MOTOR VEHICLE
RECORDS

How confident are you that your collection of driver records is compliant with all state and federal laws regarding data privacy, sharing of Personal Identifiable Information (PII), and the Fair Credit Reporting Act (FCRA)? MVR collection is impacted by all three and is often the most administratively burdensome aspect of MVRs for fleet managers.

As the industry leader in fleet safety, CEI is the expert you can count on to maintain compliance with all state and federal regulations governing Motor Vehicle Records (MVRs) while verifying your drivers are properly licensed and without infractions.

Why Perform MVRs?

MVRs are necessary to ensure that all the employees driving for your organization are properly licensed and are not high-risk drivers.

Driving is one of the riskiest things an employee can do for an employer. A high-risk driver presents a greater probability of loss to their employer. In fact, 94% of all crashes are the result of human behavior. Fleets without a formal MVR process face greater risk of a loss event and the negative consequences associated with the event.

Being unaware of an employee’s high-risk status provides no protection against this risk. There are decades of legal cases that address Negligent Entrustment, a legal principle which means that as the employer if you could have known your employee presented a danger to others when driving for your organization, you should have known and taken steps to remove this danger.

Even employees who drive their personal vehicle for business purposes present a risk to their employer. Reimbursement programs do not remove the employer’s obligation to become informed of their employee’s motor vehicle record and license status.

94% crashes caused by human factor

The Business Impact of High-Risk Drivers

The numbers behind the impact to fleets who keep high-risk drivers behind the wheel are staggering. Beyond the cost of loss settlements, these fleets can expect to experience over 150% increase in annual auto repair costs, a nearly 24% increase in medical costs, and between a 15% to 30% increase in auto insurance premiums.

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When to Perform MVRs

MVR Monitor

For the greatest protection against Negligent Entrustment, you have the option of enrolling your drivers in CEI’s MVR Monitor program. As with the Annual MVR, we will run a baseline MVR for your enrolled drivers. We will then monitor drivers for any new violations or license status changes on an ongoing basis. Each state has different reporting capabilities which determine the lag time between the infraction and report out to CEI. Depending on when the infraction is adjudicated during the year, the average MVR Monitor violation is received 180 days sooner than MVRs through annual campaigns.

mvr monitor cadence

Annual MVRs

Because drivers can incur violations at any time, fleets should perform a regular review of MVRs for current drivers. When you set up your service with CEI, we will run a baseline MVR for your drivers to determine their license and record status. You can choose your own renewal date or cadence for renewals for refreshing all MVRs. As new drivers are added to the fleet, we will use their new-hire MVR as the baseline and add them into the stream of scheduled renewals.

annual mvr cadence

Ideally, you would conduct MVRs frequently to catch any new infractions as closely as possible to when they occurred. This presents a challenge to fleets who self-manage MVRs, as the paperwork involved in maintaining compliance with state and federal regulations can be onerous. CEI provides MVR services of varying frequencies to meet our clients’ needs.

MVRs Per Request

Fleets will need to verify a driver’s MVR on an immediate basis in certain situations. You might have a new hire that will be driving for your company, or an employee promoted into a position that requires driving as part of their new role. CEI’s DriverCare Risk Manager portal provides you the ability to order an MVR on demand for individual employees.

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Benefits of CEI’s MVR Services

If you are like most fleets, utilizing a third party to assist in running MVRs is the preferred solution. CEI can assume the responsibility of requesting MVRs and meeting all state laws while streamlining the administrative process and performing nearly all tasks on your behalf.

Reduced Administration

If filling out state forms is not your favorite activity, rest assured, CEI will manage all MVR paperwork so you don’t have to. We will provide guidance on any authorizing documentation you need to complete for CEI to act on your behalf. With CEI managing all compliance needs, you will gain relief in your already full workload.”

Actionable Information

You need to be able to act quickly when a driver’s record is discovered to have certain infractions. CEI helps speed up your ability to act by translating and normalizing all state coding into readable terminology and a standardized point system, so you can review driver records easily. In addition, our DriverCare Risk Manager automated platform provides customizable alerts to bring these infractions to your attention more immediately.

There may be some infractions that are not as serious, but still require intervention to correct. CEI’s DriverCare Risk Manager system maps MVR infractions to appropriate remedial training and pushes virtual assignments to drivers for completion. We monitor your drivers’ compliance with required training and escalate any overdue training according to your specific requirements.

Compliance with State and Federal Regulations

CEI remains current with any changes in state and federal laws governing MVRs, including data privacy, sharing of Personally Identifiable Information (PII), and the Fair Credit Reporting Act (FCRA). We will inform you of any new requirements needed to maintain regulatory compliance, and then work on your behalf to ensure compliance.

In addition, CEI will maintain compliance with document storage and retention requirements and will advise you of any specific documentation that you, as the employer, must maintain within your own records. Our aim is not only to maintain legal compliance, but also to ensure your organization will pass any related state audits.

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What Questions Do You Have About MVRs?

Ask CEI