Driver Offboarding Checklist

Update the driver status in the TMS (McLeod, Tailwind, AscendTMS, or whichever platform you run) and remove the driver from active rotation in the dispatch board. Note the effective separation date — payroll, DQ file retention, and Clearinghouse reporting all anchor on this date.

Separation type drives several downstream paths. Involuntary terminations for a DOT violation (positive drug test, refusal, alcohol violation) require Clearinghouse reporting within 3 business days. Voluntary resignations do not, but still require Clearinghouse query history retention. Document the reason in the personnel file with supporting records.

The driver manager or safety director conducts the exit interview. Cover lane / home-time concerns, equipment complaints, dispatcher issues, and pay disputes. Patterns across exits surface CSA-relevant issues (driver fatigue, equipment OOS history) before they hit the audit.

Export the driver's RODS (records of duty status) from Motive, Samsara, Geotab, or whichever ELD provider you use. Part 395.22 requires retention of 6 months of HOS records plus supporting documents. Archive in the driver's DQ file folder so the records survive ELD provider churn.

Per Part 382.705, employers report drug and alcohol program violations to the Clearinghouse by the close of the third business day after the violation. This includes positive tests, refusals, and actual-knowledge violations. Failure to report is a CSA violation and a common audit finding.

Notify your consortium / TPA (Foley, J.J. Keller, DOT Compliance Group, or in-house) to remove the driver from the random pool effective the separation date. Driver count in the pool affects your annual 50% drugs / 10% alcohol calculation — leaving a separated driver in the pool inflates your denominator and can cause you to miss the required rate.

Per Part 391.45, medical disqualifications must be documented with the NRCME examiner's determination. File the medical examiner's certificate denial or short-term card alongside the DQ file. Retain per the 3-year post-separation rule in Part 391.51.

Part 391.51 requires DQ files be retained for 3 years after separation. Move the file from active to archived status in Tenstreet, Foley, or J.J. Keller Encompass. Verify the file contains: application, MVR (last 3 years annual pulls), road test certificate, medical card history, drug test history, prior employer inquiries, and annual Clearinghouse queries.

Confirm the tractor and any assigned trailer are returned to the terminal or a designated drop yard. If the driver is OTR at separation, coordinate a relay or have the truck deadheaded back. Document the units' return location and condition for the next phase.

Inspect the tractor against the assignment-day condition report. Check tire tread (≥4/32" steers, ≥2/32" drives), fifth wheel, kingpin lock, cab interior, dashcam mount, and APU if equipped. Photograph any damage. Disputes over driver-caused damage versus normal wear are the most common post-separation payroll fight — photos and a signed walk-around solve it.

Recover the Comdata / EFS / WEX fuel card, the assigned ELD tablet or hardwired device, PrePass / Drivewyze transponder, and any IFTA decals or apportioned cab cards if the driver kept paper copies. Deactivate the fuel card in the carrier portal the same day to prevent post-separation fuel purchases.

Collect company phone or tablet, terminal gate fob, yard keys, hazmat security key (if HM-endorsed), and uniform items. Wipe the device through MDM before reissue.

Disable the driver profile in the ELD provider (Motive, Samsara, Geotab) so the driver cannot continue logging duty status under your USDOT. Leaving the profile active is a Part 395 compliance risk — any logs created after separation are still attributable to your authority.

Remove the user from the TMS, DAT / Truckstop accounts, dispatch chat (ChatterBoard, Slack, Teams), Trucker Tools, MacroPoint, and any customer-facing portals. For dispatchers and brokers leaving, also pull access to carrier-setup tools and rate-confirmation templates.

Disable the carrier email account, set an auto-forward to the driver manager for 30 days, and remove from terminal access control. Keep the mailbox in a recoverable state for 90 days in case a BOL or customer claim arrives addressed to the departed driver.

Pull every load the driver had in-progress or recently delivered. Confirm POD scans are in the TMS, detention is invoiced where free time was exceeded, and any lumper receipts or accessorials are entered. Loads that close after the driver leaves are the most common source of underpaid final settlements.

For owner-operators, run the final settlement showing gross revenue, fuel deductions, ELD lease, insurance, escrow balance, and any open advances. For company drivers, calculate final CPM or hourly pay, accrued PTO, and any safety / fuel bonuses owed. State final-pay laws vary — some require payment within 24-72 hours of involuntary termination.

Federal COBRA election notice must reach the departed employee within 44 days of the qualifying event. Include health continuation, 401(k) rollover info, and any HSA balance transfer instructions.

If the driver ran a dedicated lane or named customer, the dispatcher reassigns coverage before the next scheduled pickup. Document customer-specific quirks — receiving hours, dock preferences, lumper rules, named contacts — so the relief driver doesn't burn the relationship on day one.

For dedicated accounts, a short note from the account manager naming the replacement driver maintains the relationship. Skip the reason for separation; just introduce the new driver and the dispatcher contact.

Safety director and fleet manager jointly review: DQ file archived, Clearinghouse reporting complete (if applicable), all equipment recovered, settlement paid, access revoked. Sign off so the file is audit-ready when the next FMCSA Compliance Review hits.