Starting a trucking company or going solo as an owner-operator? Use this simple checklist to launch a compliant USDOT operation in 2025: URS/MC authority, BOC-3, UCR, DOT drug & alcohol testing, FMCSA Clearinghousequeries, HOS/ELD, insurance, and the New Entrant Safety Audit.
Need a turnkey drug & alcohol program?
Join our DOT consortium (C/TPA) • Enroll now • FAQ • About XcelScreen
Step 1 — Get your USDOT number (and MC operating authority if needed)
Apply via FMCSA’s Unified Registration System (URS). URS determines whether you need just a USDOT or also MC authority (for-hire carriers).
Tip: Keep your legal name/DBA consistent across URS, insurance, and UCR to avoid delays.
- Internal help: see our Services for compliance setup.
- When you’re ready to roll, register with our consortium for same-day proof.
Step 2 — File BOC-3 (process agent) and register UCR
- BOC-3: Designate a process agent in each state (most carriers e-file through a service).
- UCR: If you operate interstate (or handle interstate commerce), complete Unified Carrier Registration annually.
Step 3 — Set up your DOT drug & alcohol testing program (Part 40 / Part 382)
Two rule sets apply:
- 49 CFR Part 40 = how testing is performed (collection, lab, MRO).
- 49 CFR Part 382 = who must be tested and when (pre-employment, random, post-accident, reasonable suspicion, RTD).
Owner-operators: the fastest path is joining a DOT drug testing consortium (C/TPA). We manage the random testing program, notifications, lab/MRO, and record-keeping so you’re audit-ready.
See our consortium services • Enroll now
Step 4 — FMCSA Clearinghouse (queries & reporting)
- Pre-employment: Run a full query with the driver’s electronic consent before any safety-sensitive work.
- Annual: Run a query every 12 months for each active CDL driver.
- Reporting: Employers/C/TPAs and MROs must report qualifying violations and RTD milestones.
- Heads-up: Drivers in “prohibited” status face CDL/CLP downgrade until they complete RTD.
Need help? We handle pre-employment and annual queries inside our consortium and keep your records organized.
Step 5 — Hours of Service (HOS) & ELD
- HOS: Max driving/on-duty times and rest periods live in 49 CFR Part 395.
- ELD: Most drivers who must keep RODS need an ELD (limited exceptions apply).
Train your team on personal conveyance and short-haul exceptions to avoid citations.
Step 6 — Insurance & safety files
- Secure required financial responsibility (insurance) based on your operation.
- Build the safety file now: driver qualification, vehicle maintenance, accident register, and drug & alcohol records (random selections, results, MIS if applicable).
Step 7 — New Entrant Safety Audit (first 12 months)
FMCSA will audit your safety management controls. Automatic failures include no drug/alcohol testing program and no random testing program. Keep proof handy: random selection notices, test results/MRO, Clearinghouse queries, HOS/ELD logs, inspections, and supervisor reasonable suspicion (60/60) certificates.
Quick launch checklist
- Register USDOT in URS; add MC if for-hire
- File BOC-3; complete UCR if interstate
- Put DOT drug & alcohol testing in place (join a consortium if owner-operator)
- Create Clearinghouse account; run full pre-employment and annual queries
- Configure HOS/ELD; train on exceptions
- Bind insurance; build safety files
- Prepare for the New Entrant audit
Start in minutes: Enroll now • Browse Services • Read the FAQ • Learn About Us
FAQ
Do owner-operators have to join a consortium?
Yes. Owner-operators are both employer and driver; the simplest way to meet random testing and reporting is through a C/TPA consortium. Enroll here.
When do I run Clearinghouse queries?
A full query before hire; a query every 12 months for each active CDL driver. We automate reminders in our consortium.
What causes new entrants to fail the safety audit?
No drug/alcohol testing program, missing random program, poor HOS/ELD logs, and incomplete records are common issues. Our FAQ covers how to avoid them.
How To
How to get compliant fast (10–20 minutes):
- Create your Clearinghouse employer account.
- Join the DOT consortium to activate randoms and testing support.
- Run the pre-employment full query before safety-sensitive work.
- Add drivers, store records, and schedule tests as needed.
