New Forms Are on the Way!

New forms are on the way! We have been working with our lab partners since last year to provide a smooth transition. We have already ordered a batch for you, but the lab is limiting orders to no more than 25 per batch. If you need more, please email to order. The old forms can be used after the expiration date, but the collector will need to complete the attached memorandum for record (MFR). If you do not have your new forms by the expiration, please send a copy of the MFR with the donor to the collection site. You may also want to include the instructions below:


Preview the new form look:

The labs do not charge for DOT drug testing forms, but please limit your orders to a 1 year supply as the labs are already back ordered and experiencing some delays fulfilling orders. Please note that we do offer an electronic form option at no additional charge. The electronic form option allows the use of the new forms eliminating the need to wait for the paper forms. Email for more information.

Important Dates

  • August 29, 2021 – last date to use the ‘old Federal CCF’.
  • August 30, 2021 – date required for using the ‘New Federal revised CCF’.  If you use the ‘old CCF’, you must complete a Memorandum for the Record (MFR). Otherwise, the test will be canceled.

What Are The Changes?

  • The revised CCF includes an option for oral fluid testing for certain federal testing agencies and divisions (does not include USDOT at this time)
  • Revisions under Step 1 for State/CDL information
  • Revisions under Step 1 for Collector, “Other” Contact Information, such as email address, etc.

How to Use the MFR With An ‘Old CCF’

  • Complete the MFR (A MFR can be obtained from NTA)
  • Insert the completed MFR along with ‘Copy 1’ of the CCF in the back pouch of the specimen bag to go the lab
  • Insert the sealed specimen bottles in the front pouch, seal the specimen bag and forward to the lab for processing


  • How do we use the oral fluid testing?
    • Oral fluid testing is not allowed for DOT regulated employers yet. They are still working on reviewing it as a viable option. This was done for the other federal testing agencies and divisions that share this form with DOT regulated employers.
  • How long does it take to get the forms?
    • The labs are currently short staffed and backlogged with orders. It is taking anywhere from 1 to 4 weeks to receive forms. In the interim, you can use the MFR and continue testing as normal or you can use electronic chains through one of our solutions. If you do not wish to schedule your donors online for testing, you can have them call our office and we can do it for you until your new chains arrive.
  • How do I use the electronic forms?
  • Do the collectors know how to use the MFR?
    • The collectors should know how to use the MFR. However, not all collectors are trained the same. Feel free to share the “How to Use the MFR with An ‘Old CCF” with the collector. This will help ensure you don’t have any issues at the collection site.
  • What if the collector refuses to do the collection using the old chain?
    • Call our office immediately, while still at the collection site. This will allow us to speak to the collector and attempt to resolve the concern and provide the collector with proper instruction.  
  • Why weren’t we already shipped the new form?
    • The new forms weren’t made available until mid-June based on the DOTs recommendation to the labs. Since they were made available we have been ordering them for our clients, but the labs are still backordered. Please keep in mind every DOT company is having to get new forms. It is a bit of an undertaking to get it complete. We are working very closely with our lab partners to ensure a smooth transition.

Compliance Team Services

  • Compliance Tech Line
    • Available to clients with questions on any part of the Federal Motor Carrier Safety Regulations
      • Drug and Alcohol Testing
      • FMCSA Clearinghouse
      • Driver Qualification and Driver Qualification Files
      • Hours of Service
      • Vehicle Maintenance
      • Accidents
      • Haz/Mat
      • Data Qs
      • SMS/CSA
      • DOT Agency Questions regarding FRA, FTA, PHMSA, FAA, DHS, and USCG

Email with your question or questions. An NTA Compliance Specialist will be in touch to consult with you with answers and guidance.

  • Quality Assurance Audits/Compliance Reviews
    • On Site and Off Site
    • Targeted and Full Compliance Reviews as requested
  •  MCS-150 and Registration Filings
    • Don’t miss an important deadline
    • Avoid costly fines and penalties
  • New Hired Safety Director Training Program
    • A “refresher” course for newly hired Safety Directors
    • Ensures that newly hired safety directors are up to date
  • New Entrant Program
    • Assists the New Entrant with preparing for the FMCSA New Entrant Compliance
    • Includes preparation, upload of documents to FMCSA, and assistance with closeout
  • Hazardous Materials Training/Mock Audit
    • Program review performed by our Haz/Mat specialist
    • Detect deficiencies in the required areas of Parts 107, 171, 172, 177, 180, and 39
    • Provide the training and knowledge to get your program back on track
  • CVSA Roadside Inspection Training
    • On-site training available for drivers and/or mechanics
    • What to expect during the different levels of the Roadside Inspections
  • Customized Compliance Webinars
    • Customized presentation for your safety team or drivers
    • Convenient and effective
    • Topics of your choosing
    • Available topics
      • Drug and Alcohol Testing
      • FMCSA Clearinghouse
      • Driver Qualification and Driver Qualification Files
      • Hours of Service
        • ELD & Short Haul
      • Vehicle Maintenance
        • In house and Out- Sourced
        • What you Need to Know
      • Driver Pre and Post Trip Inspections
      • Accident Preventability
      • Haz/Mat Training
      • Data Qs
      • SMS Profile
        • Understanding the BASIC Categories
      • Pre-Employment Screening Program (PSP)
      • Roadside Inspections
        • Be Prepared

Contact for more information on our compliance services today!

Driver Qualification File Requirements

Regulation 49 CFR 391 explains the minimum requirements for commercial motor vehicle drivers. Motor carriers are required to maintain a qualification file for each of their drivers. The following information will help you be certain that each driver qualification file is complete.

Initial Driver Qualifications File Requirements:

  • Driver’s Application for Employment – 49 CFR 391.21
    • Must retain for life of employment + 3 years after termination
  • Driver’s Road Test Certificate or Equivalent – 49 CFR 391.31(e)
    • Must retain for life of employment + 3 years after termination
  • Inquiry to Previous Employers: Safety Performance History Records Request – 49 CFR 391.23 (a)(1) and (b)
    • Must retain for life of employment + 3 years after termination
  • Safety Performance History Records: Driver Correction or Rebuttal (If applicable) – 49 CFR 391.23 (i)(2) and  49 CFR 391.23 (j)(3)
    • Must retain for life of employment + 3 years after termination
  • Inquiry To State Agencies for 3-Year Driving Record – 49 CFR 391.23 (a)(1) and (b)
    • Must retain for life of employment + 3 years after termination
  • Pre-Employment Drug and Alcohol Documents – 49 CFR 40.25(j); 49 CFR 382.301
    • Must retain for 1-Year for negative results and 5-years for verified positive drug test results

Ongoing Updates:

  • Inquiry To State Agencies for Driving Record – Annual – 49 CFR 391.25 (a) and (c)
    • Must retain for 3 years from the date of execution
  • Review of Driving Record – Annual – 49 CFR 391.25 (c) (2)
    • Must retain for 3 years from the date of execution
  • Driver’s Certificate of Violations – Annual – 49 CFR 391.27
    • Must retain for 3 years from the date of execution
  • Medical Examination Report and Medical Examiner’s Certificate – 49 CFR 391.43
    • Must retain for 3 years from the date of execution
  • Employer note verifying that medical examiner is listed on National Registry of Certified Medical Examiners – Non-CDL Drivers: 49 CFR 391.51 (b)(9)(I); CDL Drivers: 49 CFR 391.51 (b)(9)(ii)
    • Must retain for 3 years from the date of execution

The following additional documents are only required for certain types of drivers, or in specific situations. 

  • Entry-Level Driver Training Certificate – 49 CFR 380.509(b)
    • All CDL drivers with less than one year experience must provide this certificate.
      • Must retain for 3 years from the date of execution
  • Longer Combination Vehicle (LCV) Driver Training Certificate – 49 CFR 380.401
    • A driver must not operate an LCV unless the driver can produce an LCV Driver Training Certificate or an LCV Driver Training Certificate of Grandfathering
      • Must retain for life of employment + 3 years after termination
  • Multiple-Employer Drivers – 49 CFR 391.63
    • For drivers with multiple employers
      • Must retain for life of employment + 3 years after termination
  • Skill Performance Evaluation Certificate – 49 CFR 391.49
    • Must retain  for 3 years from date of execution

For more information on DOT compliance and workplace safety, contact us today at 1.800.452.0030!

My Driver Failed A Drug Test, What Now?

When a driver has a verified positive drug test or refuses to test, the driver must be removed from a safety-sensitive function immediately per 49 CFR 382.501. No employer shall permit any driver to perform safety-sensitive functions; including driving a commercial motor vehicle, if the driver has engaged in conduct prohibited by Subpart B of this part or any alcohol or controlled substance rule of another DOT agency. The employer must present the driver with a list of Substance Abuse Professionals (SAPs) per 40.287. The list must be provided to the driver (or driver applicant) whether or not the carrier retains the driver in their employment. Retention of the driver would be based on the company policy.

In order to resume a safety-sensitive function, the driver must complete the Return-to-Duty Process of Subpart O of Part 40. The driver cannot perform a safety-sensitive function again until all the necessary steps are completed:

  1. The driver must seek a face-to-face evaluation from a SAP. (Payment of the evaluation is based on management-labor agreements and healthcare benefits and is not required of the employer under the FMCSRs.)
  2. The SAP will refer the driver to an appropriate treatment and education program.
  3. The driver must complete the required treatment and education and return to the SAP for another face-to-face evaluation.
  4. If the SAP is satisfied that the driver is able to return to driving, he/she will issue a report on his/her findings to the Designated Employer Representative.
  5. This report will list any continuing treatment and education, if required, and the number of DOT follow-up drug and/or alcohol tests required in a given time frame. The driver will be required to have a minimum of six unannounced follow-up tests in the first 12 months following the employee’s return to a safety-sensitive function. The SAP may require follow-up testing for up to five years.
  6. The driver now can go, and not prior to this point, for a return-to-duty drug and/or alcohol test. The employer must wait for the go ahead from the SAP before sending the driver in for the return-to-duty test. A negative result must be received before the driver can return to a safety-sensitive function.

After the driver returns to a safety-sensitive function, the employer must send the driver for the required number of unannounced follow-up tests making sure that they do not have any discernible pattern.

All records relating to a DOT-drug and alcohol violation must be retained for five years per 382.401. If the driver leaves the motor carrier’s employment prior to the completion of the very last follow up test, this information must be supplied to the prospective employer per 40.25, and the next employer(s) must pick up where the process left off.

*Please note that follow up and return-to-duty tests are always directly observed.

If you have any questions about this process, please contact us!

Remote Workforce and Hiring!

As employers try to maintain their current workforce in healthy ways and look for new avenues for filling open positions during this pandemic, some employers have begun exploring opportunities of working remotely. We all know that a diverse, distributed team adds efficiency and improves the overall chances of success for a business. In times of crisis and uncertainty, it’s resilience that helps companies to emerge stronger on the other side. While remote hiring is in response to a short-term event, it may have long-term benefits for businesses and employees.


Hiring employees for remote positions requires a different set of interviewing and onboarding skills. However, there is one standard piece of pre-employment screening that should not change – a background check. A background check is one of the most effective recruiting tools for maintaining a safe and compliant workforce. Background checks help protect companies and their reputation, saves time and money by reducing turnover, helps mitigate risk, and provides confirmation of a candidate’s credentials and honesty.


We can help you! Our robust background screening system allows employers to run background checks, motor vehicle reports, I-9 verifications/E-Verify, credit reports, identity verifications, and more! We are here for you during these uncertain times. Let us help screen your staff so you can focus on what you do best!


Contact us for more information!