New Carrier Selection Procedures
- Check FMCSA website to ensure carrier has active Contract or Common authority.
- In the FMCSA website check and see if the operating authority has been expired for a length of time and reinstated recently. If so, treat the carrier according to their age beginning at the most recent reinstatement. For example: A carrier’s authority was originally issued in 1998, revoked in 2003 then reinstated in January 2012. This carrier should be treated as if they had started their business in January 2012 (not 1998).
- Make sure carrier has DOT# and MC# listed on FMCSA website.
- Make sure ph# listed on FMCSA website matches the number provided by the carrier. If it doesn’t, call number from website to verify affiliation.
- Check safety rating on the FMCSA website & follow “Safety Rating Guidelines”.
- Check TIA Watchdog for any reports on carrier. TIA Watchdog is checked weekly and the most egregious violators will be added to our carrier database as “NOLOAD” carriers.
- Check EPA website or our downloaded spreadsheet to determine if carrier is a SmartWay carrier.
- Watch for any irregularities or anything that throws up a flag.
* For additional ideas on carrier selection, refer to the TIA Carrier Selection Framework.
* Any use of CSA scores by Snowland employees to select a carrier is only due to it being a shipper’s requirement.
Carrier File – to include
- Operating authority
- Signed Broker/Carrier contract
- Carrier references (If required by “Safety Rating Guidelines”)
- Any additional documentation required by “Safety Rating Guidelines”.
- Obtain current insurance certificate from the insurance provider showing “Snowland” as the certificate holder.
- Certificate to show Cargo and Auto Liability coverage.
- Certificate also must show Reefer Breakdown coverage for any carrier with refrigerated trailers.
- Workers Comp coverage preferred but not required.
- Make sure carrier’s name on the certificate exactly matches that on their Operating Authority and the FMCSA website.
- Certificate must be signed by insurance provider.
- Notate coverage amounts and any exclusions in carrier database.
* If there is any question regarding the legitimacy of the insurance certificate the trucking company sends, look up the insurance provider’s phone number online.
Safety Rating Guidelines
“S” Satisfactory Ok to load without further investigation.
SATISFACTORY safety rating means that a motor carrier has in place and functioning adequate safety management controls to meet the safety fitness standard prescribed in 49 CFR 385.5. Safety management controls are adequate if they are appropriate for the size and type of operation of the particular motor carrier.
Carriers newer than 24 months. If the carrier has been audited, get a copy of the FMCSA “New Entrant Safety Assurance Program” safety audit. If carrier passed the audit (fewer than 3 “FAILED” factors), treat them as we would a carrier with a satisfactory safety rating. If the carrier didn’t pass (3 or more “FAILED” factors), treat them as we would an unsatisfactory carrier. If carrier hasn’t been audited, treat them as a conditional carrier.
Carriers older than 24 months, and the FMCSA shows it’s common and/or contract authority to be “active,” it is highly likely that the carrier has passed its New Entrant Safety Audit. Treat as we would a carrier with a satisfactory safety rating.
“UNRATED” or “NONE” safety rating means that a safety rating has not been assigned to the motor carrier by the FMCSA. These are often new carriers, but some carriers can operate for many years without being rated. . Within the first 18 months of operation, each new carrier must pass the FMCSA’s “New Entrant Safety Assurance Program” Safety Audit. Any carrier with 3 or more “FAILED” factors is deemed to have failed the Safety Audit by having inadequate safety management controls in place to operate in the U.S. NOTE: This should not be confused with a “Compliance Review” and its resulting DOT safety rating.
Get 2+ trade/broker references from carrier and check them. Put references in carrier file (notate contact, date & time of calls). Have carrier sign a current contract. Load with caution. Use other carrier if possible.
CONDITIONAL safety rating means a motor carrier does not have adequate safety management controls in place to ensure compliance with the safety fitness standard that could result in occurrences listed in 49CFR385.5 (a) through (k). Records indicate that the carrier was out of compliance with one or more safety requirements.
Do not load under any circumstances. Carriers with an unsatisfactory “U” safety rating will be listed as “NOLOAD” in our carrier database.
UNSATISFACTORY safety rating means a motor carrier does not have adequate safety management controls in place to ensure compliance with the safety fitness standard that could result in occurrences listed in 49CFR385.5 (a) through (k). Records indicate evidence of substantial noncompliance with safety requirements.