&#8243; _module_preset=&#8221;default&#8221; alt=&#8221;DOT FMCSA Compliance&#8221; title_text=&#8221;DOT Clearinghouse&#8221; hover_enabled=&#8221;0&#8243; sticky_enabled=&#8221;0&#8243;][\/et_pb_image][et_pb_text _builder_version=&#8221;4.27.4&#8243; _module_preset=&#8221;default&#8221; hover_enabled=&#8221;0&#8243; sticky_enabled=&#8221;0&#8243;]<\/p>\n<p>Running a safe and compliant fleet means keeping up with<span>\u00a0<\/span><strong>FMCSA compliance requirements<\/strong><span>\u00a0<\/span>all year long. From<span>\u00a0<\/span><strong>driver qualification file audits<\/strong><span>\u00a0<\/span>to<span>\u00a0<\/span><strong>DOT drug and alcohol testing compliance<\/strong>, every detail matters in protecting lives on the road and avoiding costly fines or out-of-service orders. As the year comes to a close, it\u2019s the perfect time to use an<span>\u00a0<\/span><strong>FMCSA year-end compliance checklist<\/strong><span>\u00a0<\/span>to review your records, programs, and systems. This includes everything from<span>\u00a0<\/span><strong>FMCSA Clearinghouse compliance<\/strong><span>\u00a0<\/span>to<span>\u00a0<\/span><strong>Hours of Service and ELD compliance<\/strong>, ensuring your operation starts the new year on solid ground.<\/p>\n<p>&nbsp;<\/p>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-1-driver-qualification-files-dqf\">1. Driver Qualification Files (DQF)<\/h2>\n<p>Carriers must maintain complete and accurate DQFs for every driver to ensure only qualified individuals operate commercial motor vehicles. See<span>\u00a0<\/span><a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-391\" target=\"_blank\" rel=\"noreferrer noopener\"><span><strong>49 CFR Part 391<\/strong><\/span><\/a><span>\u00a0<\/span>for the full regulations.<\/p>\n<ul class=\"wp-block-list\">\n<li>Verify that each driver has a current Medical Examiner\u2019s Certificate (DOT Medical Card) on file.<\/li>\n<li>Conduct and document annual Motor Vehicle Record (MVR) reviews for all drivers (required once every 12 months per driver).<\/li>\n<li>Confirm all required documents are up to date: employment application, previous employer verifications, CDL copies, road test certificates (or CDL skills test).<\/li>\n<li>Purge outdated documents from driver files per FMCSA record retention rules.<\/li>\n<li>For new hires, confirm the DQF was created and all required verifications completed within 30 days of hire.<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-2-drug-amp-alcohol-testing-compliance\">2. Drug &amp; Alcohol Testing Compliance<\/h2>\n<p>FMCSA requires all CDL drivers in safety-sensitive positions to participate in a compliant drug &amp; alcohol testing program. See<span>\u00a0<\/span><a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-382\" target=\"_blank\" rel=\"noreferrer noopener\"><span><strong>49 CFR Part 382<\/strong><\/span><\/a><span>\u00a0<\/span>for more details.<\/p>\n<ul class=\"wp-block-list\">\n<li>Ensure drivers are enrolled in a random testing pool that meets annual testing rates.<\/li>\n<li>Confirm that random tests have been conducted and documented for the year.<\/li>\n<li>Prepare to submit the MIS Report (due March 15) if notified by FMCSA.<\/li>\n<li>Verify that Clearinghouse annual queries have been completed for all drivers within the past 12 months.<\/li>\n<li>Confirm pre-employment drug tests were conducted on all drivers.<\/li>\n<li>Maintain proper documentation for post-accident, reasonable suspicion, and return-to-duty testing (if applicable).<\/li>\n<li>Ensure all supervisors have completed the required one-time reasonable suspicion training (60 minutes alcohol + 60 minutes drugs).<\/li>\n<\/ul>\n<p>Want to read more? Click<span>\u00a0<\/span><a href=\"https:\/\/www.arcpointlabs.com\/blog\/navigating-workplace-drug-and-alcohol-testing\/\"><span><strong>HERE<\/strong><\/span><\/a><span>\u00a0<\/span>to learn about DOT drug and alcohol testing.<\/p>\n<p>&nbsp;<\/p>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-3-csa-scores-amp-risk-management\">3. CSA Scores &amp; Risk Management<\/h2>\n<p>Your CSA (Compliance, Safety, Accountability) scores determine FMCSA\u2019s view of your fleet\u2019s safety and can trigger interventions. Check out the<span>\u00a0<\/span><span><a href=\"https:\/\/csa.fmcsa.dot.gov\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>CSA Overview<\/strong><\/a>\u00a0<\/span>to learn more.<\/p>\n<ul class=\"wp-block-list\">\n<li>Review BASIC scores in the FMCSA SMS portal for accuracy.<\/li>\n<li>Identify trends in violations (HOS, vehicle maintenance, unsafe driving, etc.) and create corrective action plans.<\/li>\n<li>Ensure all crash and inspection data have been correctly reported and challenge errors through the DataQs system.<\/li>\n<li>Evaluate your fleet\u2019s performance against FMCSA intervention thresholds to avoid audits.<\/li>\n<li>Provide refresher training or corrective coaching to address recurring issues.<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-4-multi-state-amp-regional-requirements\">4. Multi-State &amp; Regional Requirements<\/h2>\n<p>Carriers operating across multiple jurisdictions must comply with additional reporting and registration rules.<\/p>\n<ul class=\"wp-block-list\">\n<li>Confirm all IRP registrations are current for each state\/jurisdiction where vehicles are registered.<\/li>\n<li>File 4th Quarter IFTA fuel tax reports by January 31 (standard deadline in most jurisdictions).<\/li>\n<li>Reconcile fuel receipts, mileage logs, and GPS records for accuracy.<\/li>\n<li>Verify that your drivers are trained on state-specific rules.<\/li>\n<li>Check for additional permits or credentials required for certain states.<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-5-hours-of-service-hos-amp-eld-records\">5. Hours of Service (HOS) &amp; ELD Records<\/h2>\n<p>Accurate tracking of driver hours is critical to prevent fatigue-related violations. Check out<span>\u00a0<\/span><a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-395\" target=\"_blank\" rel=\"noreferrer noopener\"><strong><span>49 CFR Part 395<\/span><\/strong><\/a><span>\u00a0<\/span>for the details.<\/p>\n<ul class=\"wp-block-list\">\n<li>Audit ELD records and logs for accuracy and compliance with HOS rules.<\/li>\n<li>Ensure records of duty status and supporting documents are retained for at least 6 months.<\/li>\n<li>Review driver logs for common violations (e.g., exceeding 11-hour or 14-hour limits).<\/li>\n<li>Verify unassigned driving time in the ELD has been properly accounted for and retained for 6 months.<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-6-vehicle-maintenance-amp-inspections\">6. Vehicle Maintenance &amp; Inspections<\/h2>\n<p>FMCSA requires carriers to keep vehicles in safe operating condition with proper documentation. Refer to<span>\u00a0<\/span><a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-396\"><strong><span>49 CFR Part 396<\/span><\/strong><\/a><span>\u00a0<\/span>for more info.<\/p>\n<ul class=\"wp-block-list\">\n<li>Confirm that all annual vehicle inspections have been completed and documented. Retain the reports for 14 months.<\/li>\n<li>Review Driver Vehicle Inspection Reports (DVIRs) for defects and repairs; retain DVIRs for 3 months when a defect is reported.<\/li>\n<li>Ensure maintenance files are current for each CMV and retained for 1 year while the vehicle is in service, plus 6 months after it leaves your control.<\/li>\n<li>Check that roadside inspection reports are signed, returned, and retained for 12 months.<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-7-accident-register-amp-safety-reporting\">7. Accident Register &amp; Safety Reporting<\/h2>\n<p>Carriers must maintain accident records for accountability and risk management. See<span>\u00a0<\/span><a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-390\/section-390.15\" target=\"_blank\" rel=\"noreferrer noopener\"><strong><span>49 CFR \u00a7390.15<\/span><\/strong><\/a><span>\u00a0<\/span>for more info.<\/p>\n<ul class=\"wp-block-list\">\n<li>Review your accident register to confirm all DOT-reportable accidents are recorded.<\/li>\n<li>Verify entries include date, location, driver name, injuries\/fatalities, and tow-away status.<\/li>\n<li>Maintain records for 3 years from the date of the accident.<\/li>\n<li>Analyze accident data for trends and address preventable causes through training.<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-8-hazmat-compliance-if-applicable\">8. Hazmat Compliance (If Applicable)<\/h2>\n<p>Hazardous materials transport requires extra precautions and documentation. See<span>\u00a0<\/span><a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/subtitle-B\/chapter-I\/subchapter-C\" target=\"_blank\" rel=\"noreferrer noopener\"><span><strong>49 CFR Parts 171\u2013180<\/strong><\/span><\/a>.<\/p>\n<ul class=\"wp-block-list\">\n<li>Confirm all drivers transporting hazmat hold a valid HazMat endorsement.<\/li>\n<li>Ensure hazmat training is up to date (required initially and at least once every 3 years).<\/li>\n<li>Review shipping papers, placards, and security plans for compliance.<\/li>\n<li>Retain hazmat incident records as required.<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-important-deadlines-to-remember\">Important Deadlines to Remember<\/h2>\n<ul class=\"wp-block-list\">\n<li>Annual Clearinghouse queries: Must be completed at least once every 12 months per driver.<\/li>\n<li>January 31: 4th Quarter IFTA filing deadline (most jurisdictions).<\/li>\n<li>March 15: MIS Reports due (if selected by FMCSA).<\/li>\n<li>Annual: Driver MVR checks, periodic vehicle inspections and<span>\u00a0<\/span><a href=\"https:\/\/www.arcpointlabs.com\/blog\/reasonable-suspicion-supervisor-training-essential-concepts-for-a-drug-free-workplace\/\"><strong><span>supervisor training<\/span><\/strong><\/a><span>\u00a0<\/span>(one-time, if not already completed).<\/li>\n<li>Every 3 years: Hazmat training (if applicable).<\/li>\n<\/ul>\n<h2 class=\"wp-block-heading has-medium-font-size\"><\/h2>\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-partner-with-arcpoint-labs\">Partner with ARCpoint Labs<\/h2>\n<p>Staying compliant with DOT regulations can feel overwhelming \u2014 but we hope that this FMCSA year-end compliance checklist is a useful guide.<\/p>\n<p>ARCpoint Labs of Woburn helps carriers of all sizes with:<\/p>\n<ul class=\"wp-block-list\">\n<li>DOT drug &amp; alcohol testing programs<\/li>\n<li>FMCSA Clearinghouse compliance<\/li>\n<li>Supervisor training for reasonable suspicion<\/li>\n<li>Driver qualification file audits<\/li>\n<li>Driver background checks and MVRs<\/li>\n<li>DOT medical exams<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>We proudly serve fleets throughout\u00a0<strong>Woburn, Waltham, Burlington, Stoneham, Lexington, Wakefield, Reading, Andover, and Watertown<\/strong>, as well as surrounding communities.<\/p>\n<p>[\/et_pb_text][et_pb_divider _builder_version=&#8221;4.27.4&#8243; _module_preset=&#8221;default&#8221; show_divider=&#8221;off&#8221; hover_enabled=&#8221;0&#8243; sticky_enabled=&#8221;0&#8243; custom_padding=&#8221;||25px|||&#8221;][\/et_pb_divider][et_pb_contact_form captcha=&#8221;off&#8221; email=&#8221;mpappas@arcpointlabs.com&#8221; title=&#8221;Contact Us&#8221; custom_message=&#8221;Someone just filled out the webpage form about DOT physicals.||et_pb_line_break_holder||||et_pb_line_break_holder||Name:  %%name%%||et_pb_line_break_holder||Email:  %%email%%||et_pb_line_break_holder||Company:  %%company%%||et_pb_line_break_holder||Message:  %%message%%&#8221; 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hover_enabled=&#8221;0&#8243; sticky_enabled=&#8221;0&#8243;][\/et_pb_post_nav][\/et_pb_column][\/et_pb_row][\/et_pb_section]<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Running a safe and compliant fleet means keeping up with\u00a0FMCSA compliance requirements\u00a0all year long. From\u00a0driver qualification file audits\u00a0to\u00a0DOT drug and alcohol testing compliance, every detail matters in protecting lives on the road and avoiding costly fines or out-of-service orders. As the year comes to a close, it\u2019s the perfect time to use an\u00a0FMCSA year-end compliance [&hellip;]<\/p>\n","protected":false},"author":242,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_et_pb_use_builder":"on","_et_pb_old_content":"<!-- wp:group {\"layout\":{\"type\":\"constrained\"}} -->\n<div class=\"wp-block-group\"><!-- wp:cover {\"url\":\"https:\/\/www.arcpointlabs.com\/woburn\/wp-content\/uploads\/sites\/143\/2025\/08\/fmcsa_year-end_compliance_checklist.jpg.jpg\",\"id\":419444,\"dimRatio\":50,\"customOverlayColor\":\"#888488\",\"isUserOverlayColor\":false,\"minHeight\":430,\"minHeightUnit\":\"px\",\"isDark\":false,\"sizeSlug\":\"full\",\"align\":\"full\",\"style\":{\"color\":[]}} -->\n<div class=\"wp-block-cover alignfull is-light\" style=\"min-height:430px\"><img class=\"wp-block-cover__image-background wp-image-419444 size-full\" alt=\"\" src=\"https:\/\/www.arcpointlabs.com\/woburn\/wp-content\/uploads\/sites\/143\/2025\/08\/fmcsa_year-end_compliance_checklist.jpg.jpg\" data-object-fit=\"cover\" \/><span aria-hidden=\"true\" class=\"wp-block-cover__background has-background-dim\" style=\"background-color:#888488\"><\/span><div class=\"wp-block-cover__inner-container\"><!-- wp:paragraph {\"align\":\"center\",\"fontSize\":\"large\"} -->\n<p class=\"has-text-align-center has-large-font-size\"><\/p>\n<!-- \/wp:paragraph --><\/div><\/div>\n<!-- \/wp:cover -->\n\n<!-- wp:spacer {\"height\":\"28px\"} -->\n<div style=\"height:28px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:paragraph -->\n<p>Running a safe and compliant fleet means keeping up with <strong>FMCSA compliance requirements<\/strong> all year long. From <strong>driver qualification file audits<\/strong> to <strong>DOT drug and alcohol testing compliance<\/strong>, every detail matters in protecting lives on the road and avoiding costly fines or out-of-service orders. As the year comes to a close, it\u2019s the perfect time to use an <strong>FMCSA year-end compliance checklist<\/strong> to review your records, programs, and systems. This includes everything from <strong>FMCSA Clearinghouse compliance<\/strong> to <strong>Hours of Service and ELD compliance<\/strong>, ensuring your operation starts the new year on solid ground.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:spacer {\"height\":\"24px\"} -->\n<div style=\"height:24px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-1-driver-qualification-files-dqf\">1. Driver Qualification Files (DQF)<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Carriers must maintain complete and accurate DQFs for every driver to ensure only qualified individuals operate commercial motor vehicles. See <a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-391\" target=\"_blank\" rel=\"noreferrer noopener\"><span style=\"text-decoration: underline\"><strong>49 CFR Part 391<\/strong><\/span><\/a> for the full regulations.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Verify that each driver has a current Medical Examiner\u2019s Certificate (DOT Medical Card) on file.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Conduct and document annual Motor Vehicle Record (MVR) reviews for all drivers (required once every 12 months per driver).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Confirm all required documents are up to date: employment application, previous employer verifications, CDL copies, road test certificates (or CDL skills test).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Purge outdated documents from driver files per FMCSA record retention rules.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>For new hires, confirm the DQF was created and all required verifications completed within 30 days of hire.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-2-drug-amp-alcohol-testing-compliance\">2. Drug &amp; Alcohol Testing Compliance<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>FMCSA requires all CDL drivers in safety-sensitive positions to participate in a compliant drug &amp; alcohol testing program. See <a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-382\" target=\"_blank\" rel=\"noreferrer noopener\"><span style=\"text-decoration: underline\"><strong>49 CFR Part 382<\/strong><\/span><\/a> for more details.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Ensure drivers are enrolled in a random testing pool that meets annual testing rates.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Confirm that random tests have been conducted and documented for the year.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Prepare to submit the MIS Report (due March 15) if notified by FMCSA.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Verify that Clearinghouse annual queries have been completed for all drivers within the past 12 months.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Confirm pre-employment drug tests were conducted on all drivers.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Maintain proper documentation for post-accident, reasonable suspicion, and return-to-duty testing (if applicable).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ensure all supervisors have completed the required one-time reasonable suspicion training (60 minutes alcohol + 60 minutes drugs).<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:paragraph -->\n<p>Want to read more?  Click <a href=\"https:\/\/www.arcpointlabs.com\/blog\/navigating-workplace-drug-and-alcohol-testing\/\"><span style=\"text-decoration: underline\"><strong>HERE<\/strong><\/span><\/a> to learn about DOT drug and alcohol testing.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-3-csa-scores-amp-risk-management\">3. CSA Scores &amp; Risk Management<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Your CSA (Compliance, Safety, Accountability) scores determine FMCSA\u2019s view of your fleet\u2019s safety and can trigger interventions. Check out the <span style=\"text-decoration: underline\"><a href=\"https:\/\/csa.fmcsa.dot.gov\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>CSA Overview<\/strong><\/a> <\/span>to learn more.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Review BASIC scores in the FMCSA SMS portal for accuracy.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Identify trends in violations (HOS, vehicle maintenance, unsafe driving, etc.) and create corrective action plans.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ensure all crash and inspection data have been correctly reported and challenge errors through the DataQs system.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Evaluate your fleet\u2019s performance against FMCSA intervention thresholds to avoid audits.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Provide refresher training or corrective coaching to address recurring issues.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-4-multi-state-amp-regional-requirements\">4. Multi-State &amp; Regional Requirements<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Carriers operating across multiple jurisdictions must comply with additional reporting and registration rules.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Confirm all IRP registrations are current for each state\/jurisdiction where vehicles are registered.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>File 4th Quarter IFTA fuel tax reports by January 31 (standard deadline in most jurisdictions).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Reconcile fuel receipts, mileage logs, and GPS records for accuracy.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Verify that your drivers are trained on state-specific rules.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Check for additional permits or credentials required for certain states.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-5-hours-of-service-hos-amp-eld-records\">5. Hours of Service (HOS) &amp; ELD Records<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Accurate tracking of driver hours is critical to prevent fatigue-related violations. Check out <a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-395\" target=\"_blank\" rel=\"noreferrer noopener\"><strong><span style=\"text-decoration: underline\">49 CFR Part 395<\/span><\/strong><\/a> for the details.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Audit ELD records and logs for accuracy and compliance with HOS rules.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ensure records of duty status and supporting documents are retained for at least 6 months.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Review driver logs for common violations (e.g., exceeding 11-hour or 14-hour limits).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Verify unassigned driving time in the ELD has been properly accounted for and retained for 6 months.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-6-vehicle-maintenance-amp-inspections\">6. Vehicle Maintenance &amp; Inspections<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>FMCSA requires carriers to keep vehicles in safe operating condition with proper documentation. Refer to <a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-396\"><strong><span style=\"text-decoration: underline\">49 CFR Part 396<\/span><\/strong><\/a> for more info.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Confirm that all annual vehicle inspections have been completed and documented. Retain the reports for 14 months.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Review Driver Vehicle Inspection Reports (DVIRs) for defects and repairs; retain DVIRs for 3 months when a defect is reported.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ensure maintenance files are current for each CMV and retained for 1 year while the vehicle is in service, plus 6 months after it leaves your control.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Check that roadside inspection reports are signed, returned, and retained for 12 months.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-7-accident-register-amp-safety-reporting\">7. Accident Register &amp; Safety Reporting<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Carriers must maintain accident records for accountability and risk management. See <a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/part-390\/section-390.15\" target=\"_blank\" rel=\"noreferrer noopener\"><strong><span style=\"text-decoration: underline\">49 CFR \u00a7390.15<\/span><\/strong><\/a> for more info.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Review your accident register to confirm all DOT-reportable accidents are recorded.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Verify entries include date, location, driver name, injuries\/fatalities, and tow-away status.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Maintain records for 3 years from the date of the accident.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Analyze accident data for trends and address preventable causes through training.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-8-hazmat-compliance-if-applicable\">8. Hazmat Compliance (If Applicable)<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Hazardous materials transport requires extra precautions and documentation. See <a href=\"https:\/\/www.ecfr.gov\/current\/title-49\/subtitle-B\/chapter-I\/subchapter-C\" target=\"_blank\" rel=\"noreferrer noopener\"><span style=\"text-decoration: underline\"><strong>49 CFR Parts 171\u2013180<\/strong><\/span><\/a>.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Confirm all drivers transporting hazmat hold a valid HazMat endorsement.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ensure hazmat training is up to date (required initially and at least once every 3 years).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Review shipping papers, placards, and security plans for compliance.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Retain hazmat incident records as required.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-important-deadlines-to-remember\">Important Deadlines to Remember<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Annual Clearinghouse queries: Must be completed at least once every 12 months per driver.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>January 31: 4th Quarter IFTA filing deadline (most jurisdictions).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>March 15: MIS Reports due (if selected by FMCSA).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Annual: Driver MVR checks, periodic vehicle inspections and <a href=\"https:\/\/www.arcpointlabs.com\/blog\/reasonable-suspicion-supervisor-training-essential-concepts-for-a-drug-free-workplace\/\"><strong><span style=\"text-decoration: underline\">supervisor training<\/span><\/strong><\/a> (one-time, if not already completed).<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Every 3 years: Hazmat training (if applicable).<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:heading {\"fontSize\":\"medium\"} -->\n<h2 class=\"wp-block-heading has-medium-font-size\" id=\"h-partner-with-arcpoint-labs\">Partner with ARCpoint Labs<\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Staying compliant with DOT regulations can feel overwhelming \u2014 but we hope that this FMCSA year-end compliance checklist is a useful guide.<br><br>ARCpoint Labs of Woburn helps carriers of all sizes with:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>DOT drug &amp; alcohol testing programs<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>FMCSA Clearinghouse compliance<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Supervisor training for reasonable suspicion<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Driver qualification file audits<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Driver background checks and MVRs<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>DOT medical exams<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:paragraph -->\n<p>We proudly serve fleets throughout&nbsp;<strong>Woburn, Waltham, Burlington, Stoneham, Lexington, Wakefield, Reading, Andover, and Watertown<\/strong>, as well as surrounding communities.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:buttons {\"layout\":{\"type\":\"flex\",\"justifyContent\":\"center\"}} -->\n<div class=\"wp-block-buttons\"><!-- wp:button {\"backgroundColor\":\"light-green-cyan\",\"width\":50,\"fontSize\":\"medium\"} -->\n<div class=\"wp-block-button has-custom-width wp-block-button__width-50\"><a class=\"wp-block-button__link has-light-green-cyan-background-color has-background has-medium-font-size has-custom-font-size wp-element-button\" href=\"https:\/\/www.arcpointlabs.com\/woburn\/dot-solutions\/\"><strong>CONTACT US TODAY<\/strong><\/a><\/div>\n<!-- \/wp:button --><\/div>\n<!-- \/wp:buttons -->\n\n<!-- wp:spacer {\"height\":\"26px\"} -->\n<div style=\"height:26px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:spacer {\"height\":\"24px\"} -->\n<div style=\"height:24px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<!-- \/wp:spacer -->\n\n<!-- wp:post-navigation-link \/-->\n\n<!-- wp:post-navigation-link {\"type\":\"previous\"} \/--><\/div>\n<!-- \/wp:group -->","_et_gb_content_width":"","footnotes":""},"categories":[100,102],"tags":[112,107,109,106,115,114,108,116,113],"class_list":["post-419441","post","type-post","status-publish","format-standard","hentry","category-drug-alcohol","category-employer-solutions","tag-csa-score","tag-dot","tag-driver-qualification-files","tag-fmcsa","tag-hazmat","tag-hours-of-service","tag-medical-card","tag-mvr","tag-random-drug-testing"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.0 (Yoast SEO v26.5) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>FMCSA Year-End Compliance Checklist | ARCpoint Labs<\/title>\n<meta name=\"description\" content=\"Stay compliant with DOT regulations. 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Use our FMCSA year-end compliance checklist to review driver files, drug &amp; alcohol testing, CSA scores, IFTA filings and more.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.arcpointlabs.com\/woburn\/blog\/fmcsa-year-end-compliance-checklist\/\" \/>\n<meta property=\"og:site_name\" content=\"ARCpoint Labs of Woburn\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ARCpointFranchiseGroup\/\" \/>\n<meta property=\"article:published_time\" content=\"2025-08-24T18:08:44+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-09-29T11:16:09+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.arcpointlabs.com\/woburn\/wp-content\/uploads\/sites\/143\/2023\/12\/arcpoint_logo_dark.png\" \/>\n\t<meta property=\"og:image:width\" content=\"525\" \/>\n\t<meta property=\"og:image:height\" content=\"150\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Matt Pappas\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ARCpointFG\" \/>\n<meta name=\"twitter:site\" content=\"@ARCpointFG\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Matt Pappas\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.arcpointlabs.com\/woburn\/blog\/fmcsa-year-end-compliance-checklist\/\",\"url\":\"https:\/\/www.arcpointlabs.com\/woburn\/blog\/fmcsa-year-end-compliance-checklist\/\",\"name\":\"FMCSA Year-End Compliance Checklist | ARCpoint Labs\",\"isPartOf\":{\"@id\":\"https:\/\/www.arcpointlabs.com\/woburn\/#website\"},\"datePublished\":\"2025-08-24T18:08:44+00:00\",\"dateModified\":\"2025-09-29T11:16:09+00:00\",\"author\":{\"@id\":\"https:\/\/www.arcpointlabs.com\/woburn\/#\/schema\/person\/83576ed52f4a8aedfa825f33bc794b43\"},\"description\":\"Stay compliant with DOT regulations. 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