A Simple DOT File Organization System

Introducing the Progressive Reporting Agency

Half of any task is planning and organization. Chris Vernon, who recently returned from a deployment to Afghanistan as an Engineer Company Commander, took some of his organizational skills from his business and military experiences to form the Progressive Reporting Agency.

Progressive Reporting Agency is a DOT compliance service bureau based in Midvale, UT, dedicated to helping companies with DOT regulated trucks and drivers.

Organized for Success

One of their products is an Audit Assistance Package consisting of a series of nine folders. Each folder has a checklist printed on the jacket as to what the folder must contain. Additional forms are available for download.

Progressive’s 9 Folder system:
1. General Company Documents
2. Insurance
3. Accident Register
4. Driver Qualification (DQ) File
5. Drug &Alcohol Testing
6. Record of Duty Status-RODS (Log Books)
7. Maintenance – Tractor
8. Maintenance – Trailer
9. Maintenance Plan

General file jacket

“DOT Audit preparation is critical.  We have a proven system that is an easy to follow DOT Audit Checklist that has nine folders, including a folder with everything you need for your driver qualification files, helping ensure you have all the required documentation organized and ready for your DOT Safety Audit.”  Progressive Reporting Agency

Over the years in visiting and talking to transportation business owners or their staff, I have seen literally an “all or nothing” attitude with their DOT paperwork. Getting organized is the first step to getting it done.

It’s not only the DOT that may want to see your files and paperwork. Insurance companies also have a right to inspect your files as well . . .

For more information:

Progressive Reporting Agency
7304 S 300 W, Ste 201
Midvale, UT 84047
Email info@progressivereporting.com

Thank you for reading this.

Disclaimer: Reference to any specific product, process, or service by trade name, trademark, manufacturer, company name or otherwise does not constitute or imply its endorsement, recommendation, or favoring by the author or a guarantee of any specific results. This blog is for informational purposes only. Thank you. 


Help! Threatening phone calls and UCR emails . . .

Recent UCR email from a “Service Bureau”

Q. We’re getting swamped with threatening phone calls and emails . . . If we’re strictly ‘intrastate,’ do we have to sign up for UCR?

Unified Carrier Registration or “UCR” http://www.ucr.in.gov/ is required by the federal UCR Agreement. If you operate a truck or bus (as a motor carrier or “private motor carrier”) in interstate (or international) commerce you need to register and pay an annual fee based on the number of your “interstate” vehicles (power units). Companies operating in interstate (or international) commerce solely as brokers, freight forwarders or leasing companies are required to register and pay the minimum flat fee.

What types of vehicles in interstate operations require UCR Registration?

All interstate “power units” (trucks/tractors/buses/mini-buses) are included, if the vehicle:

  1. has a gross vehicle weight rating (GVWR) or overall gross vehicle weight of at least 10,001 pounds, whichever is greater;
  2. is designed to transport more than 10 passengers, including the driver; or
  3. is used in transporting hazardous materials in a quantity requiring placarding.
The UCR fees are based on the number of commercial motor vehicles you reported on your last MCS-150 form (for US DOT Number registration) or the total number of commercial motor vehicles owned and operated for the 12-month period ending June 30 of the year immediately prior to the year for which the UCR registration is made. This includes owned and leased vehicles (with a term of lease for more than 30 days).


Key UCR Points

The UCR applies to all states in the continental United States and the provinces of Canada (if a Canadian carrier travels in any of the lower 48 states, then UCR is required).

Roadside enforcement of UCR requirements starts Jan. 1 each calendar year.

Renewals commence during the last quarter of the calender year.

Registrations expire on Dec. 31 of the registration year.

Register online for UCR at http://www.ucr.in.gov/ . This is a federal website (down from Nov 10th Midnight till Nov 11th 3:00 PM, 2012). If your state is part of the “Agreement,” it may send out a registration form to register by mail.

What are the 2013 UCR fees?

Fleet Size
(Excluding Trailers)
Fee Per Company
0 – 2 $76.00
3 -5 $227.00
6 – 20 $452.00
21 – 100 $1,576.00
101 – 1,000 $7,511.00
More than 1000 $73,346.00

Brokers, freight forwarders or leasing companies are required to pay a fee of $76.

Do I need to register through a “Service Bureau” or permitting agent?

A third-party Service Bureau or permitting agent is not required for your UCR registration. You may register directly with the UCR at the UCR website http://www.ucr.in.gov/  It may take several months, however, from the time of registration for the UCR system to be processed, so like any government agency interaction, to avoid later fines, be sure to keep good records.

Online payment must be made by either credit card or e-check. Log in and follow the step-by-step instructions. There is a $3.00 transaction fee charged for each filing. Additionally, if paying by credit card (Visa or Mastercard), you will need to pay either a 2.5 percent processing fee, or if paying by e-check, a $1.00 transaction fee.