How To Avoid Failing The New Entrant Audit

In our previous blog post – Most Common Reasons Carriers Fail Their New Entrant Audits - I explained the 3 major requirements that most carriers violate during their New Entrant Audit. While these violations are typically due to lack of awareness, it can cost a carrier thousands of dollars, and in some cases, even the loss of their operating authority.

In this blog, I want to breakdown each major ‘Big 3’ pre-employment drug and alcohol requirement, and explain how to properly complete each requirement prior to your new entrant audit.

The “Big 3” Requirements

1. Pre-Employment Drug/Alcohol Screening
   The Department of Transportation (DOT) requires all CDL Drivers operating CMVs with a Gross Vehicle Weight Rating (GVWR) of 26,001 LBS or more, and operating on public roadways, to be enrolled in a drug consortium prior to employment. A drug consortium is a drug and alcohol testing program used to administer random drug and alcohol tests.

Once a carrier and their drivers are enrolled into a drug consortium, they will need to produce negative results to pre-employment drug/alcohol tests. It's important to note that the pre-employment drug/alcohol test IS NOT the urine test CDL holders provide when they obtain their medical card.

You will then be required to keep documentation as proof of your, and all your drivers, enrollment in a drug consortium. This documentation should include the name of the provider/Drug Consortium, the name of the carrier, the date of the contract, and the name/signature of the representative of the provider/Drug Consortium. Additionally, you need to maintain a list of the drivers (by name) employed by the carrier who are subject to random drug/alcohol testing.

2. Pre-Employment Clearinghouse Query
   The FMCSA Clearinghouse is a database maintained by the FMCSA containing drug/alcohol screening results for all registered CDL holders. Every carrier is obligated to conduct a query, also referred to as an electronic check, of the Clearinghouse BEFORE allowing a driver to operate a CMV for their company.
   
   
3. Pre-Employment Motor Vehicle Record Check
   DOT requires all carriers to conduct a pre-employment MVR on all their drivers PRIOR to allowing them to operate a CMV for their company. A MVR is nothing more than a check of a person’s drivers’ license, and will show the status of the license with a record of the violations received by the driver.
   
   

Avoiding New Entrant Audit Violations
We’ve seen too many carriers fail their new entrant audit because they didn’t properly complete the ‘Big 3’ pre-employment requirements.

Carriers who have partnered with us to assist in with maintaining their carrier files prior to receiving a notice of the new entrant audit did not receive a single violation during their new entrant audit. That’s right - our proactive approach to maintaining complaint carrier files means that you will not have to face any of the repercussions of a new entrant audit violation – hefty files, suspension in fleet operation, or even loss of trucking authority!

Are you ready to pass your new entrant audit with flying colors?