Once we have your information a BUnited Representative will set up your Driver File Portal and email you a link to get logged into your account.

 Important to Remember: Because of the complexity and compliance of this product, all MVR’s and PSP must be run through this program when a new driver is brought in through the electronic application process. Annual review MVR’s are automatically processed when the annual review is processed.

 Let’s Get Started!

 POLICIES

 It is imperative that as you are setting up your account, you add your work policy and drug and alcohol policy.   The system comes with sample policies only from which you may edit the policy to your company requirements.    When your driver fills out the automated application, these policies are presented to the driver for them to read, he signs for them and a copy is emailed to him; therefore, your policies must be accurate and apply to your company with company information identifying the policy as yours.

 APPLICATIONS – WHERE IT ALL STARTS!

 *Processing a new automated application is the start of the driver file, and it is very important that you process it with “a fine tooth comb” for absolute accuracy so that all data populates smoothly throughout the life of the file.  Below my signature we have included a document that will give you step-by-step instructions how to properly process an application 

 CURRENT DRIVERS ALREADY WORKING FOR YOUR COMPANY:

 Joining BUnited Driver Qualification System as a new client most likely means that you have a number of current drivers already in your employ that will need to be set up in the system, paper files scanned and added, and reminders set.   Our Knowledge Base will guide you how to do this, and is considered a Manual Entry which is done from your Menu-DriversàAdd New Driver.      This process is the quickest and easiest way to enter your current drivers; however, moving forward we strongly encourage you to start your new applicants from the Automated Application Link on your Dashboard for the smoothest and easiest DQ process.   

 Our program is DOT compliant, branded to your company, and designed to take you from application to termination with automated features to obtain and maintain all the required documentation.   A built-in notification and custom reminder system is included as well as a law-enforcement portal should the need arise.   There is no charge for us to maintain records on your terminated drivers for the required three years (however, we maintain the records for three years and three months).

 ONBOARDING VERIFICATIONS OPTION

 We all know how time consuming and tedious completing the 36-month previous employment verifications can be  when onboarding a driver, and this process is available for you to work through in your comprehensive driver qualification list.   However, BUnited Services offers at optional time-saving service where one of our representatives will take care of that 30-day process for you to allow you more time for other tasks.   If you would like more information on our Managed Services Option, please email us at compliance@boykinsunited.com and we will email you the information for your review.

 As a subscriber to BUnited Driver Files, we are happy to offer you an additional benefit to assist with your recruiting needs. We automatically include your logo along with a link directly to your online application at no additional cost.

Also, please check out our DOT-compliant vehicle maintenance program, BUnited Vehicle Files (https://bunited.ourvf.com/login/).   In addition to maintaining all required vehicle maintenance records, it has the capability for you to upload corresponding receipts, as well as an accident log, and a law-enforcement portal is included should the need arise.    This program is super-simple, and is priced at $20.00 per month.

 Please know we are here for you to contact us if you need any help with the program.  You can reach us by emailing us with specific questions at compliance@boykinsunited.com  or calling (888) 421-8782 ext 3. We are confident that you will find that the program is easy-to-use in your efforts for required DOT compliance, and you will rest assured knowing that you are not only in compliance, but beyond compliance!

DRIVERS FILES ONLINE – PROCESSING AN APPLICATION

NEW APPLICATION

When a new application comes in, click on it to open it. It is very important that you review it with a fine-tooth comb. Review dates, previous employment, time frames, etc. before going to the next step, including comparing the information on the drivers license and medical card to what the driver has put on the application (these discrepancies can follow through the entire application algorithm and throw off your data) and then continue by choosing one of the following options:

DISCARD APPLICATION

This feature is for the application where the driver is not a candidate. Once you click the Discard button, the application will stay in the inactive file system for 30 days; however, you cannot reactivate it. If you think you may want to keep an application for future review, be sure to save it to your computer or print it to paper. Keep in mind that any document in the system must be converted to a .pdf before saving or printing.

REJECT APPLICATION

This convenient feature allows you to send a less-than-perfect application back to the driver for him/her to correct or make changes. It could be that there is not ten years of previous employment or some kind of typographical error. The driver will receive the rejected document with a note from you and has the opportunity to correct it and re-submit it to you. You may reject the application back and forth to him/her as many times as you deem necessary to get the perfectly-filled out application. Keep in mind that REJECT status is a very important process for you as an onboarder as it is your last opportunity to modify the application. Once you have moved the application to PENDING EMPLOYMENT, you have officially accepted the application and no changes can be made. If you do not make your changes before you accept the application, you will need to click “DO NOT HIRE” and the driver must complete a new application - a lot of work!

MOVE TO PENDING EMPLOYMENT

Once the application has been moved to Pending status, an official DOT-compliant Qualification Checklist has begun to populate and is ready for you to continue your due diligence to decide if you should hire the driver. PSP reports must be ordered in PENDING status as they may only be obtained PRIOR TO HIRE per regulation. PENDING status will be the only time you can order a PSP report. While PSP reports are not required, they are strongly recommended and we encourage you to follow that recommendation as part of added diligence and striving toward BEYOND COMPLIANCE. MVR reports must be ordered within 30 days before or after hire, but PENDING status is the best time to order it so that you may review it before deciding to hire the driver.

HIRE APPLICANT/DO NOT HIRE is the next step.

Clicking HIRE APPLICANT will move the driver into an Active status and you will continue with the DQ onboarding process. DO NOT HIRE means just that...you have decided the driver is not a good fit for whatever reason and the application is stored for 30 days on the system. You may retrieve an image of the application if you wish, but you MAY NOT REACTIVATE an application within that time frame as that application is considered “old” per DOT standards as many things can happen with that driver in that time frame. If you have changed your mind and wish to hire the driver after clicking DO NOT HIRE, then he/she must start over again with a new application.

In summary, it is very important to follow these guidelines to achieve the utmost compliance, and doing so will save you time and frustration of having to re-do an application.