Should you manage Driver Qualification Compliance or outsource it? The answer to that question is what will you do with that time and does it bring the company a higher return than managing compliance?
Our clients who decide to outsource usually fall in two camps:So you fall into one of those camps — who should you outsource to? There are several types of DOT compliance softwares and companies out there. This blog post will help you identify and avoid common mistakes that happen when it comes to choosing DOT compliance companies.
What exactly does the DOT compliance company you’re considering cover?
There are generally two types:
That’s the No. 1 thing to identify before you choose a compliance company. Is the provider just concerned with driver compliance or do they look at the full scope of DOT compliance? AvatarFleet’s A-Suite Comply offering, for example, specializes in driver qualification file compliance specifically.
The next question to answer is which agencies does the DOT compliance company cover? Do you need to comply with regulations beyond FMCSA, perhaps Federal Aviation Administration or Federal Transit Administration rules? Then you’ll want to ensure your compliance software accounts for the given agency’s regulations as well.
Certainly, you should do your due diligence and read the fine print before signing an agreement with a third party, but ultimately it’s important to understand that you are liable in the event of an accident, even if you outsource DOT compliance or use DQ file management software. When it comes to litigation, the motor carrier is still responsible for a driver qualification file that’s missing required information or is otherwise not in compliance.
That’s why it’s so crucial to work with a DOT compliance company that provides regular communication and monthly audit reports at a minimum and ensures you have access to your own files, so you can take a peek any time you have a question about a compliance issue.
An open conversation with the compliance company is a must-do. Don’t be afraid to ask them how they’ll help you in the event of an audit. Will they say, “You’re on your own?” Or will they provide you guidance and assistance?
At AvatarFleet, for example, we’ll assist our A-Suite Comply customers to guide them through the process. These are all things you can do on your own, but audits are stressful so we’re here to walk you through if needed:
As with any service, you want to have a clear understanding of what you’ll be getting for your money before you sign up.
Are you paying a flat monthly fee? Tiered pricing based on the total number of drivers? Per driver? Per vehicles in the fleet? It’s important to know this information upfront.
Pricing for DOT compliance services varies widely based on the provider and their pricing model.
At AvatarFleet, our pricing is based on how many drivers we touch in a month. Once you onboard drivers, you will likely only touch them once or twice a year for compliance purposes, such as when they need MVRs run. You don’t look at every single driver every month, so we don’t charge you for them.
Other firms have tiered pricing models that cover the number of drivers you have in the system across the board.
In addition to avoiding the mistakes above, you can use the questions below to guide your conversations with DOT compliance companies.
As you can see, whether you’re looking for just DQ file management or you need a comprehensive solution, it’s important to do your research when choosing a DOT compliance company. If you need help narrowing down your options, don’t hesitate to get in touch.