Managing Integrated Motor Vehicle Records

Motive’s Integrated Motor Vehicle Records (MVRs) let fleets request, review, and maintain driver MVRs directly within Motive. This eliminates manual interactions with state DMVs and simplifies the management of Driver Qualification (DQ) files. Fleet admins can monitor requests, access completed records, and stay compliant with FMCSA requirements, all from one platform.

Overview

Motor Vehicle Records (MVRs) contain important information about the driver, such as name, date of birth, and driver's license number. It also includes any motor vehicle incidents involving the driver, such as traffic citations, license suspensions, DUI convictions, and accident reports. Integrated MVRs provide a streamlined workflow for fleets to manage one of their most important DQ documents. With this integration:

• Fleets can request MVRs for single or multiple drivers within Workforce > Qualifications.
• Completed MVRs are automatically added to the driver’s DQ File, including details such as violations, convictions, and license status.
• Fleet admins can review MVR reports, track order statuses, complete required annual reviews, and add digital review notes.
• Alerts notify admins if a driver’s MVR shows violations or license issues.
• Usage and billing reports help to understand MVR requests and activity.

This unified experience reduces manual paperwork, eliminates fragmented vendor logins, and assists fleets in meeting compliance requirements efficiently.

Enable Import MVR Permissions

To create a new role:

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left corner. 

2. In the Organizations menu, click Fleet Users.

3. Click Roles & Permissions.

4. Click + Create Role. 

5. Type the name for the new role.

6. Scroll down to the Workforce section. Select the checkboxes for View qualifications > Manage qualifications > Import motor vehicle records.

7. Click Create. The new role has now been created. 

 

To edit an existing role:

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left corner. 

2. In the Organizations menu, click Fleet Users.

3. Click Roles & Permissions.

4. Select the role you want to edit and click Options. 

5. Select Edit from the dropdown menu. 

6. Scroll down to the Workforce section. Select the checkboxes for View qualifications > Manage qualifications > Import motor vehicle records.

7. Click Save. 

 

To assign roles to the users:

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left corner. 

2. In the Organizations menu, click Fleet Users.

3. Click Users.

4. Select the user you want to assign the role to and click the three dots. Select Edit roles & groups. 

5. Select the role(s) and group(s) from the menu. 

6. Click Save. The role with permissions for importing Motor Vehicle Records is now assigned to the desired user. 

 

Admin settings for State Access Codes

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left corner. 

2. In the Organizations menu, click Workforce.

3. Scroll to the Qualifications section and click Edit. 

4. Besides the Motor Vehicle Records section, click Expand. 

5. Under State-specific configurations, enter the required state information:

• Pennsylvania (PA) State Access Code: Enter the PA access code provided by the state.
• Utah (UT) Organization ID: Enter your UT Organization ID as required by the state.

6. After entering the details, click Save to apply the settings.

These state-specific fields must be completed before requesting MVRs for drivers licensed in Pennsylvania or Utah. 

 

Import an MVR directly from the DMV

1. Log in to the Motive Fleet Dashboard and click Workforce in the left-hand side menu.
2. Click the Qualifications tab.

3. Click Add document. 

   

4. Select Motor Vehicle Record from the list of document types. 

   

5. Select Import document directly from DMV for quick and accurate record retrieval. Click Next. 

   

6. From the Driver dropdown, select which driver's Motor Vehicle Record you want to import. The First Name and Last Name fields will automatically be populated. 
7. Enter License Issuing Authority and License number.
8. Ensure the Date of birth field is completed and accurate, as this is necessary for DMV verification. 
9. Checkmark set this as annual Motor Vehicle Record if this is an annual MVR.

10. Click Import MVR to pull the latest record from the DMV. 

    

11. Once imported, go back to the Qualifications tab and click Needs Review to review the details of the imported MVR. 

    

12. Review the full details of the Motor Vehicle Record.

13. Click Save if no further changes are needed. 

    

The imported Motor Vehicle Record is now saved to the driver's DQ file with an expiration date. Automated alerts can notify fleet managers when it needs to be renewed.

 

Add an MVR manually

1. Log in to the Motive Fleet Dashboard and click Workforce in the left-hand side menu.
2. Click the Qualifications tab.

3. Click Add document. 

   

4. Select Motor Vehicle Record from the list of document types. 

   

5. Select Upload document directly for quick and accurate record retrieval. Click Next. 

   

6. In the Details panel, upload the MVR file by clicking Upload under Attachments. The file size limit is 35 MB, and accepted formats are JPG, JPEG, PNG, and PDF.
7. Select the Expiration date for the MVR.
8. Choose the Driver from the dropdown.
9. Enter the driver’s First Name and Last Name.
10. Select the License issuing authority (state).
11. Enter the License Number.
12. Select the driver’s Date of Birth.

13. Under Is this Annual Motor Vehicle Record?, choose the appropriate option. 

    

14. Select the MVR Status.
15. Enter additional details as needed, such as Violations/Convictions, Accidents, Suspensions/Revocations, License Status, and License Class.

16. After completing all required fields, click Save. 

    

     

View and edit MVRs

1. Log in to the Motive Fleet Dashboard and click Workforce in the left-hand menu.
2. Open the Qualifications tab.
3. Click the three-dots menu next to the MVR you want to review.

4. Select View details to see the MVR information. 

   

5. Review the existing details. To make changes, click Edit. 

   

6. Update the necessary fields.

7. Click Save when finished. 

   

    

Add an Annual Review note while viewing the Annual Motor Vehicle Record

1. Log in to the Motive Fleet Dashboard and click Workforce in the left-hand menu.

2. Open the Qualifications tab. 

   

3. Click the three-dots menu next to the Annual Motor Vehicle Record you want to review.

4. Select View details from the dropdown. 

   

5. Click Add review note. 

   

6. Under “I have reviewed the driving record of the above-named driver in accordance with 49 CFR 391.25 and find that he/she,” select the appropriate finding from the dropdown.
7. Add Review date and Reviewer signature.

8. Click Save. The review note will be added to the desired Annual Motor Vehicle Record. 

   

    

Add Annual Review of Driving Record

1. Log in to the Motive Fleet Dashboard and click Workforce in the left-hand side menu.
2. Click the Qualifications tab.

3. Click Add document. 

   

4. Select Annual Review of Driving Record from the list of document types. 

   

5. Under Attachments, click Upload to add supporting documents.

• Supported formats: JPG, JPEG, PNG, PDF
• Maximum size: 35 MB
• You may upload up to 5 files

6. Select the Expiration date for this annual review.
7. Choose the Driver from the dropdown.
8. Enter the driver’s First Name and Last Name.
9. Enter the License Number.
10. Select the License issuing authority (state).

11. Under “I have reviewed the driving record of the above-named driver in accordance with 49 CFR 391.25 and find that he/she,” select the appropriate finding from the dropdown. 

    

12. In Actions taken with driver, enter any actions or steps taken during or after the review.
13. Enter the Reviewer name.
14. Select the Review date.
15. Under the Reviewer signature, draw your signature in the signature box.
16. Add any additional Notes, if needed.

17. Click Save to complete the annual review entry. 

    

     

View and save Integrated MVR Usage Reports

To help fleets monitor their MVR usage, Motive offers an Integrated Motor Vehicle Records (MVRs) Usage Report. This report allows fleets to track the volume of MVR requests made for their drivers, providing a clear count of the MVRs that have been pulled.

1. Log in to the Motive Fleet Dashboard and click Reports in the left-side menu. 
2. Under Browse, click Drivers.

3. Scroll through the list and select Integrated Motor Vehicle Records (MVRs) Usage Report. 

   

4. The report displays totals for Total MVRs, Total Billable, and Total Fulfilled, along with details such as Order ID, Order Date/Time, Requestor, driver’s Name/ID, License Issuing Authority, Status, and Billable for each MVR. 

5. Use the available filters to refine the report, including Date Range, Driver, Group, Active Status (Active, Deactivated, Pending), Status (Fulfilled, Pending, Error), Requestor, and Billable. 

   

6. Save or bookmark the report as needed.
7. Open the three-dots menu to access additional actions:

• Schedule
• Make a copy
• Export as PDF

• Export as CSV 

  

   

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