Use the following guidelines to create and maintain your company’s drug and alcohol program. Remember that regular testing can identify substance abuse issues early, allowing drivers to seek necessary treatment and support.

For information specific to farms and possible exemptions, visit farm fleet best practices. 

On this page

Developing your drug and alcohol program

Who to involve

Use the FMCSA guidelines for drug and alcohol testing programs when creating your drug and alcohol policy. Involve all members of your company, including:

  • front line supervisors
  • human resources
  • your legal department or attorney

We also recommend working with your consortia or third-party administrator when developing this policy, as you will be making critical decisions that can affect your operations.

Required records

FMCSA regulation 49 CFR 382.401 requires you keep drug and alcohol files, which are essential for commercial drivers as they play a critical role in ensuring road safety, regulatory compliance and driver accountability.

Maintaining these files also promotes a culture of accountability by making it difficult for drivers to conceal past violations.

Use these tools when creating your program
gloved hand holding lab sample labeled alcohol test

The Drug and Alcohol Clearinghouse

The Drug and Alcohol Clearinghouse is a mandatory paid subscription service required by all motor carriers that employ CDL drivers who must be drug and alcohol tested.

Check your drivers annually and report other information, such as test refusals or knowledge violations.

You can also use the data in the Clearinghouse to determine prospective new drivers’ eligibility.

Register

Drug and alcohol file checklist

This checklist outlines the requirements for your drug and alcohol files for drivers. It includes links to the regulation code sections for the requirements. 

Negative tests

Negative test results for drug or alcohol tests must be kept for a minimum of one year.

Positive drug and alcohol results or documentation of refusals 

Positive results from a drug or alcohol test and any documentation you have that reference a test refusal should be kept for 5 years.

Supervisor training and certification

Supervisors of CDL drivers must complete a one-time, 60-minute training on alcohol awareness and another 60-minute on controlled substances. Update this training if you change testing procedures. Training can be done via video or online, but make sure it includes your specific procedures.

Essential reports and forms to retain

Biennial reports

Your consortium or third-party administrator (C/TPA) will provide these reports.

Substance abuse professionals reports

Substance Abuse Professionals (SAP) have to issue a report. Refer to FMCSA regulation 49 CFR 382.401 to see which forms and reports are required to keep in your driver files.

SAPs are also required to upload this information into the Drug and Alcohol Clearinghouse.

Receipt/acknowledgement form

You are required to provide drivers with a copy of your drug and alcohol testing policy and procedures and have a signed acknowledgment form in the file. 

Additional tools and resources
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Brochures

Guides

Articles

Checklists

Forms

Technical bulletins
Visit our driver safety hub for additional tools to help keep drivers impairment-free.

Essential guide to rules and regulations for commercial and farm vehicles

Each section outlines the steps you need to take in order to be compliant with regulations in a topic area, and includes downloadable tools and resources to facilitate the process.

Contact us for assistance with safety and risk management services
Call 1-800-260-1356 or email RMSolutions@nationwide.com
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