Minnesota Department of Transportation

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MnDOT Policies

Driver's License and Record Check

MnDOT Policy #WF015
Revised: September 30, 2024

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Driver's License and Record Check Procedures

Please go to the MnDOT Org Chart to find specific contact information: Org Chart.

Responsible Senior Officer: Deputy Commissioner - Chief Administrative Officer
Policy Owner: Director, Office of Human Resources
Policy Contact: Labor Relations Manager

Policy statement

The Minnesota Department of Transportation (MnDOT) fully adopts the enterprise policy, Driver’s License and Record Checks, HR/LR #1419, which is issued by Minnesota Management and Budget and incorporated herein by reference. The policy requires employees who drive State or personal vehicles on state business to possess an active, valid, and applicable driver’s license. MnDOT requires all employees who drive on state business, including those where driving is not a minimum qualification or essential function of their position, to complete the Driver’s License Vehicle Use Agreement and pass a driver’s license and record check before driving on state business. Employees who violate this policy may be subject to discipline, up to and including discharge. 

Job Finalists

Prior to hiring an individual for a position which includes driving as a minimum qualification or essential function, MnDOT must verify that the finalist has an active, valid, and applicable driver’s license. Agencies must obtain and review the individual’s driver’s license record (DLR) for any state in which they held a driver’s license in the previous five (5) years. Any job offer for such a position must be made contingent upon successful completion of a driver’s license verification and record review.

Employees

  • When driving on state business, all employees must:
    • possess an active, valid, and applicable driver’s license (not inactive, cancelled, suspended, or revoked). When driving is a minimum qualification or essential function of their position, employees must possess an active, valid, and applicable driver’s license at all times while employed in that position.
    • abide by all applicable laws.
    • not drive under the influence of alcohol or controlled substances.
    • abide by any applicable driving and/or license restrictions or limitations, if driving with the restrictions or limitations on the license have been approved by Human Resources/Labor Relations.
    • drive safely, lawfully, and courteously.
  • All employees who drive a MnDOT or personal vehicle on state business must inform their supervisor no later than the beginning of their next work shift of any loss of driver’s license or status change affecting their driver’s license. This includes but is not limited to suspension, revocation, cancellation, disqualification, expiration, or any license restrictions.
  • All employees who drive a MnDOT or personal vehicle on state business without an active, valid, and applicable driver’s license are subject to disciplinary action, up to and including discharge.

Annual Driver’s License and Record Check

MnDOT must review, at least annually:

  • the driving records of employees in positions where driving is a minimum qualification or essential function of their position. (See Driver’s License and Record Check Procedures)
  • the driving records of employees in positions where driving is not a minimum qualification or essential function of their position who drive on state business. All employees who have previously submitted a Driver’s License Vehicle Use Agreement will have an annual check. It is the employee’s responsibility to inform CO Labor Relations if they no longer drive on state business.

Reason for policy

MnDOT is committed to the safety of its employees and the public. Because of MnDOT’s unique involvement in all modes of transportation, and out of concern for the safety of employees and the public, this policy is intended as an affirmative step to ensure proper screening of all employees who drive on state business.
Additionally, the enterprise policy requires MnDOT to:

  • Implement the enterprise policy;
  • Ensure that finalists and current employees have an active, valid, and applicable driver’s licenses as necessary;
  • Obtain driver’s license and record checks as provided in the enterprise policy; and
  • Take appropriate action when an employee loses their driver’s license.

Applicability

All MnDOT employees must comply with this policy.
Key stakeholders with responsibilities under this policy include:

  • Managers and supervisors
  • Office of Human Resources (and designees)
  • All employees and job finalists

Definitions

Active, Valid, and Applicable License

A current driver’s license issued and used according to the laws of the state of issuance.

Commercial Driver’s License (CDL)

CFR 49, §383.5, “A driver is required to obtain a CDL to operate any of the following vehicles used in commerce to transport passengers or property if the motor vehicle:

  • Has a gross combination weight rating or gross combination weight of 11,794 kilograms or more (26,001 pounds or more), whichever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 4,536 kilograms (10,000 pounds), whichever is greater; or
  • Has a gross vehicle weight rating or gross vehicle weight of 11,794 or more kilograms (26,001 pounds or more), whichever is greater; or
  • Is designed to transport 16 or more passengers, including the driver; or
  • Is of any size and is used in the transportation of hazardous materials as defined under 49 U.S.C. 5103 and is required to be placarded under subpart F of 49 CFR part 172 or any quantity of a material listed as a select agent or toxin in 42 CFR part 73.”

Driver’s License Record (DLR)

The historical record maintained on each driver by the Minnesota Department of Public Safety (DPS), Driver and Vehicle Services division. This includes comparable records from searches of other states’ driver’s license records. Records include traffic violations and revocations and suspensions of driver’s licenses.

Driving on State Business

Operating a state or personal vehicle while engaged in official duties or responsibilities on behalf of MnDOT.

Note: Commuting is not considered driving on state business. (See the Motor Vehicle Section of the MnDOT Business Manual for additional information about commuting.)

Finalist(s)

The person or persons under final consideration in the selection process.

Loss of Driver’s License

Expiration, suspension, revocation, cancellation, disqualification, loss of endorsement(s), or restriction of a driver’s license that preclude an employee from performing the essential function(s) of their job.

Major Traffic Violations

Traffic violations which include, but are not limited to, driving while impaired by alcohol/controlled substances, reckless or careless driving, attempting to elude the police, leaving the scene of an accident, and driving while license is suspended/revoked/canceled.

State Vehicle

An automobile, truck, or other equipment that is the property of the state (owned, leased, rented by, or loaned to the state) and requires the operator to have an active, valid, and applicable driver’s license.

Responsibilities

Employees who drive a state or personal vehicle on state business

  • Be familiar with the MnDOT Driver’s License and Record Check policy.
  • Maintain an active, valid, and applicable driver’s license.
  • Notify supervisor as soon as is reasonably possible, but no later than the beginning of their next shift, of any loss of driver’s license or status change affecting their driver’s license, including suspension, revocation, cancellation, disqualification, expiration, or any license restrictions.
  • Even if there is not a loss of driver’s license or status change affecting their driver’s license, Commercial Driver’s License (CDL) drivers convicted of violating, in any type of motor vehicle, a Minnesota state or local law relating to motor vehicle traffic control, other than a parking violation, must notify their supervisor within 30 days after the date of conviction in accordance with Minnesota Statutes, section 171.168.
  • Abstain from driving a state or personal vehicle on state business if the employee does not have an active, valid, and applicable driver’s license.
  • Adhere to all state, federal, and applicable laws.
  • Maintain driver’s license information located in Employee Self Service for all driver’s licenses held within the last five (5) years (including invalid, suspended, revoked, disqualified, or expired licenses).
  • When driving is not a minimum qualification or essential function of their position, it is the employee’s responsibility to complete the Driver’s License Vehicle Use Agreement in Employee Self Service and pass a Driver’s License and Record Check before driving on state business. The Driver’s License and Record Check will be conducted at least annually thereafter unless the employee notifies CO Labor Relations, in writing, that they no longer drive on state business.

Managers and Supervisors

  • Be familiar with the MnDOT Driver’s License and Record Check policy.
  • Confirm an employee has passed a Driver’s License and Record Check before approving the employee to take a vehicle home under the MnDOT Policy on Taking a Vehicle Home.
  • Maintain a list of employees who have driving as an essential function of their position and those that are required to have a CDL, including required license class and endorsements. Communicate the list with Human Resources/Labor Relations upon request to monitor the status of licensure.
  • Determine whether employees who do not have driving as an essential function of their position will drive on state business and communicate with Human Resources/Labor Relations upon request.
  • Consult with HR when an employee reports a loss of driver’s license, status change that affects their driver’s license, or a violation of a Minnesota state or local law relating to motor vehicle traffic control.
  • Take appropriate action as recommended by Human Resources/Labor Relations for violations of this policy.

Human Resources Offices

  • Be familiar with the MnDOT Driver’s License and Record Check policy.
  • Ensure job finalists have provided the Driver’s License Review Authorization Form before conducting the driver’s license and record check.
  • Ensure current employees have completed the Driver’s License Vehicle Use Agreement in Employee Self Service before conducting the driver’s license and record check.
  • Retain Driver’s License Review Authorization Forms and the Driver’s License Record Review Log for checks conducted on all job finalists and employees for five years after the check is completed.
  • Following completion of the driver’s license and record check, notify employee and their manager or supervisor whether they are authorized to drive on state business.
  • Conduct pre-employment and annual Driver’s License and Record Checks according to the Driver’s License and Record Check Procedures.  

Policy Owner (Director, Office of Human Resources)

  • Review the policy every two years, or whenever MMB changes the enterprise policy, to ensure the policy remains up to date.
  • Ensure training, procedures, forms, and other documents associated with the policy remain current.
  • Monitor state, federal, enterprise, agency, or other requirements that apply to the policy or procedures.
  • Consult with the Office of Chief Counsel to ensure the policy and procedures remain compliant with all state, federal, enterprise, agency, or other requirements.
  • Ensure that necessary approvals by state or federal agencies are obtained before changes to the policy or procedures are implemented.
  • Work with the Policy Coordinator to revise the policy and/or confirm its accuracy.
  • Communicate policy revisions, reviews, and retirements to stakeholders.

Resources and related information

Forms

Processes, Procedures, and Instructions

Resources

History and updates

Adopted

February 11, 1997 ( Policy #3.22 - Administration No. 91-1A: MnDOT Driver's License Policy)

Revised

  • First Revision: June 20, 2003
  • Second Revision: July 17, 2015 (Revised and renumbered as #HR015)
    • Superseded Policy #3.22 and Guideline #3.22 - Administration No. 91-1A-G1: MnDOT Driver's License Guidelines
  • Third Revision: September 30, 2024 (Revised and renumbered as #WF015)

Policy Review

This policy's next scheduled review is due September 2026.