Government Compliance

Here at White Glove Carrier Network, we want to make sure everyone in this industry understands important government compliance. For our readers, we have compiled a list.

Mandatory Federal & State Filings

Failure to maintain these will result in immediate compliance issues

Registration Type	Renewal Frequency	Filing Required	Penalty for Non-Compliance
USDOT Number	Every 2 years	✅ FMCSA	Operations shutdown
UCR	Annual	✅ UCR System	Fines up to $1,000
Insurance (Public Liability)	Upon expiration	✅ FMCSA	Authority revocation
Business License	Annual	✅ State/Local	Business closure
BOC-3	One-time	✅ FMCSA	Authority suspension

Record Keeping Requirements

Must maintain but only present during audits/inspections

Document Type	Update Frequency	Storage Period	Format Accepted
Driver Qualification Files	Continuous	3 years	Digital/Physical
Vehicle Maintenance Logs	Each service	12 months	Digital/Physical
Daily Vehicle Inspection	Daily	3 months	Digital/Physical
Accident Reports	As needed	3 years	Digital/Physical
Hours of Service Logs	Daily	6 months	Digital/Physical

Compliance Timeline

Immediate Action Required

• Insurance lapses
• USDOT/UCR renewals
• Business license expiration

Maintenance Records

• Keep current, present when requested
• No immediate filing required
• Subject to DOT audits

Best Practices Color Code

🔴 Critical Compliance (Must maintain active status)

• USDOT Number
• Insurance filings
• UCR registration
• Business licenses

🟡 Important Records (Must maintain, present on request)

• Vehicle maintenance
• Driver qualification files
• Inspection reports

🟢 Good Practice (Recommended but not mandatory)

• Extra copies of documents
• Digital backups
• Compliance calendars

This organization clearly shows which items need proactive attention versus those that require good record-keeping practices.