Driver Hiring

Finding the Best Drivers Faster

Managing DOT Driver Applicant & Hiring Processes

It's no surprise - fleets are focused on hiring and retaining good drivers. With sign-on bonuses averaging $7,000, the cost to replace a fully trained driver exceeding $10,000, the risk of productivity losses, and a national driver shortage — fleets need to hire right the first time. Inaccurate and insufficient applicant information wastes time and money. Incomplete files increase the risk of accidents and audits.

Encompass provides:
  • Hiring checklists to ensure you don't miss any company or DOT-required information

  • Tracking of previous employment history requests

  • Online repository of background checks like MVRs, SPHRs, and more

  • Online, customizable DOT application forms

Encompass eliminates the hiring paper shuffle. Applicant data is automatically transferred to the Encompass back office so you can manage the entire process digitally — from conducting background investigations and inquiries to managing your pre-qualification checklist.

Use Encompass to decrease costs by standardizing the hiring process, eliminating redundant tasks, and ensuring your fleet complies with all DOT hiring requirements and paperwork.

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Laptop and phone

Online Driver Applicants & Applications

Use Encompass to automate and streamline your online driver application process.

  • Set up customized driver applicant screening criteria 
  • Create customized driver applications to post on your website and jobsites
  • Capture digital signatures with online consent
  • Store unlimited applications 

Safety Performance History Requests

Stay on top of SPHRs with alerts and notifications of missing or due forms, as well as other required documentation. You can print SPHRs for new and previous employees and document your actions, requests and responses.

Motor vehicle inspection report

Motor Vehicle Reports (MVRs)

Encompass helps you comply with new hire and annual Motor Vehicle Reports (MVRs) by providing alerts and notifications of pending MVRs that must be done. MVRs are searchable and can be uploaded and stored indefinitely. Encompass improves MVR compliance by automating the generation of the required forms for submission and certification.


While some companies will automatically deny incomplete applications, consider discussing them with the driver. If the applicant's responses are adequate, you can allow the driver to update the application. Be sure to document what was updated. With the shortage of drivers, you never want to miss the opportunity to hire a good driver. 

The regulations for required background investigation are found in the Federal Motor Carrier Safety Administration (FMCSA) regulations at §391.23. They require that you:

  • Get a motor vehicle record (MVR) from each state the driver was licensed in over the previous three years, and 
  • Perform a safety performance history (SPH) check with all DOT-regulated employers the applicant has worked at during the previous three years

It’s best practice to identify gaps in employment including periods of unemployment and self-employment. Any gap over 30 days should be investigated. While this is not directly required in the regulations, it’s the kind of activity that can keep you from hiring a driver that you really don’t want to hire. Drivers that are trying to hide a previous employer will:

  • Omit the carrier from the employment history, leaving a gap;
  • Shift employment dates at the surrounding employers to hide the period the driver was employed at the carrier; or 
  • Claim they were self-employed during the time they were at the carrier.

To find out if this is the case, spot and “close” the gaps in the driver’s employment record by:

  • Having the driver provide unemployment records, such as filing records or payment receipts
  • Verifying the dates of employment at all past employers
  • Obtaining tax or business records, or supplier/vendor contacts, if the driver claims they were self-employed or “working for cash."

Regulations require that a driver complete a road test with your company and be issued a certificate of road test (see §391.31) before operating a commercial vehicle for your company. 

There are alternative options to doing the road test:

  • Driver presenting you with a CDL operator’s license 
  • The driver presents you with a road test certificate from a previous or current employer (see §391.33 for more information on acceptable equivalents). 

However, as driving is the highest-risk activity your drivers are involved in and has the highest consequences, it is a best practice to conduct your road tests rather than accept one of the equivalents. 

Build Your Compliance Knowledge

Expand your safety library with free J. J. Keller resources. Over 200 years of collective experience and education — that's the J. J. Keller difference.

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