Motor Vehicle Reports might not be the most exciting part of HR, but they’re one of the most critical. When employees drive to work, whether it’s in a delivery truck or their own car to a client meeting, their driving record becomes your business risk.
Every time an employee gets behind the wheel for work purposes, they’re representing your company. A single accident can result in significant liability, damaged reputation, and real human consequences. That’s why understanding MVRs isn’t just about compliance – it’s about protecting your people and your organization.
The Stakes Are Higher Than You Think
Consider this: according to the National Safety Council, vehicle crashes cost employers $72.2 billion in 2022 alone. These costs include medical expenses, liability, lost productivity, and property damage. And here’s what should really get your attention – employers can be held liable for accidents caused by employees driving for work purposes, even in personal vehicles.
This liability extends beyond obvious driving roles. That sales rep driving to client meetings? IT technician traveling between office locations? The executive with a company car? They all represent potential risk if their driving records aren’t properly vetted and monitored.
Understanding Motor Vehicle Reports
At its core, a Motor Vehicle Report provides an official record of a driver’s history from their state’s department of motor vehicles. Think of it as a credit report for driving – it tells the story of how responsibly someone operates a vehicle.
An MVR typically includes:
- License class, status, and expiration date
- Traffic violations and convictions
- License suspensions or revocations
- DUI/DWI convictions
- Accident history (in some states)
- Point accumulations
But here’s what many employers miss: not all MVRs are created equal, and the report you need depends entirely on who’s driving and why.
Choosing the Right Type of MVR
Standard MVRs: Your Foundation
A standard MVR provides a snapshot of a driver’s record at a specific point in time. These reports are cost-effective and typically return within minutes, making them ideal for:
- Pre-employment screening
- Annual checks for employees who occasionally drive
- Verification of license validity
Standard MVRs also serve as an additional identity verification tool – the information should match what candidates provide on applications. However, remember that these reports only capture one moment in time. A clean record today doesn’t guarantee safe driving tomorrow.
For employers hiring commercial drivers or those in safety-sensitive positions, standard MVRs aren’t enough. This is where specialized reporting comes in.
CDLIS (Commercial Driver’s License Information System) provides a comprehensive view of CDL holders across all states where they’ve been licensed. This prevents the common problem of drivers hiding violations by holding licenses in multiple states. If you’re hiring truck drivers, bus operators, or anyone requiring a CDL, CDLIS is essential.
PSP (Pre-Employment Screening Program) reports from the FMCSA go even deeper. These reports include:
- Five years of crash data
- Three years of inspection history
- Records of safety violations
- Compliance reviews
While PSP reports require driver consent and come at a higher cost, they provide unparalleled insight into a commercial driver’s safety record. For companies where driver safety directly impacts operations – think logistics, transportation, or delivery services – this investment pays for itself in risk reduction.
FMCSA Crash and Inspection Reports offer a focused look at specific safety events. These are particularly useful when you need detailed information about accident circumstances or vehicle inspection results.
The Game-Changer: Continuous Monitoring
Think about it: you check a driving record once at hiring, then maybe annually. That leaves 364 days where violations, suspensions, or accidents could occur without your knowledge. That pristine driving record from hiring day might look very different six months later.
This is where continuous monitoring becomes invaluable. Rather than relying on annual checks that might miss critical violations for months, continuous monitoring provides real-time alerts when drivers:
- Receive moving violations
- Have licenses suspended or revoked
- Are involved in serious accidents
- Experience changes in license status
Vigilant NYS DMV LENS™ leverages New York State’s License Event Notification Service to provide exactly this type of monitoring. As a designated agent, CIChecked can review your employees’ driving records and automatically deliver email notifications on any change that impacts their ability to operate a vehicle safely and legally.
The business case for continuous monitoring is straightforward: immediate awareness enables immediate action. You can address issues before they escalate, potentially saving lives and preventing costly litigation.
State-Specific Considerations
Each state DMV operates differently, and these variations matter more than you might think. Some states report accidents, others don’t. Some include out-of-state violations, others only report in-state infractions. Understanding these differences is crucial for accurate risk assessment.
For example:
- California may not report accidents unless there’s a conviction associated
- New York provides comprehensive reporting, including most traffic convictions and accidents
- Texas includes a detailed point system that helps assess driver risk
- Florida may report accidents with damage over $1,000 regardless of fault
Working with a screening partner who understands these nuances ensures you’re getting complete information, not just what’s easily available.
Taking Action
Whether you employ commercial drivers or have employees who occasionally drive for work, MVR screening should be part of your risk management strategy. The key is choosing the right level of screening for your specific needs:
- Basic operations with occasional driving: Annual standard MVRs
- Regular driving in personal vehicles: Annual MVRs with clear policies
- Commercial operations: CDLIS/PSP reports plus continuous monitoring
- Safety-sensitive positions: Comprehensive screening with continuous monitoring
At CIChecked, we offer the full suite of MVR products along with expert guidance on building effective driver screening programs. Our team understands the complexities of DMV systems across all 50 states and can help you implement a program that makes sense for your organization.
Don’t wait for an accident to reveal gaps in your driver screening. The roads are unpredictable, but your approach to driver safety doesn’t have to be. With the right screening program in place, you can confidently know that your employees are operating vehicles responsibly, protecting themselves, your organization, and everyone sharing the road.
Ready to strengthen your driver screening program? Contact us for a consultation, and let’s build a safer future for your organization.
