Is your company being audited for DQ file compliance? The good news is that DriverReach’s robust system can help you quickly and efficiently respond to a request for DQ file audit information. When you and your colleagues diligently keep your stage and your hired driver lists current within the DriverReach system, responding to an auditor with well-organized files is a snap. Read on to find out how to provide an accurate list of hired drivers and how to provide more detailed files for a specific driver within the DriverReach platform.
Audit Stage 1: Provide an Accurate List of Hired Drivers
Typically, audits begin with a request for a list of all of a company’s active, hired drivers. As with any audit, it’s best to give the auditor exactly what is asked for–nothing more and nothing less. You can easily provide a list of drivers requested by following the steps below.
Step 1
Starting on the Dashboard, click on the Applicants & Personnel tab on the left side of the blue navigation bar at the top of the screen.
Step 2
Click on the white Hired Drivers button located along the top of the screen just underneath the blue navigation bar.
Step 3
To organize your hired drivers list by hire date, simply click on the pale gray down arrow next to the “Hired Drivers” column header.
Step 4
Clicking the checkbox next to a driver’s name will include that driver in the list; unclicking it will exclude the driver. If you find that the driver stages in your list have not been kept current by those within your company, you’ll want to make sure only active hired drivers are selected before you scroll to the bottom of the list and select “Export to CSV” on the lower right side of the hired drivers table.
Step 5
The CSV file export is a table that you can customize to show only the columns of information requested by the auditor. Once the necessary columns of data are visible for each driver, the file may be saved and sent in a digital format if you have the means to securely share electronic files, or you may simply print a hard copy of the document for the auditor.
Audit Stage 2: Provide Files for a Specific Driver
Many times, auditors who receive a well-organized list of a company’s active hired drivers in a timely manner may not even move into stage 2 of a typical DQ file audit. If an auditor does want to see more detailed information, he or she will typically follow-up with a request for data about specific drivers. The requested data may include the original application and last application received, three years of VOE data from the date of hire, the most current DOT physical, various background check reports such as an MVR, PSP, or CDLIS, drug and alcohol screening information, and limited query release forms. DriverReach helps lessen the fear inherent in the audit process by making it easy to gather this data quickly and to present it in an organized, professional format that is easy to share.
Before you begin, please note: All documents in a .pdf or image file (.jpeg or .png, etc.) format can be included in a DQ print file to be shared with an auditor. If a file is in another format, such as .csv or .docx, one option is to save a version of the file as a pdf or image file within the driver’s record before beginning this process so that it can be included in the DQ print file. A second option is to either print these file types separately or save them separately to share them with the auditor in addition to the DQ print file.
Step 1
For example, let us say that one of the drivers an auditor has requested detailed information about from our example company, 123 Trucking, is Zach Tollway. Building a DQ file containing all requisite information is a snap in the DriverReach platform. Once complete, you may either print this file or submit it to the auditor electronically if you have a secure channel available for doing so. Our first task is to double check the driver’s date of hire, which we can quickly do by clicking on the blue “Hired” label next to “Current stage” in the upper right hand corner of the driver’s profile.
Step 2
A pop-up window will appear listing the official hire date for the driver. Making a note of this date is imperative, as many of an auditor’s requests depend upon it. For example, auditors typically ask for three years of VOE data from the date of hire. It’s important to send the auditor exactly what is requested–no more and no less. Zach Tollway’s hire date is 09/23/2020. With that information, we can move on to creating a custom file for the auditor.
Step 3
From within the driver’s profile, click on the gray “DQ File” tab on the left side of the window.
Step 4
Click on the white “Print DQ File” button located right underneath the tab title.
Step 5
In this case, the auditor requested the driver’s original application as well as the most recent application. Only the boxes next to those applications are checked in the image below, and we have unchecked inapplicable files. When completed, our DQ printable file will only contain checked documents.
Step 6
When the boxes next to the correct application documents have been selected and all other boxes are unchecked, it will be time to move to Mr. Tollway’s VOE documentation by clicking on the gray “VOE printable version” tab along the left side of the pop-up "Print DQ File" window.
Step 7
Once on the “VOE printable version” tab, we will continue to follow our auditor’s request to the letter. The request was for VOE documents that pertain to the three years preceding this driver’s date of hire, which was 09/23/2020. As you can see in the image below, VOE documents from 2014, 2015, and 2016 should not be included in this file, and the boxes next to those files have been unchecked. Only documents from 2018 and 2020 have been selected, as those are the only files that fall within the three-year time frame.
Step 8
Next, we will move on to the “DOT physical” section by clicking on that tab along the left side of the "Print DQ File" pop-up window. Auditors typically request a driver’s most recent DOT physical; the box next to the appropriate file has been checked below so it will be included in the DQ file. The other file is not necessary, so we have unchecked the box next to that document.
Step 9
An auditor may request specific background check reports such as CDLIS or MVR. Background check reports can be found on the tab of the same name located along the left side of the “Print DQ File” pop-up window. If a company has them available, PSP files may also be an optional submission. Zach Tollway’s most recent MVR as well as his PSP have been selected in the example below.
Step 10
If the auditor has requested any drug and alcohol screening information, it is found on the “Full Annual Drug & Alcohol Query Result” tab located along the left-hand side of the “Print DQ File” pop-up window. In the example below, the auditor requested Mr. Tollway’s most recent screening report, and we have selected that by checking the box next to the document.
Step 11
The “Limited Query Release Form” tab along the left-hand side of the “Print DQ File” pop-up window provides access to any limited query release forms that may be requested by the auditor. Again, it is important to check the box next to any document that is to be included in the DQ file for printing and uncheck any boxes next to documents that should not be in the final file.
Step 12
Once you feel satisfied with your checkbox selections on each tab section of the DQ print file pop-up window, you may click the blue “Print” button in the lower right-hand corner to create your custom DQ file for the auditor.
Step 13
Congratulations–now that your DQ print file contains all requested documents, it is ready to submit to the auditor! You may wish to print it out or share it securely as a digital file. Remember to separately print or save any pertinent files in formats other than .pdf, .png, or .jpeg so that you can provide the auditor with a complete list of requested documents. The first page of Zach Tollway’s well-organized and easy to read DQ print file can be seen below; the entire file is 70 pages long. DriverReach’s DQ print file simplifies the audit process, collecting all requested .pdf or image file information in one neat document that is easy to share and easy for the auditor to understand.
