Surviving a DOT Audit

Okay, so you just got a notification that an inspector from the Department of Transportation (DOT) will soon be paying your company a visit to do a compliance audit...and the panic sets in. But it doesn't have to be scary as long as you know what to expect and are ready when they get there.

So what do you need to know and do to be ready for an audit?

First understand that  sooner or later you will be audited either by the Federal DOT or your state’s equivalent authority. So you might as well just be ready when it happens. We specialize in drug-free workplace programs so I won't advice you outside of that, but some of top things an inspector looks at for compliance (and give fines for) are:

• Drug and alcohol programs and records
• Driver Qualifications and records
• Drivers Hours of Service records
• Hazardous materials handling and records
• Vehicle maintenance and repair records

As far as your drug testing program I like to summarize what an inspector looks at as falling into three main areas; paperwork, training, and testing. Paperwork includes your company, driver, and supervisor files, records of training, test results, testing summary reports, your company drug-free workplace policy and other items.

You should have documentation that your drivers have had the required training including information about the use of the drugs that are tested for and alcohol, what conduct is prohibited, what constitutes a violation, the consequences of a violation, information about how to let you know if they feel they have a problem, who they can see for help, and who the company Designated Employee Representative (DER) is.

You should have documentation that your supervisors have had the required reasonable suspicion training to spot the indicators of drug or alcohol use in case they need to ask a suspected employee to submit for a test.

Finally you must have documentation for and conduct all required types of drug and alcohol testing including pre-employment, random, post accident, return to work, and follow up testing (for employees returning to duty after a positive result).  

A failure in any of these areas can result in fines or even a suspension depending on the situation, so it pays to cross your “t’s” and dot your “i’s” to get into compliance.

Mydrugtestingprogram.com clients get a program that adresses each of these three areas including a handy “Compliance Checklist” which helps guide you step by step to get your office completely set up and ready for an audit.