CDL Program Compliance and Funding

The federal government requires the jurisdictions (all states and the District of Columbia) to adhere to certain minimum standards mandated by the Commercial Motor Vehicle Safety Act (CMVSA) of 1986.  These regulations enable the Secretary of Transportation to prescribe the detailed processes for carrying out the intentions of the CMVSA and other mandates. They allow for the Federal Highway Administration (FHWA) (now FMCSA) to determine whether or not the states meet the state compliance standards which are set forth in the FMCSA regulations in a substantial way. They also provide for the withholding of federal-aid highway funds for non-compliance.

FMCSA Grants Available for State CDL Programs

The Federal Motor Carrier Safety Administration (FMCSA) announced the availability of funding for states to enhance their Commercial Driver’s License (CDL) programs. 

Funding will be awarded to states that demonstrate the greatest impact on the effectiveness of the CDL program in improving highway safety and reducing commercial motor vehicle related fatalities through a performance-based proposal which identifies state-specific CDL program challenges or risks and how the state will address those high risks.

Questions? Contact Bob Redmond, (202) 366-5014.

State Funding Eligibility Requirements

All of the states and the District of Columbia are eligible to receive CDL program grant funds directly from the FMCSA. Each state must meet the following seven conditions to qualify for CDL program grant funds:

1. Assume responsibility for improving motor carrier safety and adopting and administering state safety laws and regulations that are compatible with the Federal CDL requirements (49 CFR parts 383 and 384).
2. Designate in its CDL program proposal the lead state CDL agency responsible for implementing the plan.
3. Maintain the aggregate expenditure of funds by the state and its political subdivisions, exclusive of Federal funds, for commercial drivers license activities eligible for funding under this part, at a level at least equal to the average expenditure for Federal or state fiscal years 1997, 1998 and 1999.
4. Put up a matching share of 20 percent of the eligible project costs. In-kind contributions are acceptable in meeting the state’s matching share if they represent eligible project costs.
5. Prepare and submit to FMCSA, upon request, quarterly reports on project progress, status and expenditures and a final report at the end of the project.
6. Adopt and use the reporting standards and forms required by the FMCSA to record work activities performed under the CDL program proposal.
7. Coordinate the CDL program proposal, data collection and information systems, with state MCSAP and highway safety programs.

State Grant Submittal and Selection Process

1. The lead CDL agency must submit the state’s performance-based CDL program proposal request to the State Director, FMCSA.
2. The State Director will review the plan and forward it to the State Programs Division within one week of receiving the proposal with his/her written comments and recommendations. 
3. The State Programs Division will convene a technical review panel to prioritize the state proposals for funding, based on the proposal’s quantifiable need, adherence to state eligibility requirements and support of national CDL priorities. 
4. Funding will be awarded to states that demonstrate the greatest impact on the effectiveness of the CDL program in improving highway safety and potential for reducing commercial motor vehicle related fatalities through a performance-based proposal which identifies state-specific CDL program challenges or risks and how the state will address those high risks.

Note: While there is no cut off date for submitting proposals, the states should be encouraged to submit their proposals as soon as possible. Proposals will be evaluated as they are received and will be accepted for consideration as long as there are funds available.

CDL Program Proposal Contents

The state’s request for CDL Program funding will be made through submission of a performance-based CDL program proposal. Rather than measuring activity levels or input, a performance-based proposal focuses program effort on outcomes such as reduction in commercial vehicle crashes, fatalities and injuries or increases in the number of drivers convicted and disqualified. While requiring a "big picture" view to measure the CDL program success by the reduction in the number of crashes, an effective CDL program removes problem drivers from the road –the same drivers who are involved in the majority of commercial vehicle crashes. The approved and funded proposal will serve as the basis for monitoring and evaluating the state’s performance.

While providing flexibility to states, grant proposals must meet certain criteria. The grant proposal criteria are designed to ensure that project proposals will enhance CDL programs in the state and that key state agencies and organizations participate in approved grant activities. CDL programs involve law enforcement, courts, prosecutors, and driver licensing agencies. To be effective, CDL program improvement projects should reflect the expertise and commitment of all participants needed to make the project work. Consequently, grant applications must specify that all relevant participants in the process are involved in the project. A thorough evaluation design is another key requirement.

The CDL program plan must contain the following eight items:

1.  Certification that the state meets the eligibility requirements listed above, including identification of the lead agency for the project.

2.  While not required at this time, it is recommended that the state identify an interdisciplinary working group within the state, including but not limited to, representation from the motor vehicle licensing agency, court system, prosecutors, state law enforcement, Governor's Highway Safety Representative, and State Motor Carrier Safety Assistance Program (MCSAP) agency.

3.  A definition of areas requiring attention or improvement. The grant proposal should define, analyze, and document user procedures, including projected barriers to project success, such as any statutory limitations that may affect communication and recording of convictions on the system.

4.  A detailed, performance-based plan for implementing the project, including time lines for completion, for each problem or risk to be addressed by the project, as outlined in the attached Problem Statement and Objective form (See Attachment B). Each problem plan will contain the following sections:

• A definitive problem statement for the objective to be achieved by the plan. The plan must identify the source of the data, and who is responsible for its collection, maintenance and analysis.
• A performance objective, stated in quantifiable terms, to be achieved through the plan. Objectives must include performance measures. The objective may also include documented improvements in other programs areas (e.g., legislative or regulatory authority, enforcement results, or resource allocations). 
• Strategies to be employed to achieve performance objectives. Strategies may include education, enforcement, legislation, use of technology, and improvements to infrastructure.
• Specific activities intended to achieve the stated strategies and objectives and their relationship to national CDL program priorities discussed at the beginning of this attachment along with specific quantifiable performance measures.  
• A description of the state’s method for ongoing monitoring of the progress of its plan. This should include who will conduct the monitoring, the frequency with which it will be carried out, and who will be responsible for preparing quarterly reports.

5.  A plan for preparing a final report, including the evaluation findings and recommendations for other states regarding the strengths and weaknesses of the project. All grant recipients will be required to provide quarterly progress reports on funded projects and agree to share project results with other jurisdictions.

6.  A detailed budget which supports the plan, describing the expenditures for allocable costs such as personnel and related costs, equipment purchases, printing, information system costs, and other eligible costs. These costs must be consistent with the following seven types of expenses to be eligible for reimbursement:

• Personnel expenses, including recruitment and screening, training, salaries and fringe benefits, and supervision.
• Travel expenses, including per diem, directly related to carrying out the objectives of the project.
• Equipment expenses, including computer hardware and software, directly related to carrying out the objectives of the project.
• Indirect expenses for facilities used exclusively to house project staff and equipment to the extent they are measurable and recurring (e.g., rent and overhead).
• Expenses related to data acquisition, storage, and analysis that are specifically identifiable as project-related to monitoring progress and developing final project findings and recommendations.
• Clerical and administrative expenses, to the extent necessary and directly attributable to the project.
• Expenses related to the improvement of real property (e.g., installation of cooling system for computer hardware), directly related to carrying out the objectives of the project. Acquisition of real property, land, or buildings are not eligible costs.

The budget must be sufficiently detailed so that it may be evaluated on the costs assigned to each proposed task, the allocation of resources to complete the tasks, the procurement of hardware and/or software (if applicable), staff hours (broken out by labor category), and other costs (e.g., travel, printing, etc.). The budget should closely correspond to the tasks outlined in the implementation plan.

7.  Executed Motor Carrier Safety Assistance Program form. A copy of the MCSAP-1 grant application form is available for download.