Many Changes Ahead for Those in the Trucking Industry

The 2014 year is in our rear-view mirror, there’s less than three more months left and we will be starting 2015.

Unfortunately, due mostly to CARB diesel engine regulations, we are seeing many long-time clients making the decision to close their accounts and retire. Surely, CARB regulations have had no or little effect on our motor carrier industry and members – right!

We truly appreciate all those members and clients that continue to do business with AADT and especially to those that had left AADT and have now returned. We pride ourselves in excellent customer service and hope that you all feel that we are providing you with knowledgeable assistance.

Throughout the years, we have focused our customer services training to help you satisfactorily pass your CHP Carrier/Terminal Inspections. We are here to answer all your questions or provide you with any missing or misplaced documents. In our conversations with the CHP/DOT inspectors, we have been able to assist with providing clients with information that they might have neglected to get before the inspection. We have always provided our clients with all documents that are needed to be compliant with their drug testing programs and during inspections.

Preparing for Your Drug Testing Program Inspection

AADT would like to take the time to once again point out what you need to do to prepare your company for whatever inspection you might have – a CHP BIT/Carrier Inspection or DOT’s compliance audit.

With our new online software upgrades and secured access, you can now view Random History and your list of Active Drivers right on the website during your inspections/reviews.

If you don’t have your online access to your online AADT account, just simply take a moment to set it up by going to aadrugtesting.com.

What to do When Preparing for a Drug/Alcohol Compliance Review

We have prepared a checklist as an aid in the preparation for a drug and alcohol compliance reviews by a regulatory enforcement agency. Compliance or CSAT review requirements may vary due to individual enforcement’s preferences; we suggest that when you are notified of a scheduled compliance review ask your inspector what will he/she wants to review. Also, we suggest that you contact us/AADT immediately so we can assist you with questions you may want to ask, answers – if you need some and any documents that you may need. Since some of the required reports must come directly from the laboratory (Lab) or medical review officer (MRO) it may take up to 2 business days to obtain those reports so be sure contact AADT as soon as possible prior to your review date.

Refer to Section 3 “What to Do When” in your client manual or here for all the steps required to complete an inspection favorably

STEP 1. Have your Certification of Enrollment/Company Profile available for the inspector’s review. It is suggested to have it readily available in the front sleeve of your AADT Compliance Manual.

STEP 2. Be sure to have all employee’s confidential drug and alcohol testing records separate from their general employment information and only accessible by authorized company personnel.

STEP 3. Make sure every employee has received and reviewed a copy of the Company’s Controlled Substance and Alcohol Misuse Policy (a sample policy is located in Section 4); the employee has signed the Certificate of Receipt Form 101 located in Section 6 and the signed copy is in the employee’s confidential personnel file. Also have your Policy available for your inspector’s review.

STEP 4. Make sure the employee has completed the Consent Form for Urinalysis and/or Alcohol Testing Form 113 and a signed copy is in the employee’s confidential personnel file. If the Pre-employment Testing Verification Form 104 located in Section 6 was used as reference when asking the employee at the time of application if he/she has ever tested positive or refused to test on a previous pre-employment DOT drug or alcohol test, this form would also need to go into the file.

STEP 5. Make sure all of the employee’s Driver Request and Authorization for Release of Information Form 114 located in Section 6 has been received by past employers or all documentation of attempts to obtain the information is in the employee’s confidential personnel file.

STEP 6. Make sure the employee has completed the requirements for pre-employment testing. The employer’s copy (Copy 4) of the COC/CCF and the MRO signed copy of the test result(s) and/or the employer’s copy of the Alcohol Testing Form (if it was a requirement under company’s policy) with the test receipt attached needs to be in the employee’s confidential personnel file. We also suggest a copy of the original submitted Add/Delete a Driver Form 110 to be placed in the file for confirmation purposes.

STEP 7. If the employee has been subject to random testing the Random Test Notification, the employer’s copy (Copy 4) of the COC/CCF and the MRO signed copy of the test result (s) and/or the employer’s copy of the Alcohol Testing Form with the test receipt attached needs to be in the employee’s confidential personnel file.

STEP 8. If the employee has been subject to any other testing, the employer’s copy (Copy 4) of the COC/CCF and the MRO signed copy of the test result (s) and/or the employer’s copy of the Alcohol Testing Form with the test receipt attached, and all documentation pertaining to testing needs to be in the employee’s confidential compliance file.

STEP 9. Have all records of the completion of a DOT approved training course on controlled substance use and alcohol misuse available for all Company Supervisors or DERs that have completed the course.

STEP 10. For all DOT purposes you will need the Management Information System (MIS) Reports for the past 2 years. These forms/reports can be completed by the employer or contact AADT if you need assistance. If you would like AADT to provide the information on the report, be advised if you conduct any testing outside of AADT and do not forward that information to AADT the report we produce would only pertain to the information we have been provided and therefore inaccurate.

STEP 11. All semi and annual testing statistical reports for a minimum of the past 2 years and up to 5 years. These reports are to be provided directly by the testing laboratory. You will have received a copy automatically from the lab provided you had more than 5 test results from that lab within the required testing period. Otherwise these reports are available upon request but may take up to 2 business days to obtain.

STEP 12. The Consortium Data report of the testing percentages for the random testing pools.

We are available:

Monday – Friday 8:00 a.m. – 5:00 p.m.
PST for any assistance with your CHP Carrier Inspection or DOT Compliance Review.

JUST A NOTE: AADT’s online applications have become very popular, over the last month we have received over 40 new online client applications.

On the web: aadrugtesting.com
Facebook: /aadrugtesting