Managing compliance for a 10-truck fleet means tracking over 2,300 documents annually. Miss one expired medical certificate or skip a quarterly IFTA filing, and you're looking at fines starting at $1,314 per violation. The difference between profitable fleets and those drowning in penalties comes down to one thing: a system that turns compliance into routine checkboxes instead of constant firefighting.

Daily Compliance Checklist

These items must happen before any truck leaves your yard. Skipping daily checks accounts for 63% of roadside violations.

Why it matters: The average DOT roadside inspection takes 45 minutes and costs $8,000 in downtime when violations are found. Daily DVIR completion alone prevents 89% of vehicle maintenance violations.

Weekly Compliance Checklist

Weekly reviews catch small problems before they become audit nightmares.

• ☐ Review all DVIR submissions - Flag incomplete or missing reports within 24 hours

• ☐ Check ELD exception logs - Verify any yard moves or personal conveyance entries have proper documentation

• ☐ Monitor driver HOS violations - Address any form and manner violations immediately (14-hour rule, 30-minute break)

• ☐ Verify fuel receipts match GPS data - Essential for accurate IFTA reporting

• ☐ Update maintenance schedules - Confirm upcoming PM services won't conflict with DOT inspection deadlines

Fleets using carrier-first TMS platforms automate 72% of these weekly checks, reducing administrative time from 8 hours to under 90 minutes.

Monthly Compliance Checklist

Driver Files (30-Day Review Cycle)

Vehicle Maintenance Tracking

• ☐ Verify annual DOT inspections are scheduled 30 days before due date

• ☐ Review brake system measurements from recent services (critical for CSA scores)

• ☐ Check tire tread depth logs - Must be 4/32" on steer axles, 2/32" on all others

• ☐ Audit maintenance records - Ensure all repairs include invoice, parts receipts, mechanic signature

• ☐ Update vehicle registration renewals in tracking system

A modern TMS solution centralizes all vehicle documentation and sends automatic alerts 30, 15, and 3 days before any expiration.

Quarterly Compliance Checklist

IFTA Fuel Tax Reporting (Due dates: April 30, July 31, October 31, January 31)

• ☐ Reconcile fuel purchases against GPS mileage logs by jurisdiction

• ☐ Calculate tax liabilities for each state/province operated in

• ☐ Verify fuel receipt images are attached and legible (required for audits)

• ☐ Submit IFTA report through state portal before deadline

• ☐ Retain quarterly backup documentation for 4 years

Manual IFTA reporting causes 72% of calculation errors. Integrated TMS platforms auto-calculate jurisdiction miles and tax liabilities, reducing quarterly filing from 8 hours to 45 minutes.

Random Drug & Alcohol Testing

• ☐ Pull random selections from qualified driver pool (must reach 50% annually for drugs, 10% for alcohol)

• ☐ Schedule tests within same business day of notification

• ☐ Document all test results in driver files (5-year retention)

Annual Compliance Checklist

Driver Qualification Files (Complete Annual Review)

• ☐ Order fresh MVRs for all active drivers (365-day requirement)

• ☐ Conduct Clearinghouse queries - Annual limited queries for all drivers

• ☐ Review employment applications - Verify 10-year work history is current

• ☐ Update driver certification of violations - Driver must certify any traffic violations

• ☐ Confirm medical examiner certifications - Verify examiner is listed on NRCME registry

• ☐ Document annual file review - Manager signature confirming review completion

Insurance & Financial Compliance

DOT Filings & Renewals

• ☐ Update MCS-150 (required every 2 years or when operations change significantly)

• ☐ Renew UCR registration - Based on fleet size (due January 31)

• ☐ Verify BOC-3 filing - Process agent designation in all operating states

• ☐ Review CSA scores - Check SMS website for new violations or alerts

Accident Response Checklist (As Needed)

DOT-reportable accidents must be documented within specific timeframes:

• ☐ Immediate: Secure scene, render aid, contact emergency services

• ☐ Within 24 hours: Report to DOT if fatality occurs

• ☐ Within 10 days: Report to DOT if injury requires immediate medical treatment away from scene OR vehicle towed from scene

• ☐ Within 30 days: Complete accident register entry

• ☐ Retain for 3 years: All accident documentation (police reports, photos, witness statements)

Real-time analytics dashboards help fleet managers spot accident trends and implement preventive training before CSA scores are impacted.

Make Compliance Automatic, Not Manual

The fleets maintaining 90%+ inspection pass rates aren't working harder - they're using systems that make compliance invisible. Datatruck is the carrier-first TMS that turns this entire checklist into automated workflows. Our AI-native platform tracks every expiration, sends smart alerts to the right people, and bundles audit-ready reports in seconds.

From driver mobile apps that streamline DVIRs to native ELD integration that prevents HOS violations, everything runs through one dashboard. See how carriers cut compliance time by 82% while reducing violations.

Book a free demo and see how Datatruck turns compliance from a cost center into a competitive advantage.