Know every driver’s record and monitor license status

In fleet trucking, license monitoring refers to the required practice of continuously monitoring the status of each driver’s CDL, or Commercial Driver’s License, to ensure they are still valid, along with other requirements. License monitoring also notes and issues alerts on violations against a license, including speeding, DWIs, or any illegal driving maneuvers, suspensions, revocations, expirations, and medical certificate downgrades. Larger fleets often use third-party software platforms to handle this task more accurately and efficiently than attempting to do it manually.  

Continuous license monitoring reduces the risk of accidents, fines, legal liabilities, and insurance problems caused by drivers with an invalid license. Federal and state regulations require fleets to ensure that all drivers operating their vehicles are legally licensed to do so. Failure to comply with DOT (Department of Transportation) and FMCSA (Federal Motor Carrier Safety Administration) rules can result in fines and other penalties for fleets if the driver is asked to show a license at a traffic or weigh station stop. If an unlicensed driver is involved in a collision, the legal liability and financial judgment can be far greater than if the driver were fully licensed. License-suspended drivers also have a 14x higher crash rate and are involved in 20% of fatal crashes, so license monitoring is essential in keeping everyone safer. 

Continuously monitoring every driver’s license in even modest-sized fleets comes with numerous challenges. If not supported by an automated system, license monitoring can consume an inordinate amount of staff time. Information on fleet drivers can be widely scattered since commercial driver’s licenses can be issued, suspended, or revoked in any of the 50 states or Canada. Changes can also occur too frequently to keep records up to date if done manually. In addition, pulling MVRs (Motor Vehicle Reports) can be expensive if done generally throughout the fleet instead of guided with an automated system.

The Department of Transportation and the Federal Motor Carrier Safety Administration require annual CDL reviews, so fleets must check to ensure that every driver has a valid license free of disqualifying violations or suspensions at least once every 12 months. If a driver’s license is suspended or revoked, the driver must report this within 30 days. Medical certifications must be updated at least every two years and more frequently if certain medical conditions exist. However, the most effective approach is automated continuous monitoring by a capable software platform.

The consequences of not complying with license monitoring requirements can be substantial. Fines up to thousands of dollars can be issued to the fleet for non-compliance. Drivers found driving without a valid license can be put out of service by law enforcement and the vehicle pulled from the road. Repeated violations can trigger DOT audits and possibly the suspension of a fleet’s operating authority. If a fleet’s unlicensed driver is involved in a collision, it not only increases the odds the fleet will be found liable, but it will also add substantially to the dollar amount of any settlement. Insurance premiums will likely rise as a result, and coverage might even be denied. It also increases the chance that an untoward event will occur, as license-suspended drivers have a 14x higher crash rate and are involved in 20% of fatal crashes. 

The most effective way to ensure that all fleet drivers are operating with a valid license is to use a robust software platform from an established third-party vendor that can automate the procedures. If that is not the case, the work must be done manually. Start by establishing a clear policy that spells out the driver’s responsibilities, including reporting schedules and timeframe to report status changes. Include the consequences for failure to comply. Request a driver’s (Motor Vehicle Record) at the time of hire, then perform annual checks on all drivers, with more frequent checks for drivers with troubled histories. In the event of an audit, the manager should keep a complete and accurate record of all inquiries. If, again, an automated system is not involved, the manager should create a database or spreadsheet with expiration dates and reminders to inform drivers when it’s time to renew. Medical cards should also be tracked and kept up to date.

Fleet managers can use a number of software tools and platforms to monitor license status. The best are cloud-based platforms such as Solera’s License Monitor, which can continuously and automatically track the status of drivers’ licenses across all 50 states and Canada and provide real-time alerts for changes in the license, such as suspensions, expirations, or violations. Fleet managers receive real-time alerts for any changes, including suspensions, expirations, or violations. It also integrates with other Solera platforms to gather information from the CDLIS (Commercial Driver’s License Information System) database and the FMSCA’s Drug and Alcohol Clearinghouse database. There are also more basic systems for monitoring licenses, Motor Vehicle Records, and compliance and safety. There are tools for monitoring state license information as well. 

Simply by keeping drivers with suspended or canceled licenses off the road, license monitoring can have a tremendous impact on improving fleet safety. Drivers who have had their license suspended or canceled have likely demonstrated consistent or major errors in judgment, such as driving under the influence, refusing a drug or breathalyzer test, repeated convictions for reckless driving habits, or other serious, repeated risky actions. It’s why license-suspended drivers have a 14x higher crash rate and are involved in 20% of fatal crashes while representing only 7% of the driving population. By keeping drivers who consistently demonstrate poor and reckless driving habits from hitting the road, fleet safety can be improved considerably.