Ask X3What does 49 CFR 382.403 (Reporting of results in a management information system) require?
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As Ask X3, your fleet-compliance assistant, here is what 49 CFR 382.403 requires for your motor-carrier business:
* Prepare and Maintain a Summary: You must prepare and maintain a summary of the results of your alcohol and controlled substances testing programs from the previous calendar year whenever requested by the Secretary of Transportation, any DOT agency, or State or local officials who have regulatory authority over you or your drivers (49 CFR 382.403).
* Submit to FMCSA on Time: If the Federal Motor Carrier Safety Administration (FMCSA) notifies you in January of a request to report your annual summary, you must ensure that an accurate report is received by the FMCSA no later than March 15 of that year at the location specified in their request.
* Use the Correct Form: You must use the Management Information System (MIS) form and instructions required by 49 CFR part 40 (specifically § 40.26 and appendix J to part 40), or you may use the electronic version of the MIS form provided by the DOT.
* Format and Certify: If submitted by mail or electronic transmission, all information (except the certifying official's signature) must be typed. Whether your report is prepared by you or a service agent (such as a consortium/third-party administrator), a company official—such as your Designated Employer Representative—must certify the accuracy and completeness of the report.
* Handle Multi-DOT Employees Correctly: If you employ a covered driver who performs duties for multiple DOT agencies (such as driving a commercial motor vehicle while also performing pipeline maintenance), count that employee on the MIS report *only* for the DOT agency under which they are randomly tested (typically the agency where they perform more than 50% of their duties).