Last updated: November 27, 2023
The Management Information System (MIS) reports apply to data gathered that pertains to Department of Transportation (DOT) drug testing. MIS requirements vary depending on the mode of transportation that regulates specific safety-sensitive employers. Those transportation modes include:
- Federal Motor Carrier Safety Association (FMCSA)
- Federal Aviation Administration (FAA)
- Federal Transportation Administration (FAA)
- Federal Railroad Administration (FRA)
- Pipeline and Hazardous Materials Safety Administration (PHMSA)
- Coast Guard
Employers operating under these agencies submit the required drug and alcohol testing report data via the Internet. The DOT recently announced a change in the login system when accessing its Drug and Alcohol Management Information System.
Security level increased
In the future, employers will need to go through Login.gov in order to access the site. Login.gov is a secure sign-in service. Certain government agencies require the public to use it to access their systems. As an extra security measure, Login.gov requires users to set up at least one authentication method, such as receiving a text or voice message.
Login.gov doesn’t have an access charge attached. All DOT-mandated employers must submit their annual drug and alcohol testing data directly to the agency that regulates them via Login.gov beginning on January 1, 2024.
Employers who don’t currently have a Login.gov account will receive an email or hard copy letter from the DOT. It will contain a 32-digit code. Upon opening the MIS website, you must enter that code in order to advance further. You are, then, directed to the Login.gov site where your email address gets verified. Once your email address is verified, you will be asked to create a Login.gov password and to choose an authentication method.
Employers who have a Login.gov account because they use it to access the FMCSA Clearinghouse will sign into their account normally.
What is a MIS report?
Basically, the MIS report analyzes statistical data which is compiled annually by a company that is based on the company’s drug and alcohol testing. Data includes information, such as the annual number of drug tests conducted, reasons for drug testing, positive test result information, and the types of drugs causing positive results. The same data is gathered for alcohol testing.
Typically, the report is due on March 15th each year for the previous year. So, the 2023 data must be submitted by March 15, 2024.
Who participates?
Not all employers must submit data for the report.
The breakdown is as follows:
- FMCSA-regulated employers submit reports upon request from the FMCSA.
- FAA and PHMSA-regulated employers with less than 50 employees submit reports upon request from the FAA or PHMSA.
- FAA and PHMSA-regulated employers with more than 50 employees must submit MIS reports.
- All FRA and FTA-regulated employers must submit the MIS reports.
History of the report
The MIS report didn’t come into existence until December 23, 1993, when the DOT and modal agencies finalized the rule for collecting DOT-regulated drug and alcohol testing information. The early days of MIS collection required safety-sensitive employers to submit a multitude of information.
It included:
- The total number of tests conducted for both drug and alcohol testing,
- the number of supervisors who had received training to detect signs of drug and alcohol abuse,
- and how many employees were given information related to the dangers of substance abuse.
The report forms were several pages in length and varied between agencies. No two forms were alike in appearance and employers often found themselves battling frustration when it came time to complete the reports.
The One-DOT MIS Report form was proposed on September 30, 2002. The DOT accepted comments suggesting making a change to the process and complied. The One-DOT MIS form was adopted on July 25, 2003, with no significant changes to the proposed document.
Prior to the decision to have employers access the DOT MIS site using Login.gov, reports could be submitted by email, fax, or by mailing a hard copy of the report. Online reporting will take the place of those methods from now on beginning in January 2024.
