Set Up Random Alcohol and Drug Testing

Purpose

This article provides a detailed guide for setting up random alcohol and drug testing in Encompass, including configuring Labs, Collection Sites, Medical Review Officers, Alcohol & Drug Configuration, and employee eligibility requirements.

When to Use This Article

• A customer needs to set up random alcohol and drug testing for the first time in Encompass.
• A customer needs to add or edit Labs, Collection Sites, or Medical Review Officers.
• A customer needs to configure Alcohol & Drug Testing defaults, random selection pools, selection frequency, or average positions.
• A customer asks why an employee is not appearing in the random selection pool.

Steps to Follow

1. Go to Driver Management and select Setup from the drop-down in the upper right corner.

   

2. Scroll down to the Maintain Alcohol/Drug Tests section.

Labs

1. Click Labs. To edit an existing lab, click Edit. To add a new lab, click Add Lab.
2. Enter lab information: Name (required), Address, City, State, Zip Code, Analyze for Alcohol?, Analyze for Drug?, Contract Date, and Show in List?
3. Click Save (or Save & Add New for additional labs).

Collection Sites

1. Click Collection Sites. To edit an existing site, click Edit. To add a new site, click Add Collection Site.
2. Enter site information: Name (required), Address, City, State, Zip Code, Business Hours, Can Collect for Alcohol?, Can Collect for Drug?, Contract Date. Select associated labs in the Select Labs section if applicable.
3. Click Save (or Save & Add New).

Medical Review Officers

1. Click Medical Review Officers. To edit an existing MRO, click Edit. To add a new MRO, click Add Medical Review Officer.
2. Enter MRO information: Name (required), Address, City, State, Zip Code, Contract Date, and Show in List? (check this to make the MRO selectable when a test is administered).
3. Click Save (or Save & Add New).

Alcohol & Drug Configuration

1. Click Alcohol & Drug Configuration to open the View Alcohol & Drug Testing Configuration screen.
2. Configure the following:
   • Employee Notification of Test Selection — Controls notifications distributed to employees selected for random testing.
   • Alcohol & Drug Test Defaults — Set default Collection Sites, Labs, and MROs.
   • Company Random Selection Options — Choose Employee Filter or Agency to define random selection pools. If Agency is selected, FMCSA requirements must be entered.
3. Additional options:
   • Reconcile Random Selections — Tracks untaken tests; prevents generating a new selection until the current one is complete.
   • Average Positions — Use if employee pools fluctuate greatly (e.g., seasonal hiring). Leave at 0 for consistent pools.
   • Select Frequency — Annually, Quarterly, Monthly, or Weekly.
4. For Employee Filter pools: configure #AVG Positions, Selection Frequency, Non-DOT Alcohol Percentage, and Non-DOT Drug Percentage.
5. For Agency pools: configure AVG Positions, Selection Frequency, Alcohol Percentage, and Drug Percentage per agency.
6. Click Save.

Setting Up Employees for Testing

For employees to be eligible for random testing:

• A Job Class must be assigned (cannot be "Not Specified").
• An Employment Status must be set (cannot be "Not Specified").

What Not to Do / Common Pitfalls

• Do not leave an employee's Job Class or Employment Status as "Not Specified" — they will not be included in the random selection pool.
• If a Hire Date or Inactive Date has not been added to an employee's file, the system will assume they are active and include them in the pool.
• If Agency is selected for defining random selection pools, the FMCSA agency requirements must be entered or the configuration will be incomplete.