Some DOT requirements renew every calendar year. Others run on 12-month cycles, making December the perfect time to confirm your compliance.
Use this quick checklist to make sure you’re not rolling into 2026 with loose ends or avoidable violations.
1. UCR Registration (Due December 31)
If you operate as an interstate carrier, Unified Carrier Registration (UCR) is required annually. Registration opens in the fall and must be completed by December 31 to stay compliant. Missing this deadline can lead to on-road enforcement, stop orders, or fines. At US Compliance Services, we can take care of this registration on your behalf. Learn more about this registration, why it’s required, and the consequences of noncompliance.
2. Annual MVRs for Every Driver
Federal Motor Carrier Safety Administration (FMCSA) requires every motor carrier to obtain a Motor Vehicle Record (MVR) for each driver once every 12 months. This must be placed in the driver’s Driver Qualification File (DQF) with notes from your annual review.
A complete annual MVR review includes:
- Updated MVR from every state where the driver holds a license
- Review of violations, suspensions, or restrictions
- Whether the driver remains qualified
This is a common compliance gap for motor carriers, so it’s worth a second look to ensure you’ve met this requirement before January.
3. Annual FMCSA Clearinghouse Queries
Every CDL driver must have a Clearinghouse query completed once every 12 months. In many cases, a limited query is enough to satisfy this requirement. This is one of the most common tasks carriers overlook, especially if they hired drivers mid-year.
To stay compliant, carriers must maintain:
- Proof of the driver’s annual consent
- Proof that the query was completed
Check requirements on the FMCSA Clearinghouse website.
4. Drug and Alcohol Program Year-End Tasks
The end of the year is a good time to verify:
- All random drug and alcohol testing selections were completed
- Your company is set up for new-year testing pools
- Pre-employment drug tests were documented correctly
- Post-accident or reasonable suspicion tests (if applicable) were handled
In addition, all carriers should maintain an annual MIS summary internally. FMCSA only requires you to submit it if you’re selected and receive a request.
5. State-Level Renewals and Permits
Depending on where you operate, you may also need to renew:
- Intrastate Department of Transportation (DOT) registrations
- Weight-distance permits
- State-specific credentials (such as NY HUT or NM WDT)
Requirements vary by state, so it’s smart to check your state DOT or revenue department website before January 1.
How US Compliance Services Helps You Start 2026 Fully Compliant
If you’re unsure whether you’re caught up, or if you already know something slipped, US Compliance Services can help you close compliance gaps quickly.
Carriers rely on us for:
- Digital Driver Qualification File Maintenance: Clean, complete, audit-ready driver files
- Automated Tracking and Reminders: Never miss an MVR, Clearinghouse query, or renewal
- Clearinghouse and MVR Management: We handle queries, reviews, and documentation
- Drug and Alcohol Program Support: Enrollment, random test management, and guidance
- Quick File Reviews: If you’re not sure where you stand, we’ll walk you through it
DOT compliance is an ongoing responsibility, but it doesn’t have to be stressful. If you need help (from real humans) completing your year-end checklist or setting up clean processes for 2026, we’ll walk you through it.
