People control
Human Resources & DOT Compliance for Motor Carriers
Managing people in a trucking company is federally regulated work. BOF connects recruiting, onboarding, Driver Qualification Files, drug and alcohol records, training, policy acknowledgments, and readiness status to whether a driver can safely be assigned.
What Makes Trucking HR Different
Standard HR platforms manage hiring, benefits, PTO, reviews, and separation. Trucking HR must also maintain Driver Qualification Files under 49 CFR Part 391, drug and alcohol testing records under 49 CFR Part 382, and recurring monitoring for medical certificates, MVRs, and Clearinghouse queries.
The ongoing monitoring burden is where many carriers fall short. Annual MVR pulls, annual Clearinghouse limited queries, staggered medical card renewals, random testing pool management, and training acknowledgments create a calendar that never stops.
The Driver Qualification File
| Document | Authority | Operating Detail |
|---|---|---|
| Driver Application | 49 CFR 391.21 | 10-year employment history, licenses held, signature, and required disclosures. |
| MVR | 49 CFR 391.23 / 391.25 | Pre-hire and annual motor vehicle record review with safety owner sign-off. |
| PSP Report | FMCSA PSP | Inspection and crash history, requiring FCRA disclosure and driver consent. |
| Clearinghouse Query | 49 CFR 382.701 | Full query pre-hire and limited query annually for active drivers. |
| Medical Examiner's Certificate | 49 CFR 391.41 / 391.45 | Expiration monitored; driver cannot remain active after expiration. |
Governs driver qualification standards, DQF assembly requirements, ongoing monitoring obligations, disqualification procedures, and onboarding from application to first dispatch.
View Full Policy →DOT Drug & Alcohol Testing Program
| Testing Type | When Required | BOF Record |
|---|---|---|
| Pre-Employment | Before first safety-sensitive function | Negative MRO-verified result before dispatch release. |
| Post-Accident | After qualifying accident | Alcohol and drug timing window, incident record, owner follow-up. |
| Random | FMCSA annual minimum rates | Pool, selection, test status, and completion evidence. |
| Reasonable Suspicion | Trained supervisor documents indicators | Supervisor record, observation, test routing, and restricted access. |
| Return-to-Duty / Follow-Up | After violation and SAP process | SAP status, negative result, follow-up plan, and dispatch clearance. |
Section 7 covers drug and alcohol testing program requirements, Clearinghouse obligations, record isolation, and supervisor training standards.
View Full Policy →Onboarding-to-Dispatch Workflow
- Application & Initial Screening. Employment history, license status, initial MVR, lane fit, and disqualifying offense screen.
- Conditional Offer. Background authorization, PSP consent, Clearinghouse consent, and query initiation.
- Pre-Employment Drug Test. Test ordered through the appropriate program; negative result recorded before dispatch release.
- Document Collection. CDL, medical card, previous employer safety history, PSP, and policy acknowledgments attached.
- DQF Assembly. Safety owner reviews the file and records sign-off or missing evidence.
- System Setup. ELD, TMS profile, emergency contact, payroll/settlement profile, and training assignment created.
- First Dispatch Cleared. Driver is active only after DQF, testing, medical certificate, and readiness status support assignment.
Ongoing Monitoring Calendar
BOF keeps the recurring calendar visible: annual MVR, annual Clearinghouse limited query, medical certificate renewal, license status, random testing pool, training, and policy acknowledgment. Each date has an owner, consequence, and clearance path.
Defines retention schedules for DQF files, drug and alcohol test results, MVR reports, medical certificates, and related driver qualification records.
View Full Policy →