Ongoing Compliance Support for Active Carriers and Fleets

Routine Compliance Is Due

Get help identifying upcoming filings, renewals, record reviews, and recurring tasks that apply to the carrier. HCM can review the current operation and agreed service scope before preparing work.

Operations Are Changing

Get help reviewing administrative and compliance updates that may be needed when the carrier changes its business information, vehicles, drivers, cargo, authority, routes, jurisdictions, or operating model.

A Safety, Audit, or Compliance Issue Needs Attention

Get help organizing verified records, understanding the stated issue, identifying documented gaps, and planning corrective work. HCM does not alter historical records or guarantee an agency, insurer, or enforcement outcome.

Recurring requirements are not the same for every carrier. Applicability can change based on interstate or intrastate operations, for-hire or private status, property or passenger service, vehicle type and weight, CDL-driver use, cargo, operating jurisdictions, authority type, and regulatory history.

HCM reviews the information and records the carrier provides and helps identify administrative work within the agreed service scope. The carrier remains responsible for accurate information, qualified drivers, safe vehicles, implemented controls, required records, timely filings, and compliant operations.

FMCSA registration and MCS-150 updates

Administrative support with applicable FMCSA registration updates, including biennial MCS-150-series updates and updates generally required within 30 days after reportable carrier information changes. The carrier must promptly report each change and review and confirm every filing.

Operating-authority and financial-responsibility status review

Administrative review of public registration and authority status and coordination of applicable filing follow-up. Required insurance, surety, trust, or other financial-responsibility filings must be submitted directly to FMCSA by the applicable registered insurer, surety company, financial institution, or other authorized filer. HCM does not bind coverage, issue financial security, or control the filer's decision or timing.

Unified Carrier Registration

Support with annual UCR registration when it applies. Applicability depends on the entity's role and interstate or international operations; the applicable fee category may depend on entity type and, for motor carriers and freight forwarders, fleet size.

IRP and vehicle-registration maintenance

Support with apportioned-registration renewals, vehicle additions or removals, account updates, and organization of ownership, lease, distance, and jurisdiction-specific records when IRP applies.

IFTA account and quarterly filing support

Support with applicable IFTA licensing, decal, account, and quarterly return administration using carrier-provided distance and fuel records. The carrier remains responsible for complete source records, accurate reporting, payment, and timely filing.

Form 2290 coordination

Administrative support with gathering client-provided Form 2290 information and coordinating with the taxpayer or the taxpayer's qualified tax professional or IRS-approved excise-tax e-file provider for filing, payment, and proof of filing when that professional or the taxpayer determines filing is required. HCM does not provide tax advice or determine filing liability, taxable gross weight, exemptions, suspended-vehicle treatment, or tax due. The taxpayer remains responsible for accurate information, review, signature, payment, and any required authorization.

State and permit renewals

Support with applicable permit, registration, and account renewals based on the vehicle, cargo, route, jurisdiction, and operating status. Availability and requirements must be reviewed for each jurisdiction and movement.

Explore Filing, Renewal, and Account Support

For applicable California operations, HCM can provide Clean Truck Check administrative support and coordinate testing with third-party providers, subject to the agreed service scope and provider availability.

Driver-qualification file administration

Support with organizing driver-qualification records and tracking applicable review or expiration items. The motor carrier remains responsible for determining whether each driver is qualified and for maintaining required records.

Motor-vehicle-record and annual-review support

Administrative support with applicable motor-vehicle-record requests, annual driving-record review workflows, and related documentation only after required authorization and separate service approval. HCM does not make the carrier's qualification decision.

Medical-certification status tracking

Support with tracking applicable medical-certification status and related driver-file records. Medical information and protected driver records must use the appropriate restricted process and must not be sent through ordinary email or a general inquiry channel.

Drug-and-alcohol program administration

Support with applicable employer program administration, consortium or third-party administrator coordination, testing-record organization, and follow-up on documented administrative requirements. The employer remains responsible for duties assigned to it by law and for ensuring that required testing is completed through qualified service providers.

Clearinghouse employer support

Administrative support with applicable employer registration, query workflows, reporting responsibilities, and record organization. Required driver consent must be obtained through the appropriate process. Each user must control their own credentials. HCM will access the Clearinghouse only through an individually assigned, authorized employer-assistant or designated C/TPA role, as applicable, and will not request or use any driver's, employer's, or other person's password, verification code, recovery credential, or personal account access.

Explore Driver and Drug/Alcohol Compliance Support

Hours-of-service and ELD record support

Support with identifying applicable hours-of-service, electronic-logging-device, supporting-document, and record-retention responsibilities. HCM can help organize records and document verified exceptions, but the carrier remains responsible for lawful dispatch, driver supervision, accurate records, and use of any applicable exception or exemption.

Vehicle inspection and maintenance records

Support with organizing required vehicle identification, inspection, repair, maintenance, periodic-inspection, and defect-correction records. The carrier remains responsible for keeping vehicles safe and ensuring required work is completed.

Roadside-inspection follow-up

Support with organizing inspection reports, repair evidence, carrier responses, and internal follow-up. HCM will not remove or dispute accurate data. Any request to review potentially incomplete or incorrect safety data must be supported by truthful records.

Crash and accident-record organization

Support with organizing applicable accident-register information and available supporting records. Crash reporting, post-accident testing, insurer notice, legal response, and record-retention duties require case-specific review.

Distance, fuel, and trip-record review

Support with organizing and reconciling carrier-provided trip, distance, fuel, ELD, GPS, toll, dispatch, and related source records for applicable IFTA, IRP, or audit-readiness work. HCM does not invent, backdate, average, or alter missing source records.

Explore Vehicle, HOS, and Operating-Record Support

SAFER and SMS review

Support with reviewing available carrier registration, inspection, crash, and Safety Measurement System information to identify records or patterns that may require attention. SMS information is used by FMCSA to prioritize carriers for monitoring or intervention. It is not a federal safety rating, and the displayed data alone should not be treated as a final violation finding or a conclusion about a carrier's overall safety condition.

Data-quality review support

Support with organizing truthful source records for a request to review federal or state safety data that may be incomplete or incorrect. HCM does not guarantee that a DataQs request or other challenge will be accepted.

Audit and investigation readiness

Support with understanding the stated request, preserving responsive records, building an evidence index, identifying verified gaps, preparing responsible personnel, and organizing a controlled response package. HCM provides compliance consulting and document preparation, not legal representation.

Corrective-action planning

Support with identifying the verified issue, root cause, immediate containment, corrective steps, responsible owner, due date, completion evidence, and effectiveness review. HCM will not backdate, fabricate, or alter evidence.

Policy and implementation support

Support with carrier-specific policies, assigned responsibilities, training and acknowledgment records, monitoring tools, exception tracking, corrective action, and periodic review. A written policy or checklist alone does not prove that a safety control is implemented.

Explore Safety, Audit, and Corrective Support

A calendar can track due dates, but it does not replace the carrier's operating controls. A workable compliance system should identify the applicable requirement, assign responsibility, preserve the supporting source record, confirm completion, document exceptions, and follow corrective work through an effectiveness review.

HCM can help the carrier organize:

• A compliance calendar for applicable filing, renewal, review, and expiration dates
• Assigned owners and backup responsibilities
• Record-location and retention guidance
• Recurring review and monitoring checklists
• Exception, escalation, and corrective-action tracking
• Evidence that policies, training, inspections, reviews, and corrective actions were completed

The carrier must use the system, supervise its operation, maintain accurate records, and address safety issues as they arise. HCM does not guarantee continuous compliance, uninterrupted authority, audit results, safety ratings, or enforcement outcomes.

Depending on the requested service, HCM may ask for:

• The carrier's legal name, USDOT and authority information, operating type, and states of operation
• A description of the current service need, change, notice, inspection, audit, or identified issue
• Current vehicle and driver rosters without unnecessary protected personal information
• Applicable filing, registration, permit, tax, or account status information
• Available compliance calendars, policies, logs, and record indexes
• The exact agency, insurer, or third-party notice when a response or correction is requested
• The location of relevant source records and the authorized carrier contact

Call HCM at 800-484-4069 to begin. Do not send Social Security numbers, driver-license numbers, dates of birth, medical information, drug-or-alcohol testing records, payment information, passwords, verification codes, signatures, authorization records, full vehicle identifiers, or other protected information through a general inquiry channel or ordinary email. HCM will identify the appropriate secured intake process when sensitive information, a signature, attestation, consent, or authorization is required.

Can HCM take over all compliance responsibility for my company?

No. HCM can provide administrative and compliance support within an agreed service scope. The motor carrier remains responsible for its drivers, vehicles, filings, records, operating decisions, safety management, and compliance.

How does HCM determine which recurring services apply?

HCM reviews the operation described by the carrier, including authority type, business model, vehicles, drivers, cargo or passengers, jurisdictions, and current regulatory status. Requirements and service availability must be confirmed for the specific operation.

Can HCM monitor every deadline automatically?

HCM can help establish and maintain an agreed compliance calendar using verified information supplied by the carrier. The carrier must promptly report operational changes, review reminders and filings, maintain source records, and confirm completion. HCM does not guarantee that every obligation will be identified or completed unless it is verified as applicable and included in the agreed service scope.

Can HCM order an MVR, Clearinghouse query, drug test, or other driver record?

Only when the service applies, the required authorization or consent is in place, and HCM has separate approval to proceed. HCM will not access any person's personal account or request personal login credentials. Clearinghouse access must use the individually assigned, authorized role appropriate to the work.

Can HCM correct a roadside inspection or SMS record?

HCM can help review available records and organize a truthful, supported request when data may be incomplete or incorrect. HCM cannot remove accurate information or guarantee that an agency will change a record.

Can HCM guarantee that my carrier will pass an audit?

No. HCM can help prepare records, identify verified gaps, and organize corrective work. The carrier remains responsible for truthful responses, implemented controls, safe operations, and required records. Government agencies make their own findings and enforcement decisions.

What should I do if a driver, vehicle, or equipment is placed out of service?

Comply with the out-of-service order immediately. Do not operate, or require or permit operation of, the affected driver, vehicle, or equipment until the order's applicable conditions and required corrections are satisfied. Do not remove an out-of-service vehicle or equipment marking before the required repairs are completed. Preserve the order and inspection report, meet any required correction, certification, return, and retention duties, and promptly review the matter with qualified transportation counsel. Call HCM after immediate safety requirements are addressed so the available compliance and record-support scope can be reviewed.

What should I do if I receive an audit, investigation, or enforcement notice?

Preserve the notice and related records, note the response deadline, and avoid altering historical documents. Call HCM so the request and available support can be reviewed. Matters involving threatened penalties, subpoenas, disputed legal interpretations, imminent-hazard allegations, safety-rating disputes, or formal litigation should also be reviewed by qualified transportation counsel.

HCM can review the carrier's current needs, identify services that may apply, and define an administrative or compliance-support scope.

• Phone: 800-484-4069
• Email: operations@hcmintegrityservices.com
  • Sending confidential information or documentation by ordinary email is not recommended. Please confirm with our office first how any confidential information or documentation should be sent.
• Address: 7900 Oak Lane, Suite 400, Miami Lakes, FL 33016
• Hours — Eastern Time:
  • Monday–Friday: 7:00 AM–6:00 PM
  • Saturday: 9:00 AM–12:00 PM
  • Sunday: Closed
• Service area: Nationwide for U.S. motor carriers and fleets, subject to service availability and jurisdiction-specific review
• Language support: Spanish assistance available

HCM Integrity Services is a private compliance-services company and is not affiliated with the U.S. government, FMCSA, IRS, UCR Plan, IRP, IFTA, or any state agency. HCM's services do not constitute legal or tax advice. Each carrier remains responsible for its filings, records, operating decisions, safety management, and compliance. HCM cannot guarantee agency action, insurance action, registration or permit issuance, authority status, audit results, safety ratings, data corrections, or regulatory outcomes.