Fleet Assist guides
U.S. trucking
compliance guides
Learn how to prepare for an FMCSA safety audit, dispute a record through DataQs and respond to a driver’s traffic ticket. Find the steps involved, documents to prepare and links to official sources.
Overview / New entrant safety audits
How does the FMCSA new entrant safety audit work?
New interstate freight carriers face an audit within 12 months. Learn what auditors check, how to prepare, and how the deadline of 15 days affects you.
Read the guide
01 / 7 articles
Safety audits
Learn whether your company needs an audit, which documents to prepare, what can cause a failure and how to respond to the result.
- Safety audits
How does the FMCSA new entrant safety audit work?
New interstate freight carriers face an audit within 12 months. Learn what auditors check, how to prepare, and how the deadline of 15 days affects you.
Read the guide - Safety audits
Does my business need a new entrant safety audit?
A new entrant safety audit can apply even without a CDL. Check your vehicles, the full route of each load, and whose USDOT number you operate under.
Read the guide - Safety audits
What documents do I need for a safety audit?
Prepare driver files, test results, logs, insurance and vehicle records for your safety audit. Keep logs for 6 months and defect reports for 3 months.
Read the guide - Safety audits
What can automatically fail a new entrant safety audit?
Break any one of 16 rules and the audit fails. One case is usually enough; missing logs and annual inspections have a 51% threshold in the records checked.
Read the guide - Safety audits
How do I complete an offsite safety audit?
Send clear copies of what the audit letter lists, by its date, and keep proof. Respond promptly: a refusal notice gives you 10 days to agree to the audit.
Read the guide - Safety audits
What happens if I fail my new entrant safety audit?
You get a written notice and 60 days to fix the problems, or 45 for passenger and hazmat carriers. Send proof in 15 days, or risk being put out of service.
Read the guide - Safety audits
How do I respond to an FMCSA enforcement notice?
A Notice of Claim gives you 30 days to pay, seek settlement or contest. Missing the reply can make the fine final; unpaid fines can stop interstate work.
Read the guide
02 / 3 articles
DataQs
How to challenge errors in inspection and crash records, and what happens during a DataQs review.
- DataQs
How do I dispute a violation on my record in DataQs?
You file in DataQs, and the State that did the inspection decides. From Sept. 13, 2026: three reviews, due in 21, 21 and 45 days. You provide the proof.
Read the guide - DataQs
How do I dispute a crash on my record in DataQs?
The State that reported a crash fixes wrong facts in DataQs, with a first answer in 21 days. Whether it was preventable is a separate FMCSA request.
Read the guide - DataQs
How do I submit and track a DataQ challenge?
Carriers open DataQs from the FMCSA Portal with Login.gov and the DataQs Secure Access role, file against one report, then track it by its ID number.
Read the guide
03 / 3 articles
CDL & tickets
Understand the options after a driver gets a traffic ticket, how a court case works and how a conviction can affect the CDL and your company’s safety records.
- CDL & tickets
Should I fight or pay my driver's traffic ticket?
Paying a ticket counts as a conviction: 3+ years on the driver's CDL record. An inspection violation affects CSA for 24 months. Weigh the costs.
Read the guide - CDL & tickets
How does a driver's conviction affect my trucking company?
A ticket can reach 4 records: the CDL, the State driving record, PSP and CSA scores. Two serious convictions in 3 years disqualify a driver for 60 days.
Read the guide - CDL & tickets
How does fighting a CDL traffic ticket work?
Save your evidence the first day, hire a lawyer in that State, and check every deal: paying a fine or court costs is a conviction. Then go to DataQs.
Read the guide
04 / 5 articles
Drug and alcohol testing
How to run a DOT testing program: random selections, Clearinghouse queries, testing after a crash and helping a driver return after a testing violation.
- Drug and alcohol testing
How do I run a DOT drug testing program?
Give every driver the policy and keep his signed receipt, name a DER on your staff, train supervisors for 120 minutes, and decide refusals yourself.
Read the guide - Drug and alcohol testing
How do I run Clearinghouse queries for my drivers?
Run a full query before a new driver starts and a query on each driver every year. If a limited query finds anything, run a full one within 24 hours.
Read the guide - Drug and alcohol testing
How do I handle random drug testing for my drivers?
Every CDL driver belongs in a random pool. For 2026 the minimum is 50% for drugs, 10% for alcohol. A picked driver must go at once; a no-show is a refusal.
Read the guide - Drug and alcohol testing
Does my driver need a post-accident drug and alcohol test?
Test your driver after a crash if someone died, or if he got a ticket and someone was treated or a car towed. Alcohol within 8 hours, drugs within 32.
Read the guide - Drug and alcohol testing
How does return to duty work after a failed drug test?
Take the driver off duty at once. A SAP sets his treatment. Then come an observed return to duty test, at least 6 follow-up tests and a valid CDL.
Read the guide
05 / 2 articles
Driver files and CDLs
The checks to finish before a new driver takes a load, and what to do when a medical card expires or does not match the State record.
- Driver files and CDLs
What pre-employment screening must a new driver pass?
Five checks come before a new driver's first load, from the signed application to a clear Clearinghouse query. Past employer replies follow within 30 days.
Read the guide - Driver files and CDLs
How do I fix a driver's DOT medical card problem?
A CDL driver may drive only while his State record says certified. Book the DOT physical early and fix a wrong record before the State downgrades the CDL.
Read the guide
06 / 5 articles
Hours of service and ELDs
When an ELD is not required, what to do if it breaks, records unassigned driving or is removed from FMCSA’s list, and how to prevent driving violations.
- Hours of service and ELDs
Which ELD exemption applies to my trucks?
Local drivers within 150 air miles and 14 hours need no log, only a time record. Paper logs are fine up to 8 log days in 30 or in trucks built before 2000.
Read the guide - Hours of service and ELDs
What do I do when my ELD malfunctions?
When your ELD malfunctions, the driver switches to paper logs and tells you within 24 hours. You must fix it within 8 days or ask FMCSA for more time.
Read the guide - Hours of service and ELDs
How do I fix unassigned driving on my ELD?
Find out who drove each unidentified trip. Assign it to that driver, or note why no log covers it. The driver accepts or rejects it. Keep records 6 months.
Read the guide - Hours of service and ELDs
What do I do if my ELD is revoked?
FMCSA gives up to 60 days to replace a revoked ELD. Put drivers on paper logs now, save 6 months of records, then move each truck to a listed device.
Read the guide - Hours of service and ELDs
How do I stop my drivers from getting driving violations?
Driving violations count against your company for 24 months. Write rules for phones, seat belts and load checks, and never book a load that needs speeding.
Read the guide
07 / 4 articles
Truck inspections and repairs
What to do when a truck is pulled over, who may perform its annual inspection, which brake, tire and light defects put it out of service, and how to secure a load.
- Truck inspections and repairs
Who can do my truck's annual DOT inspection?
A qualified inspector needs a State certificate or a year of relevant training or work. Each truck and trailer must pass every 12 months and carry proof.
Read the guide - Truck inspections and repairs
What should I do when my truck is pulled over?
Stop safely, stay in the cab, answer only what you know and send your ELD records. Signing a ticket is not a guilty plea. Never drive out of service.
Read the guide - Truck inspections and repairs
Brakes, tires, lights: what puts a truck out of service?
Only defects marked out of service park a truck, such as 20% bad brakes. Fix those before it moves, fix the rest too, and sign the report within 15 days.
Read the guide - Truck inspections and repairs
How do I secure cargo to pass a DOT inspection?
The combined rating of straps and chains must cover at least half the cargo weight. Learn how many tiedowns you need and when to check them in transit.
Read the guide
08 / 7 articles
Insurance
Choose the truck insurance you need, understand the cost, and check cargo and bobtail coverage. Learn about claims, renewals, certificates and keeping your authority active.
- Insurance
What truck insurance do I need?
Truck insurance starts with liability coverage. Learn the federal minimums and the policies your brokers, lenders and lease agreements may require.
Read the guide - Insurance
How much does truck insurance cost?
ATRI reported liability costs of 10.2 cents a mile in 2024. Learn what affects your quote, how to compare policies and what paying in installments costs.
Read the guide - Insurance
What does motor truck cargo insurance cover?
Cargo insurance pays for lost or damaged freight under the policy terms. Learn about limits, exclusions and your responsibility for the full cargo loss.
Read the guide - Insurance
Bobtail or non trucking liability: which do I need?
Your lease states who buys bobtail or non trucking liability insurance. With your own authority, you may need neither. Check the lease and policy terms.
Read the guide - Insurance
What insurance papers do brokers need from me?
Brokers want a certificate of insurance that matches your FMCSA record. Know the policy, MCS-90 and filing ($750,000 minimum) and fix a mismatch.
Read the guide - Insurance
What if my truck insurance is cancelled or has lapsed?
Your insurer must give 35 days' notice and tell FMCSA. Get new coverage filed before the end date, or your authority is revoked and must be reinstated.
Read the guide - Insurance
How do I handle a trucking insurance claim and renewal?
Report the crash at once and keep one claim file. Acknowledge cargo claims within 30 days, respond within 120, and keep records for renewal and audit.
Read the guide
09 / 1 article
Crashes
What to do in the first hours after a crash: the tests, the evidence, the insurer, the tow and the load.
10 / 1 article
UCR registration
Who must register for UCR each year, what it costs and how to spot renewal letters that charge more than the real fee.
11 / 4 articles
IFTA fuel tax
File quarterly IFTA returns, keep mileage and fuel records that meet audit requirements, prepare for an audit, and renew your license and decals on time.
- IFTA fuel tax
How do I prepare and file my IFTA quarterly return?
File your IFTA return with your base State by the end of the month after each quarter, even with no miles. Late filing can cost $50 or 10%, plus interest.
Read the guide - IFTA fuel tax
How do I get and keep an IFTA license and decals?
Apply to your base State for a license and two decals per truck. Renew by December 31: the January and February grace period requires a filed renewal.
Read the guide - IFTA fuel tax
What IFTA mileage and fuel records do I need to keep?
For IFTA, keep a record of every trip and every fuel receipt for four years. GPS records need readings every 10 minutes in a spreadsheet, not a PDF.
Read the guide - IFTA fuel tax
How do I respond to an IFTA audit?
An IFTA audit checks at least a year of fuel tax returns. Send trip, ELD and fuel records and explain gaps. You have at least 30 days to appeal.
Read the guide
12 / 1 article
Weight-distance taxes
13 / 2 articles
Form 2290 and IRP
- Form 2290 and IRP
How do I file Form 2290 and get Schedule 1?
File Form 2290 by the last day of the month after a truck is first used, and pay up to $550 a year. Schedule 1 comes back as your proof for plates.
Read the guide - Form 2290 and IRP
How does IRP apportioned registration work?
One base State plates your truck for all 59 IRP members and splits the fees by miles. Year one uses average miles; renewals use actual July to June miles.
Read the guide
14 / 1 article
Annual filing and payment deadlines
15 / 4 articles
Operating authority
- Operating authority
How do I get an MC number and operating authority?
Apply in FMCSA's Motus system and pay $300. Your authority becomes active only after 10 days for protests, once your insurance and BOC-3 are on file.
Read the guide - Operating authority
How do I get a USDOT number, and is it free?
You need a USDOT number to haul across State lines in a truck rated at 10,001 pounds or more. FMCSA lists no fee for it; the $300 is for authority.
Read the guide - Operating authority
What is a BOC-3 and how do I file it?
A BOC-3 names your process agents in all 48 States. An agent company files it, your authority needs it, and you refile at once if the agent quits.
Read the guide - Operating authority
When must I update my MCS-150, and what if I miss it?
Update your MCS-150 every 24 months, in a month set by your USDOT number, or the number can be deactivated. How to file in Motus and get active again.
Read the guide
16 / 1 article
Your first 90 days with new operating authority
17 / 1 article
How safety scores affect load access
18 / 2 articles
Amazon Relay
- Amazon Relay
What are the Amazon Relay requirements, and how do I apply?
Amazon Relay requires authority active 180 days, safety scores under its limits, low violation rates and $1M auto liability. Check your record and apply.
Read the guide - Amazon Relay
How do I keep my Amazon Relay account and performance score?
Amazon grades your last six weeks of loads and keeps checking CSA scores, violation rates and insurance. Exceed a safety limit and you may lose access.
Read the guide
19 / 3 articles
Finding loads
- Finding loads
Where do I find loads: load board, broker or shipper?
Load boards list loads, brokers arrange transport for shippers, and shippers hire you directly. Compare their requirements, payment terms and roles.
Read the guide - Finding loads
Can I find loads before my MC authority is active?
No load can move until your MC authority is active, at least 10 days after FMCSA publishes it. See what to set up now and what must wait for activation.
Read the guide - Finding loads
Which load board is best for my truck and lanes?
The best load board shows usable loads on your lanes. Plans cost $35 to $339 a month. Test one first, and count what each extra load leaves after costs.
Read the guide
20 / 4 articles
Dispatch: do it yourself or hire it out
- Dispatch: do it yourself or hire it out
Should I self-dispatch or hire a dispatcher?
Self-dispatch costs you hours; a dispatcher costs a fee, often 3% to 8% of gross. Divide the fee by the hours it frees to see what it must earn back.
Read the guide - Dispatch: do it yourself or hire it out
How does a dispatch service for owner-operators work?
A dispatcher books loads under your operating authority and a written agreement. You approve each load. Your company pays the dispatcher.
Read the guide - Dispatch: do it yourself or hire it out
How does a box truck dispatch service work?
Box truck and straight truck dispatch for $599 per active truck per month. We match loads to your payload, equipment and driving hours.
Read the guide - Dispatch: do it yourself or hire it out
How much does a dispatch service cost?
Dispatch services charge a percentage per load or a flat fee per truck. Check the base for the percentage: $799 a month equals 5% of $15,980 in revenue.
Read the guide
21 / 1 article
Dispatch services
Check whether a dispatch service works for you as your agent or acts as a broker, and what that means for your loads and your money.
22 / 3 articles
Brokers
Check a broker before you take a load, recognize double brokering and collect an invoice a broker has not paid.
- Brokers
How do I check a broker before taking a load?
Check broker authority, the $75,000 bond, the phone number FMCSA lists and the rate con before you book. A clean record still does not promise payment.
Read the guide - Brokers
How do I spot and avoid double brokering?
Double brokering leaves you hauling for a middleman who never pays. Call the real broker on a number you look up yourself and match the BOL before loading.
Read the guide - Brokers
How do I collect an unpaid broker invoice?
Fix the paperwork, demand payment in writing, then claim on the broker's $75,000 bond. After a broker fails, the bond takes claims for only 60 days.
Read the guide
23 / 2 articles
Non-CDL & power only
Find freight that fits a box truck, a van or a pickup with a trailer, and haul power-only loads using another company’s trailer.
- Non-CDL & power only
How do I find the right loads for a non-CDL truck?
A non-CDL truck must stay under 26,001 pounds in both rated and actual weight. Match loads to its payload, confirm details in writing and count every mile.
Read the guide - Non-CDL & power only
How do I run power only loads?
Power only means you pull a trailer you do not own. Read the interchange agreement, check its yearly inspection, and photograph it at pickup and drop.
Read the guide
24 / 2 articles
Breakdowns & towing
Arrange help when a truck breaks down far from home, and dispute a tow bill when the tow company holds your truck.
- Breakdowns & towing
What do I do when my truck breaks down far from home?
Make the driver and truck safe, pick a roadside repair or a tow, check the shop, approve a capped estimate in writing and count what each day down costs.
Read the guide - Breakdowns & towing
How do I dispute a tow bill and get my truck back?
Get the police tow record and an itemized bill, check each line against your ELD and photos, count storage by the day, then pay under protest or dispute.
Read the guide
25 / 2 articles
Repair bills
- Repair bills
How do I check a truck repair estimate and invoice?
No federal rule sets truck repair prices. Get a written estimate, approve extra work before it starts, and check the invoice line by line before you pay.
Read the guide - Repair bills
Should I repair, overhaul or replace my truck?
Compare repair, overhaul and replacement by cost per year over the time you will keep the truck, using its repair history and what a shop day costs you.
Read the guide
26 / 1 article
Preventive maintenance
27 / 1 article
Adding or selling a truck
28 / 2 articles
Cost per mile
- Cost per mile
What is my real cost per mile, and what rate do I need?
Add every bill, your own pay included, and divide by real ELD miles. Divide by loaded miles too: that break-even rate is the lowest rate you can take.
Read the guide - Cost per mile
How do I track profit and loss for each truck?
One sheet a month for each truck: the loads it hauled, its own costs and a fixed share of shared costs. Judge a truck on three months or more, not one.
Read the guide
29 / 2 articles
Driver pay and working under another carrier’s authority
- Driver pay and working under another carrier’s authority
How do I pay my driver and explain each settlement?
Pick a pay model, define the miles and extras, check each week against the $7.25 minimum wage, and support every settlement line with a document.
Read the guide - Driver pay and working under another carrier’s authority
How do I lease an owner-operator onto my authority?
A lease with an owner-operator must state the pay, list every chargeback, pay within 15 days of the paperwork and return any escrow within 45 days.
Read the guide
General information, not legal advice.