Whether you're new to trucking or a seasoned driver, it's always handy to know what documentation you should always have with you.
The Federal Motor Carriers Safety Administration requires carriers and drivers in the trucking transportation industry to have a number of documents with them at all times. The FMCSA allows the use of electronic record keeping as long as the "documents accurately reflect the required information and can be used for their intended purpose." Some of the required documents include:
- State driver’s license or commercial driver’s license (CDL)
- Medical Examiner’s Certificate or waiver and Skill Performance Evaluation Certificate (if applicable)
- Record of duty status - paper logs allowed if exempt from an electronic logging device (ELD)
- Vehicle registrations for the truck or tractor and trailer (if applicable)
- Periodic inspection document for all vehicles being operated
- Shipping papers or bills of lading
- Any receipts obtained throughout the trip
- Information required for hazardous materials being
transported (e.g. shipping papers, permits, route plan, etc., if applicable)
- Proof of insurance must be carried in all vehicles
- All foreign motor carriers must carry proof of liability insurance endorsement (e.g., Form MCS-90)
- For Mexico-domiciled motor carriers authorized to operate in the U.S.-Mexico commercial zones and municipalities – Proof of insurance must show effective date and expiration date of insurance coverage
- For Mexico-domiciled motor carriers authorized to operate in the U.S.-Mexico commercial zones and municipalities – Certificate of Registration (MX Certificate)
- If required by the state – Proof of International Fuel Tax Agreement (IFTA), International Registration Plan (IRP) and/or Heavy Vehicle Use Tax
Fleet management companies like Blue Ink Tech makes uploading and storing necessary documents easy and at your fingertips. Carriers can upload documents from their desktop and drivers can do the same from their phone or tablet.
1. From your phone, login to the Blue Ink Tech app.
2. From the menu on the home screen, find "documents" and click or touch with your finger.
3. At the bottom of your screen you will see a green circle with a white plus (+) sign and tap.
4. At the top of your screen tap document type and use the menu at the bottom to choose which type.
Carriers can also help their drivers out with documentation by uploading it from the office, which syncs to each driver's phone. If drivers need permits, vehicle registrations or other documents they may have forgotten getting it to them is easy.
1. Login to your Blue Ink Tech account.
2. In the blue bar at the top of the screen click on "Documents" and then click, "Other."
3. On the right hand side of your screen click "Upload Document."
4. Select the type of document you want to create from the drop-down menu and the truck associated. Then click the blue button at the bottom that says, "Create."
5. Click on the three black dots on the right hand side of your screen and choose, "Add Pages to end..."
6. Pick which documents you want to add to this driver's account and click, "Upload."
For more information on the FMCSA's Driver Qualification File Checklist take a look below.