DOT Trucking Compliance Calendar (49 CFR 390-399)
Motor carriers operating commercial motor vehicles (CMVs) must comply with a wide range of recurring FMCSA deadlines under 49 CFR Parts 390-399. Annual vehicle inspections, driver medical certificate renewals every 2 years, annual MVR checks, pre-trip and post-trip inspections, systematic vehicle maintenance programs, drug and alcohol testing, hours of service documentation, and registration renewals all operate on overlapping cycles that must be tracked across every vehicle and driver in the fleet.
Ecesis Compliance Calendar Software helps fleet operators and EHS teams schedule, track, and document every FMCSA requirement so nothing falls through the cracks during roadside inspections or compliance audits.
Key Trucking Compliance Deadlines
Annual Vehicle Inspection
Every CMV must pass a periodic inspection at least once every 12 months per 396.17. Inspection must cover all Appendix G items performed by a qualified inspector. Retain report on vehicle and in files for 14 months.
Driver Medical Certificate
Drivers must obtain a medical examiner certificate (MEC) from a National Registry certified examiner per 391.45. Standard certificates valid for 2 years; certain conditions (diabetes, hypertension) may require annual or more frequent renewal.
Motor Vehicle Record (MVR) Review
Review each driver's MVR from the state licensing agency at least once every 12 months per 391.25. Document the annual review of driving record and retain in the driver qualification file.
Pre-Trip & Post-Trip Inspections
Drivers must complete pre-trip inspections per 396.13 before operating a CMV and document post-trip vehicle condition reports per 396.11. Carriers must repair reported defects before the vehicle is dispatched.
Systematic Vehicle Maintenance
Maintain a systematic inspection, repair, and maintenance program for each CMV per 396.3. Define inspection intervals, maintain maintenance records, and document all repairs. Retain records for 1 year plus 6 months after vehicle leaves control.
Drug & Alcohol Testing Program
Maintain testing program per 49 CFR Part 382 including pre-employment, random (50% drugs/10% alcohol annual rates), post-accident, reasonable suspicion, return-to-duty, and follow-up testing. Submit annual MIS reports when required.
Driver Qualification File
Establish and maintain a DQ file for each driver per 391.51 containing application, MVR, medical certificate, road test or equivalent, and annual review. Maintain during employment plus 3 years after separation.
CDL Renewal & Endorsements
Track CDL expiration dates for each driver. Renewal intervals vary by state (typically every 4-8 years). Verify endorsements (HazMat, tanker, doubles/triples) remain current. HazMat endorsement requires TSA background check renewal.
Hours of Service Records
Drivers must record duty status using electronic logging devices (ELDs) per 49 CFR Part 395. Motor carriers must review ELD records, address violations, and retain records for 6 months. Monitor 11-hour driving, 14-hour on-duty, and 60/70-hour weekly limits.
Registration & Insurance Renewals
Track USDOT number biennial update, UCR (Unified Carrier Registration) annual filing, MCS-150 biennial update, IRP registration renewals, IFTA quarterly filings, and minimum insurance levels per 387.7.
Fire Extinguisher Inspection
Each CMV must carry a properly charged fire extinguisher per 393.95. Inspect extinguishers at required intervals and ensure proper mounting, accessibility, and charge status during pre-trip inspections.
Accident Register & Recordkeeping
Maintain an accident register per 390.15 containing required information for each DOT-recordable accident. Retain accident records and supporting documents for 3 years. Review accident trends and implement corrective actions.
Regulatory Framework
49 CFR 390 - General
Applicability, definitions, USDOT registration, accident recordkeeping, and motor carrier identification.
49 CFR 391 - Driver Qualifications
DQ files, medical certificates, MVR reviews, road tests, physical qualifications, and disqualifying offenses.
49 CFR 395 - Hours of Service
Driving limits, on-duty limits, rest requirements, ELD mandate, records of duty status, and exemptions.
49 CFR 396 - Inspection & Maintenance
Annual inspections, systematic maintenance, pre-trip/post-trip reports, qualified inspectors, and recordkeeping.
49 CFR 382 - Drug & Alcohol Testing
Testing types, random rates, SAP referral, prohibited conduct, employer and driver responsibilities.
49 CFR 387 - Insurance
Minimum financial responsibility levels for motor carriers of property and passengers.
Software Features for Fleet Compliance
Vehicle Inspection Scheduling
Schedule annual inspections, track inspection history by vehicle, and receive automated reminders before 12-month deadlines expire.
Driver Qualification Tracking
Track medical certificates, MVR review dates, CDL expirations, endorsements, and road test completion for every driver in your fleet.
Drug & Alcohol Program Management
Schedule random testing selections, track pre-employment and post-accident tests, manage SAP referrals, and maintain required records per 49 CFR 382.
Preventive Maintenance
Define systematic maintenance intervals, track repair history, and document all vehicle maintenance with our preventive maintenance software.
Inspection Forms
Complete pre-trip, post-trip, and annual inspections digitally with our inspection software and mobile app.
Training Management
Track driver safety training completion including defensive driving, HazMat awareness, and new driver orientation.
Incident Tracking
Document DOT-recordable accidents, manage investigations, track corrective actions, and maintain the accident register per 390.15.
Mobile App
Complete field inspections, document vehicle defects, and access compliance records from the road with our mobile app.
