Complete Compliance Programs (40.3 CFR)

Pro-Logic Compliance’s (PLC) primary objective is to provide every company with the best support and knowledge of any and all compliance programs that pertain to that it. We keep up to date with all new regulations. We provide complete compliance services for FAA, USCG, FRA, FMCSA, FTA, PHMSA, NHTSA, HMR, and OST. We also provide services for Intrastate and Interstate motor carriers.

At Pro-Logic Compliance, we keep all files in a complete audit-ready, web-accessible filing system.  Our new cloud-based software enables a company’s designated officials to view and print all of their company’s related DOT documents. These files are kept strictly confidential and under HIPPA-compliant security.

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Drug & Alcohol Compliance Services

Pro-Logic Compliance provides complete Drug & Alcohol Compliance services for your company in numerous ways.  We will set-up all Collection Sites, each with a chain of custody that is designed to meet your company’s needs.  We will ensure that every specimen collection is completed and reported correctly.  All procedures will follow FMCSR as well as your drug- and alcohol-free company policies.

MedDirect Partnership

Pro-Logic Compliance and MedDirect have teamed up provide Drug & Alcohol Compliance services to better meet your company’s needs. Therefore, we will report your bi-annual summaries, scientifically select your randoms, and report all DOT drug tests through our MRO, Gary Griffin, DO.  A Medical Review Officer is a licensed physician responsible for receiving and reviewing laboratory results generated by an employer’s drug testing program and evaluating medical explanations for certain drug test results.

Certified Collection Sites

Pro-Logic Compliance has a certified Collection Site and we use MedDirect as a C/TPA (Consortium / Third Party Administrator). Our Laboratory is ATN, which is certified by DHHS and NLCP.  Pro-Logic Compliance’s Collection Site administers all of the following tests: pre-employment, random, reasonable suspicion / cause, post-accident, return-to-duty, and follow-up.  We also administer tests to DOT, Non-DOT, and Commercial Industrial requirements.  The possible results for these tests are as follows: negative, negative-dilute, and rejected for testing (with remarks for reasons why), positive (with what drugs or metabolite was found), Positive dilute (with what drugs or metabolite was found), Adulterated, substituted, or invalid result. 

Trainer-Certified Officials

Pro-Logic Compliance can refer Substance Abuse Professionals and will assist in getting follow-ups done when required. It is a DOT regulation that all employers of a safety sensitive function must promulgate a Drug and Alcohol policy that instructs all drivers of a safety sensitive function of the penalties and consequences of using a controlled substance.  Our safety officials are trainer-certified and will also be listed as Supervisory-Trained company members that will assist in the procedures relating to Reasonable Suspicion drug and alcohol testing.  This will ensure all of your drivers have been instructed of their rights and the correct related documentation will follow to cover your company in the event of any litigation proceedings. All companies that employ persons performing any safety sensitive function are required to have qualified supervisors trained with certifications to cover your required reasonable suspicion company drug and alcohol policy.

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Driver Qualifications Files (391 CFR)

At Pro-Logic Compliance, the Driver Qualification Files are comprised of the driver’s employment application, his / her credentials, and the specimen test and chain of custody documentation. These files are kept under lock and key and are extremely confidential. 

Pro-Logic Compliance will provide your company with a DOT recommended application and provide every driver, both CDL and Non-CDL, with all required information and detailed resources.  Pro-Logic Compliance will explain the application process to each driver and treat them with unique, friendly attention. Each application is approximately 20 pages and will be molded to fit your company’s needs.  Included in the application is a 10 year work history which is required by DOT.  With this 10 year work history we will provide employment verifications that will serve as the background investigation of a driver’s work history.  This will insure all drivers are qualified and have no positives in their past work history. 

A CDL driver is a Commercial Driver that is allowed to operate a commercial vehicle that is over 10,001 lbs. A Non-CDL is a Non-Commercial Driver and is only allowed to drive DOT governed vehicles less than 10,001 lbs. 

A medical examiner’s report and medical examiner’s certificate are also known as a DOT physical long form and DOT Physical Card.  These can be certified for 2 years, 1 year, 6 months, and 3 months.  These must be completed by a DOT-certified physician or Nurse Practitioner.  * (See 391 CFR for complete regulations on qualifications and disqualifications of the medical examiners report) 
 
A MVR is a report that lists all traffic convictions and violations within a 3 to 5 year period. This documentation will be required by your insurance company and so must be included on the application.  The MVR must be within 30 days of the date the application was filled out. A MVR is also used to complete an annual review on a driver. This is to ensure that a driver is still qualified to drive safely and is in compliance with DOT regulations. 

Pro-Logic Compliance will send out notices to inform you of any upcoming expirations (ex: driver’s license, annual review, medical examiners report and medical examiners certificate). 

At Pro-Logic Compliance, we maintain all terminated drivers’ files. These are kept according to DOT regulations. Files are kept for 3 years for a driver with negative specimen results.  Files for any driver with a positive specimen result are kept for 5 years. This is to ensure proper employment verifications can be preformed and to facilitate our Good Neighbor Program. 

The Good Neighbor Program helps our customers in hiring drivers by informing when a potential hire has previously harmed another company.  This way, you are protected from hiring drivers that are likely to destroy equipment or poorly represent your company.

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Haz-Mat (Parts 100-185 of 49 CFR)

As a motor carrier or shipper, your company may transport or handle hazardous materials (HM).  A hazardous material is a substance or material which has been determined by the U.S. Department of Transportation to be capable of posing an unreasonable risk to health, safety, and property when transported in commerce.  The Hazardous Materials Regulations (HMR) issued by DOT’s Pipeline and Hazardous Materials Safety Administration (PHMSA) are set forth in title 49 Code of Federal Regulations (49 CFR). 

Ready To Assist

At Pro-Logic Compliance, we have become proficient at guiding companies towards compliance in all matters related to the Hazardous Materials Regulations (HMR).  Our specialists are ready to assist you in identifying hazardous materials that your company may handle or transport.  We will also assist your company in identifying and classifying each material utilizing the provided MSDS to cross reference the HMR’s HM Table.  Identifying your company’s hazardous materials is only the beginning. 

Pro-Logic Compliance will ensure packaging, labeling, and placarding also meet all DOT requirements. Our offices are prepared to assist in the creation process as well as the completion of a proper HM shipping paper.

Haz-Mat Training

All of your company employees that may complete paperwork regarding, or directly handle, material that has been deemed hazardous by DOT must receive specific training related to your daily operations. Pro-Logic Compliance will complete all of the necessary levels of training to ensure the health, safety, security, and property of your company and its team members and in compliance with HMR.

HM-232 Regulations

The Research and Special Programs Administration (RSPA), which has regulatory authority over hazardous materials transportation across all modes, published the HM-232 final rule on March 25, 2003. The HM-232 regulations require persons who offer certain types and quantities of hazardous materials for transportation or transport in commerce to develop and implement security plans by September 25, 2003. If your company has not met this demand, don’t panic. Pro-Logic Compliance is ready to help your company meet these challenging requirements today.

Customized Security Plans

Pro-Logic Compliance will perform a required Risk Assessment of your company operations.  Upon completion of a Hazardous Materials Risk Assessment (HMRA), Pro-Logic Compliance will begin customizing a written Security Plan to meet your company’s requirements. Each Security Plan must be tailored to fit the demanding requirements of the HM-232 regulations. Pro-Logic Compliance, acting as a third party and Designated Employer Representative (DER), must deem your company’s Hazardous Materials Risk Assessment (HMRA), as well as your company’s customized Security Plan, classified and safety sensitive.  This means that only necessary administrators within your company’s structure have access to the fully written version of this plan.

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Hazardous Materials List

Companies who offer for transportation or transport the following Hazardous Materials (HM) must develop and implement security plans that conform to the HM-232 requirements.

Many motor carriers include security measures in their standard operating policies and procedures. The HM-232 final rule requires a more systematic approach to transportation security and a specific focus on potential terrorists or criminal threats.  Your company officials should also be aware that the US Patriot Act, passed in October 2001, included a provision for requiring background checks for individuals operating motor vehicles transporting hazardous materials (HM).  The Transportation Security Administration (TSA) enacted regulations on May 5, 2003 implementing this provision. These rules require routine background checks for drivers with a Haz-Mat endorsement on their CDL.  The required background checks must include a review of criminal, immigration, and FBI records. Pro-Logic Compliance will review CDL drivers’ endorsements to ensure that your company drivers meet these requirements. Pro-Logic Compliance may also guide and assist your company’s drivers in obtaining the required Haz-Mat and / or Tanker endorsements.  Each individual state agency requires all CDL drivers to go through their licensing state to obtain these endorsements.  Pro-Logic Compliance can not endorse drivers to transport hazardous materials in commerce.

Pro-Logic Compliance assists numerous interstate and intrastate motor carriers in attaining and maintaining full compliance with all guidelines set forth by the Federal Department of Transportation. 

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Training Services

The Department of Transportation requires every company engaged in interstate and / or intrastate commerce, as well as every driver involved in transportation, to understand one basic concept:  “It’s your job to know!” Believe us when we say that no one individual or company has cleared a compliance review or legal matter by shrugging their shoulders and stating that they didn’t know. This action will only result in negative consequences and is interpreted by regulatory officials as negligence. 

At Pro-Logic Compliance, we take our company’s motto to heart: “Knowledge Saves and Training Pays”.  Knowledge saves by allowing you to perform your tasks to the standard required by law. Training pays by getting the best out of your employees.

Many Types of Training

We offer many types of training. Training is not limited to drivers, but must flow through your entire operation. We are here to stand behind our motto and pass the knowledge and training along to you and your company. If we are given the opportunity to assist your company, we are prepared to research any and all possible scenarios. Even some of the higher-ranking officials in the Department of Transportation have a curve ball thrown at them from time to time. 

Misinformation is Rampant in the Industry

When it comes to training, one of the most complicated issues in this industry is the false information that has been passed along by inaccurate sources for many years. We at Pro-Logic Compliance feel that if any one individual is enforcing their own interpretation of any said rule and / or regulation, that they should be present for any up coming Department of Transportation (DOT) investigation and are willing to pay fines that may result in their interpretation of the law.

DOT regulations are updated four times a year.  Most DOT regulations have changed or been updated in the last 8 years – that means that much of the information companies are using is outdated and wrong. We find that most regulated companies aren’t doing things wrong because they didn’t want to do it right; they were simply following the guidelines set forth in prior years’ publications of the Federal Motor Carrier Safety Regulations (FMCSR) or utilizing information handed down by a DOT investigator during a Compliance Review (CR) from years past. 

The Pro-Logic Compliance team commits our time to getting the facts. We attend regular training ourselves and keep up to date with changes in the regulations.  Pro-Logic Compliance is an extension to your company’s team and safety department. Our directors are “Train the Trainer” certified and may assist your company in many different levels of certifications.

Below is a list of all the different areas of training that we offer:
Not all training will be required by the Department of Transportation (DOT)

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Driver Training

Hours of Service (HOS)

In regards to the Federal Motor Carrier Safety Regulations (FMCSR) part 395 CFR, the limited hours that a driver may drive have proven to be the most formidable challenge in the transportation industry. At Pro-Logic Compliance, we will not only incorporate the Hours of Service training into your driver qualification and orientation process, we will also provide Logging Solutions that custom fit your company’s needs.

The Pro-Logic Compliance staff will be made available by a provided toll free number 24/7 for any questions or comments from your drivers and team members.  Pro-Logic Compliance has created a very simple log book to simplify the training process. Pro-Logic Compliance will generate these log books for all of your company drivers to use. This will result in continuity in your paperwork, which has been proven to reflect compliance across the board. 

Pre-trip Inspections

In regards to the Federal Motor Carrier Safety Regulations (FMCSR) part 396 CFR, every motor carrier, its officers, drivers, agents, representatives, and all employees directly concerned with the inspection or maintenance of motor vehicles shall comply with the rules of this part. We have discovered that everything related to your company’s overall costs and ability to maintain daily safe operations hinge upon your drivers’ and team members’ ability to perform all of the required inspections.  We have also discovered that people that hold a CDL often do not clearly understand their individual responsibility in completing a pre-trip inspection.  The fact is that drivers that complete pre-trip inspections correctly reduce overall costs of their company’s bottom dollar.  Being put out of service on the road will only result in fines and unsatisfied customers. 

Roadside Inspections

Inspections performed by individual states and the Department of Transportation on your company’s drivers and equipment are designed to directly affect your overall company performance.  All roadside inspections under your company’s DOT authority are compiled into a federal database. The results of these findings may cause a domino effect of more and more roadside inspections being received throughout other states, or possibly trigger a DOT audit on your company’s overall ability to operate under DOT’s guidelines. At Pro-Logic Compliance, we are prepared to offset the possibilities of negative consequences resulting from poor roadside inspections through formidable training. We have made it our business to understand the criteria and processes taking place at individual state and Department of Transportation scale houses.

Hazardous Materials

Your Company’s structure may require that you follow the Department of Transportation guidelines set forth in 49 CFR parts 100-185. At Pro-Logic Compliance, we will train your drivers and all team members that will be transporting, or may come in to contact with, a hazardous material.  This training includes all levels required to meet the criteria of any said employees daily operation in your company structure. Pro-Logic Compliance has designed a testing and certification process to ensure the completed training for the required five levels of Haz-Mat training. Some, but not all, of your company employees will need to complete all five levels of certification.  Listed below in order are the five levels:

• General Awareness / Familiarization
• Function -  Specific
• Safety
• Security Awareness
• In-depth (if security plan is required)

Driver training for each Haz-Mat employee who will operate a motor vehicle *

*Note – employees that hold a CDL with a Haz-Mat endorsement must still complete all levels of this training under your company’s authority.

Pro-Logic Compliance incorporates Haz-Mat training into the overall orientation process to meet these requirements.  All documentation related to certifications will be maintained by Pro-Logic Compliance for your company.

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Continuous Education

The training categories listed below are available upon request.

• Truck Fires
• Night Driving
• Backing
• Coupling and uncoupling
• Speed and Space Management
• Extreme Weather
• Seeing Hazards
• Defensive Driving
• Hazardous Materials (certificate issued upon completion)
• Fork lift Training (certificate issued upon completion)

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Mechanic Training

Paperwork

At Pro-Logic Compliance, we are prepared to assist your in-house mechanics in the creation of a proper maintenance file. Not only will we be training your company equipment technicians on good file management practices, but we will also be providing valuable paperwork to get the job done.  Maintenance files are not limited to the Department of Transportation requirements, but may also be used by your insurance company during your company’s renewal process. Transportation attorneys may subpoena these records and not having them could result in a negligence claim against your company’s maintenance program. It is absolutely imperative that your company’s equipment technicians understand good housekeeping practices in regards to these files. Pro-Logic Compliance will be there every step of the way and will conduct regular in-house audits on your company’s maintenance files. 

Appendix G

There are special requirements that your company’s equipment technicians must meet in relation to the Department of Transportation. Airbrake certifications and annual inspector certifications must be retained for any mechanic or technician performing maintenance on airbrake components and / or annual inspections on any of your company’s DOT equipment. If your company outsources its annual inspections or leases equipment through any third party, your company is still required to maintain certification records in-house. Pro-Logic Compliance will be reviewing all third-party documentation and certifications related to your company’s maintenance program to ensure complete compliance. *

*Note – Pro-Logic Compliance does not perform annual inspections on DOT Equipment.

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Administrative Training

Company Contacts

Pro-Logic Compliance will need to establish contact with administrative personnel within your company. These contacts will be trained by the Pro-Logic Compliance Directors to streamline the overall flow of your paperwork, procedures, and policies that relate to the Department of Transportation. These contacts will also be trained in DOT rules and regulations. Pro-Logic Compliance Directors will be made available by cell phone to your company contacts 24/7 for any questions or comments that they may have. Your company could be faced with an emergency and Pro-Logic Compliance Directors would like to have a direct line of communication for any matter needing immediate attention. 

Reasonable Suspicion Training

Pro-Logic Compliance will train and certify supervisors within your company’s structure for the drug and alcohol testing requirements set forth by the Department of Transportation. Pro-Logic Compliance Directors acting as your Designated Employer Representative (DER) will work side by side with your company supervisors to ensure full compliance with the mandated requirements. Your company is required to have a minimum of two supervisors that are certified for Reasonable Suspicion Training.   

As we have stated before: Training is the fundamental backbone in achieving and maintaining compliance. All documents related to training will be maintained by Pro-Logic Compliance for your company. All files will be kept in Pro-Logic Compliance’s audit-ready file structure. These files are deemed confidential and kept under lock and key.  All of this hard training will pay off and enrich your organization’s day-to-day operations.

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Equipment Services

Here are just a few of the maintenance and equipment management services we provide:

• Maintenance files
• Inspector Qualification files
• Annual Inspector Certifications
• Brake Inspector Certifications
• Roadside Inspections
• Equipment lists
• Leased Equipment files

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Pro-Logic Compliance Services

At Pro-Logic Compliance, our primary objective is to provide commercial motor vehicle operators with a reliable source of timely and accurate technical information in a friendly, professional manner. We will not only monitor all DOT regulatory issues, but will also maintain all your company files in an audit-ready, web-accessible, fully secure, HIPPA-compliant system. These files, along with all your company information, are kept fully confidential. Pro-Logic Compliance has represented its clients through many successful audits, at both the state and federal level,. and with insurance companies.

As a part of our professional commitment to our clients, the Pro-Logic Compliance staff not only keeps up with all changes in Federal Motor Carrier Safety Regulations, we also maintain friendly relations with state and federal regulatory agencies, transportation attorneys, and insurance companies. Pro-Logic Compliance will assist you in attaining and maintaining a satisfactory rating, which will in turn enrich your company as a whole.

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Accident-related Services

Here are but a few of our Accident Investigation-related services:

• Annual Accident Register
• Accident Files
• Police Reports
• Post-Accident Drug and Alcohol

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Hours of Service

Hours of Service (HOS)

In regards to the Federal Motor Carrier Safety Regulations (FMCSR) part 395 CFR, the limited hours that a driver may drive have proven to be the most formidable challenge in the transportation industry. At Pro-Logic Compliance, we will not only incorporate the Hours of Service training into your driver qualification and orientation process, we will also provide Logging Solutions that custom fit your company’s needs.

The Pro-Logic Compliance staff will be made available by a provided toll free number 24/7 for any questions or comments from your drivers and team members.  Pro-Logic Compliance has created a very simple log book to simplify the training process. Pro-Logic Compliance will generate these log books for all of your company drivers to use. This will result in continuity in your paperwork, which has been proven to reflect compliance across the board.

At a glimpse, we provide:

• Records of duty status
• Time Records
• Driver Vehicle Inspection Reports
• Log Audits (365 days per driver)
• Logging Solutions
• Supporting Documents (B.O.L.‘s / fuel)

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Insurance Services

Here are just some of our Insurance-related services:

• Loss Run reports
• MCS-90 (proof of liability)
• Insurance correspondence
• Insurance auditing
• Workman’s Comp claims and documentation

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