Monthly Archives: February 2025

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.