The annual Management Information System report summarizes a full year of your testing program. Here is what the MIS is, who prepares it, what goes on the form, and how to avoid the common errors.
The MIS is a one-page summary of your prior calendar year of DOT drug & alcohol testing. Under 49 CFR §40.26 you must use the official DOT MIS Data Collection Form — that form is Appendix H to Part 40. It reports how many covered employees you had, how many tests of each type you conducted, and the outcomes.
Employers subject to DOT testing generally must prepare an MIS report each year and submit it when their DOT agency requests it — for example, FMCSA employers selected for the annual survey (§382.403). A C/TPA typically prepares the MIS for each client from that client’s records. Even when submission is not requested, having the MIS assembled is part of an audit-ready program.
Requirements and thresholds differ by DOT mode — confirm the specifics for the agency (FMCSA, FTA, FAA, FRA, PHMSA, USCG) that regulates your operation.
Company identification, DOT agency, and the C/TPA preparing the report, if any.
The number of employees in each testing-designated category during the year.
Tests by reason (random, pre-employment, post-accident, reasonable suspicion, return-to-duty, follow-up) and results, including positives by drug and refusals.
Screening and confirmation tests by reason, results at the 0.02 and 0.04 thresholds, and refusals.
Use the average number of covered employees for the year, per the form’s instructions — not a single-day headcount.
The MIS is DOT-only. Non-DOT tests do not belong on the form.
Positives, refusals, and totals must tie out against your underlying records.
Assembling from scattered paperwork in the spring invites errors; keep it continuous.
Random Pool Manager compiles each client’s MIS data straight from the tests you already logged, in the Appendix H layout. No spreadsheet, no re-keying.
See Random Pool Manager