Personnel Menu: Cleaner Presentation

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The Personnel menu lets you search for people (donors, participants, employees, etc.) across all accounts.  When you find the person you can edit their profile, open their dashboard, create a new drug/alcohol test result record, get a list of all their drug and alcohol test result reports, and more.

The feature now has a new streamlined presentation for less clutter on the page with the same full control of the search.

Click the about icon  to get an overview how search works.

Click the services icon   to read how to easily manage the search options.

Click the wrench icon  to open the Search Options Panel where you’ll find all the options fully presented similarly as in the earlier version of the feature.

Use compact icons  to cycle through search options without clutter.

How to Use the Search Tools

1. Cycle Through Options Using Icons

  • Each of the four search option categories shows an icon control  that cycles through the options in that section when clicked.
  • The label beside the icon updates to show your current selection.

2. Open the Full Search Panel

  • Click on the wrench icon or the label Open Options Panel.
  • Review and change all filters, including Name and ID fields.
  • Choose:
    • Search – run the search immediately
    • OK – apply changes and close the pane

 

New Feature: Contact Dashboard with Address Copy Tools

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There’s a new feature in the Client-Mgt module of DrugTestNetwork.com.

When you open Client-Mgt, you will find the the contact(s) assigned to the account on the Client Dashboard section or you can open the Contacts section where all contacts for the client are listed.

Click the icon  presented next to each contact to open their dashboard.

Open the profile editor or launch the Contact Dashboard directly from the contact list. The dashboard view presents key contact information and management features for the contact.

What’s New

  • New Formatted Dashboard for the Contact:
    After editing and saving a contact’s profile, the contact’s dashboard is presented to acknowledge the record has been saved and provide management utilities for the contact, for example: open the contact profile editor, send an email, account assignments, etc.
  • Quick Access to Contact Info:
    The dashboard also features the contact’s address, phone numbers and email, making it easy to reference or verify at a glance.
  • One-Click Copy Address Tool:
    A new Copy button next to the address allows users to copy the full address to the clipboard with a single click—ideal for emails, shipping labels, forms, or internal notes.

This update is part of a continued effort to make client management easier, richer, and more intuitive for our users. Whether you’re editing contact details or simply referencing client addresses, the new dashboard view brings everything you need into one simple interface.

Hidden Feature: Print or Copy Contact Addresses from Reports

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Hidden Time-Saver: Click the Company Name to Access Mailing Tools

There’s a hidden feature built into the Test Result Report page when it’s displayed for printing and provides a convenient way to print the company address when you need to mail the report to the recipient.

When viewing a printable version of a test result report, click the company name at the upper right of the page to open a helpful popup. This feature is designed for those times when you need to mail a physical copy of the report to a company contact — and it makes the process easy.

Here’s what the popup includes:

  •  Full Contact List for the Client
    Quickly browse all representatives associated with the company. Whether you’re mailing results to HR, a DER, or another contact, just pick the appropriate recipient.
  •  Printable Address Option
    Print a formatted mailing address directly from the popup — perfect for envelope labels or cover sheets.
  •  Dashboard with Copy-to-Clipboard Feature
    Want to paste the address into a Word doc, label template, or email? There’s a link to the contact’s dashboard that includes a one-click “Copy Address” feature.  When you click the address from the report to open the Print Address feature, every contact for the client is listed.  Use the radio button to select a contact with their mailing address.  Also, appearing next to each contact is the dashboard icon.  Click the icon to open the dashboard for the contact where you will find a feature to copy the contact’s address to your clipboard which you can use to paste (ctrl-v)  into a Word document, for example.

This feature is designed as a link in the text of the address on the report so there are no extra visible icons or instructions that clutter the presentation of the report and stays out of the way unless you need it. And when you do, it will save time and eliminate the need to dig for addresses elsewhere in the system.


Try it next time you view a test result report — just click the company name to explore.

Menu Navigation Changes: Randoms [List Randoms]

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From the main menu, the menu choice Randoms, navigated to the module that lists random selections for all accounts and consortia for dates specified by the user.  The page also included other report options the developers felt did not best serve the user from that page.  Since the change, in order to navigate in a single click directly to the List Randoms module, you will find a new short cut icon under the menu:

The updated menu now navigates to a page that presents the List Randoms option as the first link on the page, and includes a variety of other reports to help users better manage random selections.

The first option on the page is where the Randoms menu previously navigated: List Randoms by Date.  The other options on the new page provide data management reports so users can list accounts that need randoms conducted by a scheduled date.  You will also find a link to a feature that send emails to accounts with a notification of upcoming randoms so they can update their participant list.

For many DTN subscribers, random selections are not conducted for every account, as a Stand Alone account or as a member of a consortium.

For an account to be included in reports related to random selection, the account must be a member of a consortium, or considered Stand Alone. To be a Stand Alone account for random selection report considerations, its Random Selection Participant attribute must be turned ON (set to Yes).  You will find the attribute, Random Selection Participant, (Participates in Random Selections) in the account profile editor under the section: Random Selection Parameters.

Stand Alone Accounts & the Random Selection Participant Attribute:

An account that’s a member of a consortium is automatically considered a random selection participant.

If an account is not a member of a consortium, it’s considered a Stand Alone account, however, Stand Alone accounts are included in random selection summary reports, scheduled random selections, and mass emails regarding random selections, only if its Random Selection Participant attribute is set to Yes.

Use the report Report Accounts Not flagged as Random Participants (Non-Consortium Members to list all Stand Alone accounts (i.e., non-consortium members ) whose account attribute, Random Participant, has not been turned on. The report includes a link to open the account profile editor, or turn the attribute ON for multiple selected accounts.

Email Notification:

On the new page, you will find the email utility to send notifications that random selections will be conducted soon so the account can update their participant list. The email is sent to all consortia member accounts, and Stand Alone accounts whose account attribute, Random Participant, is set to Yes.

Scheduled Random Selections:

You can specify the date to generate the next random selection for every Stand Alone account, and although the platform does not automatically generate random selections on these scheduled dates, there are reports available on the new page to list accounts by their scheduled date so the TPA can easily manage randoms and helps ensure every account stays in compliance.

Accounts without a date specified for the next Random Selection:

You will find a report to list all accounts that do not have a specified date for their next random selection.

To generate random selections by date, the random selection profile for the account must include a date, Next Random, to indicate when the selection is anticipated. When the random is generated, the date will roll forward, based on the Frequency, however, a scheduled date must first be specified.

Note:  Frequency is a random selection profile attribute and determines how the scheduled date is rolled forward when a random selction is generated.  The date is rolled forward to be consistent, i.e., the order of the day-of-week, with the earlier date.  If the earlier date is the third Thursday of the month, then the rolled forward date will also be the third Thursday of the month.

These are the current Frequency attributes you can choose:

    • Weekly
    • Monthly
    • Quarterly
    • Bi-Annual
    • Annual

This report will list all Stand Alone accounts that do not have a date yet specified. For an account to be considered Stand Alone, the account attribute, Participates in Randoms, must be turned ON. You’ll find this attribute under the section Random Selection Parameters in the Account Profile editor. Also note, this page  provides a report that lists all accounts that do not have the Random Participant attribute turned ON.

Generating Random Selections by Schedule:

You can list Accounts by their date scheduled for the next random selection.

This option lists accounts with a scheduled date within a calendar period specified by the user. This feature is designed to help easily generate randoms so accounts are not overlooked. When you generate a random selection, the Next Date is rolled forward based on the Frequency attribute defined in the account’s random selection profile.

From the report you can easily generate a random selection for each account listed using the familiar random selection control. You can also select multiple accounts, with a check-box, and generate the random selection for all of them in a single request.

Note: The system does not automatically generate randoms – the user must initiate the randoms manually. The user can generate randoms for multiple accounts in a single request.

Random Selection Summary Reports:

You’ll find the four summary reports on the new page.  In an effort to improve the List Randoms module, those reports were removed and added to the new page.

1. Summarize Randoms Conducted for ALL Accounts:

This report shows random selections for all accounts, including each account’s annual percentage targets and accumulated Year-to-Date (YTD) percentages (based on the average number of people over the number of randoms conducted) for both the substance and alcohol test.

2. Show ALL Random Participants with ZERO Randoms:

This report shows all accounts flagged as a Random Selection Participant (meaning it is an account for which you planned on generating a number of random selections for the year) for which no random selections have yet been generated.

3. Summarize Consortia Random Selections:

This report shows all the random random selections conducted for each consortium defined for your installation, including their annual percentage targets and their accumulated Year-to-Date (YTD) percentages (based on the average number of people over the number of randoms conducted) for both the substance and alcohol test.

NOTE: This report does not include random selections for accounts included in random selections for a consortium. Also, random selection test results that were created as the result of a consortium random selection are not included in the accumulative numbers for YTD percentages.

4. Less Than / More Than / Exactly: Summarize No. of Randoms Conducted:

For Stand Alone accounts you can use this summary report to list accounts that have not had enough selections yet generated.

For example, the numbers in the screenshot below will report all accounts that have been scheduled for 4 randoms (quarterly) but have had less than 4 random selections generated, to date.

 

DrugTestNetwork’s Drug & Alcohol Testing and Reporting Software

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DrugTestNetwork’s Drug & Alcohol test reporting software streamlines the management and reporting of drug and alcohol testing programs, for DOT compliance and Drug Free Workplace, with features like electronic ordering, real-time results, random selection, and compliance reporting and more.

An overview of what the management and reporting software can do:
Key Features and Benefits:
  • Electronic Ordering and Scheduling: Order and schedule drug tests, alcohol tests, and physical exams electronically.
  • Real-time Results and Reporting:Access and record test results and generate reports in real-time.
  • Random Selection Management:Easily manage random drug testing programs, including generating random selection lists and tracking compliance.
  • Compliance Tools: Help ensure compliance with federal and state laws and regulations.
  • Collection Site Locator:Locate nearby clinics that offer drug testing services.
  • Electronic Chain of Custody (eCCF): Some software incorporates electronic chain of custody for increased accuracy and efficiency. (In development)
  • MRO Integration: Integrate with Medical Review Officers (MROs) for efficient result interpretation and management.
  • MRO Solutions: The platform provides data management and reporting for MROs as well as TPAs.
  • Data Management:Securely store and manage employee data, test results, and other relevant information.
  • Reporting:Generate various reports, including DOT MIS reports, and custom reports.
  • Cloud-Based Solutions:DrugTestNetwork is on online software solution, (cloud-based), offering accessibility and automatic backups.
  • API Solutions: DrugTestNetwork can build API solutions for integration with other systems when needed.

This article was written with the objective to address users interested in online software / application platform solutions for the following:

Drug Testing Program Management Software
drug test reporting software
Drug Testing Administration Software
cloud based software for the management of drug and alcohol testing, random selections, Medical Exams / dot physicals

DOT MIS Report: Management Information System

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What does MIS stand for in the name: DOT MIS Report?

In the context of the U.S. Department of Transportation (DOT), “MIS” stands for Management Information System, which is a system used to collect and report drug and alcohol testing data from employers regulated by the DOT.

Here’s a more detailed explanation:
  • DOT Regulation:
    The DOT regulates workplace drug and alcohol testing for federally regulated transportation industries, outlined in 49 CFR Part 40.
  • MIS Reporting:
    Employers regulated by the DOT are required to report their annual drug and alcohol testing data to the DOT’s Management Information System (MIS).
  • Data Collection:
    The MIS form is used to collect data on employer information, covered employees, drug testing data, and alcohol testing data.
  • Submission:
    Employers must submit the MIS report in accordance with the requirements established by the DOT agency regulating their operation.
  • Examples of DOT Agencies:
    The DOT includes agencies like the Federal Motor Carrier Safety Administration (FMCSA), the Federal Aviation Administration (FAA), and others.
  • MIS Data Collection Form:
    The form is referenced in Appendix J to part 40 of the DOT regulations.
  • Importance of MIS Reporting:
    MIS reports are used to track and analyze drug and alcohol testing data to ensure compliance and improve safety in the transportation industry.
  • DAMIS:
    The DOT’s Drug and Alcohol Management Information System (DAMIS) is the system where the reports are submitted.

DrugTestNetwork (DTN) is an online data management system for drug and alcohol testing and provides comprehensive utilities for users/subscribers to manage every detail of the DOT MIS report.  Every drug and alcohol test reported on the DOT MIS Report conforms to specifics criteria in order to be included on the report: Reason for Testing, Overall Qualitative Results, Refusals, Shy Bladder, Shy Lung, etc.  DTN insures every drug and alcohol test conforms to the requirements of the MIS Report, and if a test result falls outside the reporting requirements, it is flagged so the user can easily correct the data for accurate reporting. DrugTestNetwork is an absolute solution for drug test reporting software.  In addition to the DOT MIS report, DTN also provides a MIS report for Non-DOT reporting as well.  The Non-DOT version is similar to the DOT MIS Report, but includes broader reporting features to include any and all Reasons for Testing and Overall Quatitative Results (OQR).  DrugTestNetwork’s drug and alcohol testing and reporting software makes compliance with DOT Regulations easy to manage.

 

DOT Compliance Certification

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Understanding DOT Compliance Certificates for Random Drug Testing

Companies regulated by the U.S. Department of Transportation (DOT) must adhere to strict drug and alcohol testing requirements, including participation in a random testing program. To demonstrate compliance, these companies are often asked to provide a Compliance Certificate, typically issued by their Third-Party Administrator (TPA) managing the testing program.

This certificate serves as proof that the company is actively enrolled in a DOT-compliant random selection program, ensuring they meet federal regulations and maintain safety standards. Regulatory agencies, auditors, and potential business partners may request this documentation to confirm the company’s adherence to required testing protocols.

DrugTestNetwork (DTN) Online Data Management Software Application for Drug & Alcohol Testing simplifies the compliance process by enabling TPAs to efficiently track company participation and issue Compliance Certificates when requested. DTN provides real-time access to enrollment records, ensuring accurate and up-to-date documentation to help companies maintain their regulatory standing.

Compliance Certification Letter Templates in DrugTestNetwork (DTN)

To effortlessly issue Compliance Certificates, users can create a variety of certification letter templates so you can have a standardized compliance letter tailored to different customers.

Creating Custom Templates:

Users will find the Compliance Certification Letter templates in DTN by navigating to:

  1. Other-Data Menu
  2. Letter & Document Templates
  3. Compliance Certification Letters

Managing Templates

When selecting the Compliance Certification Letters option, users are directed to a page that displays the existing templates.
From here, the user can choose to edit, copy or create a new template.

  • Edit an existing template to update its content.
  • Copy an existing template to create a new version with modifications.
  • Create a new template from scratch to meet specific compliance needs.

Key Template Components

Each Compliance Certification Letter template consists of six customizable sections:

  1. RE (Regarding) Statement

    • Appears as the letter heading and the email subject line when sent.
    • Example:
      RE: Drug & Alcohol Testing Certification of Compliance

  2. Opening Content

    • Introduces the subject of the letter and defines the covered employees.
    • Example:
      The safety-sensitive employees, for the period indicated below, are hereinafter referred to as “consortium members.” These are members of the Named Consortium, per the United States Department of Transportation (DOT), FMCSA.

  3. Period of Coverage Caption

    • Defines the section where the effective coverage period is dynamically inserted.
    • Example:
      Period of Coverage: (The system will insert the actual dates when the letter is generated.)

  4. Eligibility Count Checkbox

    • Users can check this box to include the number of covered employees in the letter when issuing a Letter of Compliance.

  5. Eligible Employees Caption

    • If the checkbox is selected, this caption appears in the letter with the number dynamically inserted.
    • Example:
      No. of Drivers in Consortium: 37 (The system inserts the actual count.)

  6. Main Body Content

    • Provides details on how the consortium operates, random selection procedures, and compliance requirements.

    • Example:

      Consortium members have been placed into a computerized “random selection generator.” Periodic drawings from this generator will result in names of consortium members being randomly selected for drug and alcohol testing.

      At least 50% of the consortium will be selected each calendar year for controlled substance abuse urine testing.

      At least 10% of the consortium will be selected each calendar year for controlled alcohol breath testing.

      Consortium members who are selected for testing are responsible for reporting immediately for testing. Failure to test, or failure to complete a test in a timely fashion, per DOT regulations, will be deemed a “refusal to test.”

      All test results will be available to the employing agency. All positive tests will be forwarded to the employing agency.

      We remain available to answer your questions or assist you in solving problems as they may arise.

Template Flexibility

Each template allows customization of the content to suit different client requirements while maintaining compliance with DOT regulations. By having pre-defined templates, a TPA can quickly generate a professional compliance letters without repetitive manual entry.

This feature enhances efficiency, ensures consistency in compliance documentation, and simplifies the process of providing companies with the necessary certification when requested.

Issue a Compliance Certification Letter:

Users can issue a Compliance Certification Letters dynamically, with the option to print a hard copy or send the letter via email.

Steps to Issue a Compliance Certification Letter

  1. Navigate to the Client Management Module

    • Navigate to the main application page: Clients.
    • Search for the client account.
    • Click the Client-Mgt icon for the account.
    • In the Client Management Module, click the button for  Acct.Services / Resources.
    • On the right side, find and tap “Issue a Letter of Compliance.”

  2. Configure Compliance Letter Options
    The module provides several customization options before generating the letter:

    A. Compliance Period & Letter Details

    • Letter Issue Date – Pre-set to today’s date (modifiable).
    • Period of Compliance – Select the start and end date for the compliance period.
    • Choose Compliance Letter – Select from the available templates.

    B. Address & Printing Options

    • If printing, select an Address Block for correct positioning in a windowed envelope.
    • Option to display the address on a separate page for envelope printing.

    C. Email & Contact Options

    • Salutation Checkbox – Option to add an opening salutation (e.g., Dear Mr. …).
    • Custom Salutation Field – Users can enter greetings such as Dear, Hello, etc.
    • Select a Company Contact – Displays a list of contacts associated with the client.
    • Closing Statement – The closing statement is pulled from the user’s profile if predefined.
    • Additional Recipients – Option to enter an “Other Name” and “Other Email” to send copies to additional recipients.

    D. Employee Roster Options

    Users can choose to include an employee roster in the letter:

    • Do NOT include Employee Roster
    • Include Active & Pending Employee Roster
    • Include Active, Pending & NOT-Active Employee Roster

    E. Attachments

    • Upload an Attachment – Users can browse and select a file from their computer.
    • Attachment Title – Enter a custom title to identify the attached document.

  3. Finalize and Issue the Letter

    • Click “Print” to generate a hard copy for mailing.
    • Click “Email” to send the letter electronically to the selected recipient(s).

Key Benefits of DTN’s Letter Issuance Module

✅ Efficient Workflow – Quickly generate letters with automated date selection and template options.
✅ Customization – Users can personalize salutations, closing statements, and recipient details.
✅ Flexible Delivery Methods – Print letters for mailing or email them directly to clients.
✅ Dynamic Employee Roster Options – Choose whether to include active, pending, or inactive employees.
✅ Attachment Support – Users can add supporting documents when necessary.

This feature streamlines compliance certification, ensuring companies can promptly receive documentation demonstrating their participation in a DOT-compliant random selection program.

Email Notification for Expirations & Renewals

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Staying ahead of expirations and renewals (Driver’s License, B1-Visas, Medical Exams, ClearingHouse, etc.) can be critical for DOT compliance.  DrugTestNetwork provides a resources to help employers and TPAs manage expirations and renewals efficiently with an automatic email notification feature. This feature automatically sends emails to alert a company of these critical dates for employees.

With this feature, important deadlines for medical certificates, DOT physicals, driver’s licenses, and other essential compliance documents are automatically reported to the primary contact on the account. It alleviates manual tracking, having to remember to check for expirations and send notifications,  and reduces last-minute surprises. Every week, clients will receive timely reminders, giving them ample time to take action.

By automating these critical notifications, DrugTestNetwork helps TPAs enhance service reliability, strengthen compliance efforts, and improve communication with clients—all while reducing the administrative burden of manually tracking expirations.

What’s Covered?

This feature provides notifications for upcoming expirations & renewals related to:

  • Medical Certificates
  • DOT Physicals
  • Driver’s Licenses
  • B1 Visas
  • Motor Vehicle Reports (MVR)
  • DOT Clearinghouse Compliance
  • Program Memberships

How It Works

  • Every Sunday night, the platform will send an email to the primary contact for the account, listing personnel whose expirations or renewals are due within the next three weeks.
  • Notifications will also include personnel whose expiration dates have already passed, helping to identify outstanding compliance issues.
  • Every email sent is saved in your email log, allowing you to track all notifications and resend if needed.
  • If an account does not have a primary contact assigned or the contact does not have an email address, you’ll receive a separate notification so you can address the issue.
  • The email log makes it easy to resend notifications when needed.
  • You will receive a summary report of all the accounts included in the notification broadcast.

 

New Consortium Members and FMCSA DOT Compliance

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DTN asked ChatGPT a question commonly asked about Consortium membership and compliance by TPAs who use the application to manage their customers’ DOT compliance needs.

This article features a common question posed to us by TPAs:

Question 1:

Our consortium manages random drug testing for multiple companies to ensure DOT FMCSA compliance for DOT-regulated drivers. We recently added three new companies with a total of five drivers. However, first quarter random selections for the consortium had already been conducted before these companies joined. If we include these new companies in the consortium’s random selection pool for the second, third, and fourth quarters of 2025, will they be in compliance even though they did not participate in first quarter randoms?

ChatGPT’s answer:

Yes, the new companies will remain in compliance as long as they are properly included in the consortium’s random testing pool for the remaining quarters of 2025. DOT FMCSA regulations require that the annual random testing rate (50% for drugs, 10% for alcohol as of 2025) is met across the entire consortium. Since random selections are made throughout the year, new companies added after Q1 can still meet compliance requirements as long as:

  • The new Drivers Are Added to Future Selections – Ensure they are included in the pool for Q2-Q4.
  • The Annual Testing Rate Is Maintained – The consortium, as a whole, must meet or exceed the required random testing percentages by year-end.
  • Records Are Properly Maintained – Document that these drivers were added as soon as they joined and had an equal chance of selection in the remaining quarters.

As long as these conditions are met, the new companies and their drivers will be compliant despite not participating in Q1 randoms.

Question 2:

The DOT has a document (49 CFR Part 40) (CFR: Department of Transportation Code of Federal Regulations) that outlines drug testing regulations and compliance. To validate your statement that the new companies and their drivers will be compliant, please site the relevant sections of 49 CFR Part 40 that led you to your conclusion.

ChatGPT’s answer:

To validate that adding the three new companies and their drivers to your consortium’s random testing pool for the second, third, and fourth quarters of 2025 maintains compliance with DOT regulations, consider the following relevant sections of 49 CFR Part 40:

  1. Consortium Definition: According to 49 CFR § 40.3, a consortium/third-party administrator (C/TPA) is defined as a service agent that provides or coordinates various drug and alcohol testing services for employers. This includes groups of employers who join together to administer DOT drug and alcohol testing programs as a single entity.
    Source: transportation.gov

  2. Employer Responsibilities: Per 49 CFR § 40.11, employers are responsible for ensuring compliance with all applicable requirements of Part 40 and other DOT drug and alcohol testing regulations, even when using a service agent like a consortium.
    Source: dot.ga.gov

  3. Random Testing Requirements: While 49 CFR Part 40 outlines the procedures for drug and alcohol testing, the specific random testing rates and requirements are detailed in the modal-specific regulations, such as 49 CFR Part 382 for the Federal Motor Carrier Safety Administration (FMCSA). These regulations require that a certain percentage of drivers undergo random testing annually (e.g., 50% for drugs and 10% for alcohol as of 2025). The selection process must ensure that each covered employee has an equal chance of being tested each time selections are made.
    Source: ecfr.gov

    Based on these regulations, as long as the consortium includes the new companies’ drivers in the random selection pool for the remaining quarters and ensures that the annual testing rates meet the required percentages, the new companies and their drivers will be in compliance. It’s essential to maintain proper documentation and ensure that all drivers have an equal chance of selection in each testing period.

Question 3:

Yes, those are good references for regulations and compliance in general, however, what specific sections might you refer to that validates that non-participation in first quarter randoms would not be challenged if each company’s drivers participated in quarters 3-4?

ChatGPT’s answer:

To address your concern about the compliance of newly added companies whose drivers did not participate in first-quarter random drug testing, the Federal Motor Carrier Safety Administration (FMCSA) provides guidance on this matter. According to the FMCSA, if an employer begins operations mid-year, they are still required to meet the annual random testing rates. For example, if a carrier starts operations in August, they must conduct random drug tests on 50% of their drivers and alcohol tests on 10% of their drivers between their start date and the end of the year. This requirement ensures that testing is spread reasonably throughout the year, even if operations commence after the first quarter.
Source: fmcsa.dot.gov

While 49 CFR Part 40 outlines the procedures for drug and alcohol testing, the specific requirements for random testing rates and their application to employers starting mid-year are detailed in the FMCSA regulations. These regulations mandate that all employers, regardless of their start date within the calendar year, must meet the required annual testing percentages. Therefore, as long as the new companies’ drivers are included in the random selection pool for the remaining quarters and the consortium meets the annual testing rates, their compliance will not be compromised by their non-participation in first-quarter testing.

In conclusion:

If a TPA still has questions regarding compliance in this situation, DTN suggests, for final validation and clarification, that the TPA discuss the issue with a DOT representative.

DrugTestNetwork provides random selection software utilities to conduct random selections for a consortium according to U.S. Department of Transportation (US DOT) regulations in order to follow their requirements for compliance.  Whether you’re a TPA who manages a single consortium, or multiple consortia of companies who must comply with FMCSA, FAA, FRA, or any of the DOT Administrations, DTN has solutions for comprehensive random selection management.  If you’re an employer who manages your company’s compliance with DOT regulations, DTN provides a complete solution.

Random Selection Tests Collected in 2025 for 2024

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We asked ChatGPT . . .

Third Party Administrators, and Employers often ask about DOT compliance when a participant is selected for random drug testing and the drug test collection is conducted the following year. The issue raises the question: What year does the collection count toward annual percentages.  It’s a fairly common question for randoms conducted late in the fourth quarter and the collection isn’t performed until January the following year.

DOT Random Testing Compliance

Question:

If a driver was selected for random testing in December 2024, who was on vacation at the time, and the company wants the driver to get their test done now, in January 2025, will it count towards the company’s annual target percentages (50% tested of the average number of eligible drivers) for 2024 as required by the DOT?

Answer:

No, the test completed in January 2025 would not count toward the company’s annual testing percentages for 2024 under DOT regulations.

DOT regulations require that random drug and alcohol tests be spread reasonably throughout the calendar year to ensure compliance with the annual testing percentages. Tests conducted in one calendar year cannot be retroactively applied to the annual percentage calculations for the previous year.

In this case, even though the driver was originally selected for testing in December 2024, the test was not completed until January 2025. Therefore, it would count toward the company’s 2025 random testing percentages, not 2024.

Key Points to Consider:

  • Documentation: Document why the test was delayed and note the driver’s unavailability in December 2024 due to vacation. This can demonstrate due diligence during an audit.
  • Missed Tests: If the company falls short of its 2024 testing percentages due to this situation, maintain records explaining the challenge for potential DOT audits.
  • Proactive Adjustments: To avoid shortfalls, increase the number of drivers selected earlier in the year or have contingency plans for unavailable drivers.

Follow-Up Question:

The test won’t count for 2024 even though the random selection was conducted in 2024?

Answer:

Correct, the test still won’t count for 2024 because the test date, not the selection date, determines which calendar year it is credited to under DOT regulations.

Explanation:

DOT rules specify that to meet the annual random testing percentage requirements, tests must be completed and recorded within the same calendar year for which the percentage is calculated. Even though the driver was selected in December 2024, the actual completion of the test occurred in January 2025, meaning it counts toward the company’s 2025 testing statistics.

Why the Selection Date Doesn’t Matter:

  • Annual Testing Percentages: The DOT requires companies to test at least 50% of their average number of eligible drivers (for drugs) and 10% (for alcohol) within a single calendar year. This is based on tests conducted, not selections.
  • Audit and Recordkeeping: When audited, DOT inspectors will look at the collection dates of completed tests, not the random selection dates, to verify compliance.

Key Takeaway:

To meet 2024′s targets, the test must have been completed and logged in 2024. If it wasn’t, the company will need to ensure other eligible drivers were tested in sufficient numbers to avoid falling below the required percentage.

Follow-Up Question:

The percentage is calculated based on the average number of employees eligible for testing. The statistics for percentage completed for 2024 is based on the average number of employees participating in 2024 randoms. If the test is conducted in 2025 for a random in 2024, wouldn’t it distort the percentage for 2025?

Answer:

You’re correct to raise that concern! A test conducted in 2025 for a random selection made in 2024 can potentially distort the percentage calculations for 2025, but this is how the DOT handles such situations:

DOT Compliance Perspective

  1. 2025 Testing Pool:The driver’s test conducted in 2025 will count toward the 2025 annual random testing percentages. Since the driver is part of the eligible population in 2025, including their test in that year’s calculation aligns with the DOT’s rules for compliance.
  2. Impact on 2025 Percentages:If a test intended for 2024 is conducted in 2025, it adds to the completed tests count for 2025 without affecting the eligible population for 2024. While this might slightly inflate 2025’s percentage of completed tests, DOT regulations prioritize completing the test (even if delayed) over strictly matching it to the year of selection.
  3. Avoiding Distortion:The best way to avoid distorting the percentages is to ensure tests are conducted within the same year they are scheduled. Employers should emphasize completing random tests promptly, even if that means making arrangements for employees who are on vacation or otherwise unavailable.

Handling Audit Concerns

DOT auditors focus on whether the annual percentage requirements (e.g., 50% for drugs and 10% for alcohol FMCSA) were met within each calendar year. If a test is delayed, you should document why it was not conducted on time and show that it was completed as soon as possible.

Additional Follow-Up Question:

Since the test will not apply to 2024 statistics, is the driver still required to submit to testing?

Answer:

Yes, the driver is still required to submit to testing. DOT regulations mandate that all selected individuals, regardless of timing, must complete their random drug or alcohol tests unless a valid reason, such as termination or ineligibility, applies.

Key Points:

  • Mandatory Compliance: A driver selected for random testing remains obligated to comply with the testing requirement, even if the test no longer counts toward the annual percentage statistics for the year selected.
  • Reason for Completion: The purpose of random testing is to deter and detect substance use. Allowing a driver to skip testing undermines the integrity of the program and could lead to compliance issues during a DOT audit.
  • Documentation: If the test is delayed, the employer should document the reasons for the delay and ensure the test is conducted as soon as possible to demonstrate efforts to comply with DOT regulations.

Conclusion:

The driver must still submit to the test, even if it is conducted in year after the selection, to fulfill the random testing requirement. Employers should ensure prompt compliance to maintain program integrity.

How Drugtestnetwork manages these details

DrugTestNerwork’s drug test data management software considers the date of the collection for annual percentage calculations.

EDI: Review Results – Map Account, MRO, Panel, Clinic

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DrugTestNetwork is a comprehensive drug and alcohol testing program management platform designed to support drug-free workplace initiatives and ensure compliance with DOT regulations. Ideal for TPAs and employers, it features software tools for managing every aspect of testing programs, including seamless integrations to electronically import results from laboratories and Medical Review Officers (MROs).

The technology is called EDI: Electronic Data Interchange.  EDI test results are provided as a text file, contain one or multiple test results, and are referred to as an EDI File Record.

When you open an EDI File Record (EFR), the included results are listed, allowing you to identify and map the reports to the appropriate client account. Additionally, you’ll map the associated MRO, Panel, and Clinic codes. Once these elements are mapped, subsequent EFRs with matching codes will automatically recognize and link to the corresponding elements from the EDI source.

To learn how to get to the screenshot below, review the articles: Getting Started

The screenshot below is a partial display (not all columns are included) of the list of results in an EFR:

When you’re on the actual page with data from one of your EFRs, press the icon for Overview to get an explanation of the symbols presented and the options to prepare the data for transfer into the reporting tables.

To map the account, MRO, panel and clinic, click the icon under the Edit column to open the EDI Editor.

From the EDI Editor, refer to the sections below to map the client, MRO, panel and clinic:

  • Donor/Account: Map Client Account
  • Clinic: Map the clinic when clinic information is provided.
  • MRO: Map the MRO code
  • Results/Panel: Map the panel code.

EDI: Getting Started – List EDI File Records

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DrugTestNetwork’s Drug Testing Program Management Software for both drug and alcohol testing, provides the capability to manage test results electronically transferred from the Lab or MRO.

The technology is called EDI: Electronic Data Interchange.  EDI test results are provided as a text file, contain one or multiple test results, and referred to as the EDI File Record.

When the EDI module receives a file, the contents are processed and a test result record is created for each report in the file.  EDI test results are maintained separately from the reports that are provided to clients.  The steps to transfer an EDI result into the reporting tables is referred to as Resolving EDI Records.

To review your EDI File Records, tap the short-cut option at the top of the page:

When the page opens, it automatically lists the EDI File Records (EFR) received within the last 30 days. By default, only EFRs with one or more results not yet transferred into the reporting tables are displayed. To include EFRs that have had ALL results transferred, choose the option: ALL.

To List files by date, enter the calendar period and press the List button:

When the EDI File Records (EFR) are listed, tap the Manage icon to open the EDI File Record and review the test results included: when that page opens, you’ll find Help and Overview options to explain what’s presented and how to proceed.

Click HERE to review the page that shows the EDI reports included in the EFR and how to map data elements and start the transfer into the reporting tables.