DOT Audit Prep

Trucking Compliance Glossary

A plain-language glossary for DOT audit prep terms such as DQ, HOS, ELD, MVR, DVIR, CSA, BASICs, UCR, IRP, and IFTA.

Who this is for
New authorities, Owner-operators, Office staff
Written by
Dale Whitfield
Reviewed by
DOT Audit Prep Editorial Team
Last reviewed
2026-05-13
Source confidence
Medium

Quick checklist

  • Use the glossary when a notice or checklist uses an abbreviation you do not know.
  • Match each term to the record category in your audit packet.
  • Do not rely on shorthand when naming files for an auditor.
  • Teach backup staff the terms tied to their record area.

Why this matters

New authorities hear a lot of shorthand before they know what the files look like. A glossary keeps the office, driver, and vendor conversations from turning into guesswork.

What to prepare

Area Records to gather
Driver and vehicle terms
  • DQ: driver qualification; the file used to show a driver is qualified under Part 391
  • MVR: motor vehicle record; a driving record used in qualification and annual review
  • DVIR: driver vehicle inspection report; a driver report and repair closeout record for vehicle defects
  • HOS: hours of service; rules and records for driver on-duty and driving time
  • ELD: electronic logging device; a system used to record duty status when ELD rules apply
Program and agency terms
  • DER: designated employer representative; the person who receives and acts on drug and alcohol testing information for the employer
  • TPA: third-party administrator; a provider that may help manage testing or compliance records
  • CSA: Compliance, Safety, Accountability; FMCSA's safety compliance and enforcement program
  • SMS: Safety Measurement System; FMCSA's system for measuring carrier safety data
  • BASICs: categories in SMS that group safety performance areas such as HOS, maintenance, driver fitness, and unsafe driving
Registration and tax terms
  • USDOT: federal carrier identification number
  • MCS-150: FMCSA registration update form used for carrier information and biennial updates
  • UCR: Unified Carrier Registration; a registration program for interstate carriers and other regulated businesses
  • IRP: International Registration Plan; apportioned vehicle registration for interstate operations
  • IFTA: International Fuel Tax Agreement; fuel tax reporting across member jurisdictions

Common gaps

  • A vendor asks for a DER and no one knows who that is.
  • DQ file and driver application are treated as the same thing.
  • CSA and safety rating are used interchangeably.
  • IFTA and IRP documents are mixed into safety records with no label.

Before / During / After audit

Before

  • Add glossary terms to your packet index.
  • Use full names in file folders when training new staff.

During

  • Ask for clarification if an audit request uses a term differently than your internal labels.

After

  • Update internal file names to match common terms.
  • Keep the glossary in the onboarding folder for office staff.

Download

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Sources

FMCSA · official

FMCSA Registration

Registration, operating authority, and USDOT number resources.

Last checked: 2026-05-12

FMCSA · official

CSA - Measure

FMCSA description of SMS, BASICs, and how CSA measures carrier safety performance.

Last checked: 2026-05-13

Related resources

New Authority Audit PrepA startup-friendly audit prep guide for new trucking authorities setting up DOT compliance records early.Audit Document PacketBuild a DOT audit document packet with the driver, vehicle, HOS, drug testing, accident, and authority records auditors often request.Safety Ratings and CSA BasicsA plain explanation of FMCSA safety ratings, CSA BASICs, and why audit findings can matter after the document review.