Alert: Random DOT Drug & Alcohol Audits Happening Now

 
 

The Department of Transportation (DOT) is conducting random, one-to-two-day audits of businesses with service fleets. According to the inspector in a recent tree company inspection, there is a national two-week push from DOT emphasizing compliance with drug and alcohol abuse provisions of DOT rules. The written notification of the inspection calls for the company to have the following documents to prepare for a compliance review:

  1. List of drivers currently used in the U.S., or used in the U.S. during the last 12 months, with date of hire, driver's license number, date of termination if applicable -- for company employees, owner-operators, leased drivers, and any other driver controlled or dispatched by your company, including the owner if he/she drives.
  2. List of motor vehicles currently operated in the U.S., with plate number, and company number if applicable.  Indicate whether the vehicle is owned by the company, leased, sub-contracted, or controlled in some other manner.
  3. List of trailers currently used in the U.S., with plate number, and company number if applicable.  Indicate whether the vehicle is owned by the company, leased, sub-contracted, or controlled in some other manner.
  4. Gross revenue for the last fiscal year.
  5. Copies of IFTA reports for the last 4 quarters.
  6. IRS tax ID number.
  7. If applicable, copy of MCS-90 proof of insurance.
  8. Accident Register for all U.S. accidents during the past 36 months.  (The term "accident" includes only those events involving one or more deaths, injuries, or vehicles towed.)
  9. Name of the person in charge of your drug and alcohol testing program, and a copy of your contract with a consortium, if applicable.  Proof of drug and alcohol training for all personnel who supervise drivers, records of drivers selected for random testing in 2017, semi-annual summaries covering the last full calendar year, copies and a name-by-name summary of all DOT test results for past 12 months.
  10. Driver qualification files for all drivers on the list in #1, above.
  11. Logbooks, electronic log data, and/or time records for all drivers used in U.S. during the past 6 months, with supporting documents including fuel and toll receipts, scale receipts, trip/mileage reports, electronic toll transponder statements, fuel charge statements, bills of lading, paper or electronic cargo loading and delivery records, vehicle GPS records, electronic fleet management records, electronic mobile communication records, cell phone account statements, Comdata reports if applicable, etc.
  12. Driver Vehicle Inspection Reports completed by drivers for the past 3 months.
  13. Vehicle maintenance files for all vehicles on the lists in #2 & 3, above.
  14. Copies of all roadside inspection reports received in the U.S. in the past 12 months.

If applicable, proof of driver Hazardous Materials training and copies of shipping papers for the 10 most recent HM loads if applicable.  Also, a copy of PHMSA hazmat registration, and if applicable, copy of your company Security Plan, and records of security awareness training.

TCIA has produced a simplified guide to Federal Motor Carrier Safety Regulations (FMCSRs) to address the needs and issues of the typical green industry service firm.

Download the Guide

If you have any questions, contact TCIA by email, or call (800) 733-2622.