7 DOT Compliance Mistakes Costing Carriers Money in 2026 (and How to Fix Them)

Compliance issues can do more than trigger a roadside inspection. They can pull a truck out of service, interrupt operations, add administrative work, and raise questions for brokers reviewing a carrier.

In 2026, it’s especially important to keep records accurate and easy to verify. FMCSA’s enhanced Safety Measurement System (SMS) methodology reorganizes BASICs into “compliance categories.” For certain categories, it calculates a percentile only when a carrier has a roadside violation within the previous 12 months. That is not the same as saying every safety record has a 12-month lookback. Check FMCSA’s SMS site and methodology updates for current information.

Here are seven common DOT compliance mistakes, and practical ways to reduce the risk.

1. Treating ELD records as a set-it-and-forget-it task

An electronic logging device (ELD) can record driving time, but it can’t catch every problem in a carrier’s hours-of-service (HOS) process. Unassigned driving, incorrect edits, missing supporting documents, and unresolved device malfunctions can all lead to trouble during an inspection.

How to fix it: Review logs regularly, not just when a driver reports a problem. Match ELD records against dispatch information and supporting documents, and follow up on exceptions promptly. Make sure drivers know how to transfer records and what to do if an ELD malfunctions. FMCSA’s ELD checklist for carriers provides more detail, including recordkeeping requirements.

2. Letting driver qualification files or medical certificates lapse

A missing document or an expired qualification can create preventable problems when a driver file is reviewed. Driver qualification files generally need items such as an employment application, safety-performance history, a road-test record or equivalent, and required motor vehicle record reviews. Requirements can vary with the driver and operation.

Medical qualification deserves its own calendar reminder. A missed expiration or a delay updating records can affect whether a driver is qualified to operate.

How to fix it: Keep a separate checklist for each driver. Track expiration and review dates, confirm required records are present, and follow up before a document expires. Use FMCSA’s Driver Qualification File Checklist and applicable regulations to confirm what applies to your operation.

3. Missing drug and alcohol testing or Clearinghouse steps

A compliant testing program involves more than arranging tests. Employers must complete required pre-employment and annual Clearinghouse queries, keep query records, and make required reports. Using a service agent can help with administration, but it does not remove the employer’s responsibility.

One detail often causes confusion: 24 hours is not a general deadline for all Clearinghouse reports. If an annual limited query shows information, the employer must conduct a full query within 24 hours. If the full query is not completed in time, the driver cannot continue safety-sensitive work until the required query confirms there is no prohibition. Other reporting deadlines differ: for example, specified employer reports are generally due by the close of the third business day, while MRO reporting has separate timelines. Review 49 CFR § 382.701 and § 382.705.

How to fix it: Use a written calendar for queries, testing, follow-up items, and reporting. Keep an audit trail, including query confirmations and communications with your testing provider.

4. Missing IFTA filing deadlines or keeping incomplete mileage records

A missed International Fuel Tax Agreement (IFTA) return can create follow-up work and disrupt routine operations. Errors can also happen when fuel receipts, jurisdiction miles, or trip records are incomplete or don’t match.

IFTA returns are generally due at the end of the month after each quarter. The regular deadlines are April 30, July 31, October 31, and January 31 for the fourth quarter. If a deadline falls on a weekend or legal holiday, the next-business-day rule may apply; check with your base jurisdiction.

How to fix it: Reconcile mileage and fuel records throughout the quarter instead of trying to rebuild them at filing time. Set reminders well before each due date, review calculations, and save the return and payment confirmation. If you use IFTA filing services, make sure the provider has complete, timely records and that someone confirms each submission was accepted.

5. Failing to document inspections, repairs, and maintenance

A repair that was completed but not documented can be difficult to verify later. Missing inspection records, unresolved defects, or incomplete corrective-action notes can create issues during an audit or roadside inspection.

FMCSA’s enhanced SMS methodology also separates some vehicle-maintenance issues into different compliance categories, including one for items a driver could observe during a walk-around. That makes it useful to treat pre-trip checks and shop maintenance as connected but distinct parts of a safety process.

How to fix it: Keep inspection and maintenance records organized by vehicle. Record reported defects, repairs, annual inspections, and the date a vehicle was returned to service. Make sure drivers know how to report problems and that out-of-service defects are addressed before the vehicle goes back on the road. Review the applicable Part 396 requirements.

6. Ignoring errors in SAFER or SMS records

Carriers sometimes assume that profile information updates automatically or that an inspection detail is too minor to check. But inaccurate company details, vehicle counts, crash information, or inspection records can raise questions when a broker or shipper checks a carrier’s safety information.

The SAFER Company Snapshot provides carrier identification details, a safety rating if one exists, roadside inspection summaries, and crash information. SMS data is used for safety monitoring and prioritization; an SMS percentile is not the same as an FMCSA safety rating or a standalone finding that a carrier is legally unfit.

How to fix it: Review your SAFER and SMS information on a regular schedule. If you find a data issue, gather the supporting documents and use the appropriate FMCSA process, such as DataQs, when applicable. Save dated copies of your reviews and any correction requests.

7. Assuming safety records won’t affect freight opportunities

Brokers and shippers may review a carrier’s safety information as part of their selection process. The Supreme Court’s 2026 decision in Montgomery v. Caribe Transport II, LLC allowed a negligent-selection claim against a broker to proceed despite a federal preemption argument. The Court did not set a universal CSA-score cutoff or decide that any particular carrier was negligent. Still, the decision makes it more important for brokers to document reasonable vetting, and for carriers to keep their records accurate and ready to review.

How to fix it: Carriers should check that their authority, insurance, safety rating, inspection history, and other public information are current. Brokers should use consistent screening criteria, review reliable records, and document the information and reasoning behind a carrier decision. FMCSA’s free Company Snapshot is one place to start.

Make compliance a routine, not a scramble

A simple monthly review can help catch problems early: check HOS exceptions, driver file dates, Clearinghouse tasks, IFTA records, vehicle maintenance documents, and SAFER/SMS information. Keep a record of what was reviewed and what follow-up is still needed.

V&P Global provides dispatch, carrier management, compliance, and administrative support to help trucking businesses stay organized and focus on daily operations. If you need help coordinating back-office work, reach out to our team and we'll walk through what your operation needs.