The Department of Transportation regulations
governing drug and alcohol testing programs (49 CFR Part 40) make it
very clear that the Employer (also referred to as 'Company') is
responsible for all aspects of compliance with the regulations. That
applies even if a company such as Labworks USA has been designated as
a service agent. It is critical that the Employer understand this concept.
The responsibilities for each party are outlined below:
Responsibilities of Labworks USA:
- Provide a Certificate
of Enrollment documenting the Employer's participation in a DOT 49
CFR Part 40 compliant program.
- Provide one ID card
to each registered participant.
- Provide a random selection
process fully compliant with DOT regulations.
- Provide Post Accident
Cab Kits and replenish upon request.
- Pre-Employment Testing
- Provide all necessary forms, instructions and access to over 6,000
collection sites nationwide.
- Aid in the Verification
of Prior Violations by providing 'Release of Information' forms
and support.
- Update the consortium
pool with Employer provided driver information and maintain 'Audit
Ready' listing of participants.
- Provide Chain of Custody
forms as needed for all DOT required drug and alcohol testing.
- Ensure all testing
is completed by DOT compliant (SAMHSA) laboratory.
- Provide a DOT certified
Medical Review Officer (MRO) review for every test result.
- Provide 24 hour a
day post accident phone support.
- Provide guidance and
support for Reasonable Suspicion testing including training for supervisors.
- Provide all test results
ASAP and in a secured and confidential fashion as directed by the Employer.
- In the event of a
positive test result provide access to a network of DOT compliant Substance
Abuse Professionals (SAP's) available in the Employer's area.
- As directed by SAP
provide Follow-up test notification and result monitoring.
- Serve as the secondary
custodian of all test records providing a back-up copy of the records
as per DOT regulations.
- Complete all DOT requested
MIS reports as required, on schedule, and in the required formats.
- Provide verification
of compliance, participant names and any other available information
to auditors as requested.
Responsibilities of Company
(Employer or Owner Operator)
- New Employees: Require
employees complete a Pre-Employment drug test and receive a negative
result prior to starting safety sensitive (driving) work.
- Existing Employees:
Maintain a legible copy of a Pre-Employment test result available for
review and/or audit.
- Complete Verification
of Prior Violations process for each new employee.
- Provide ongoing and
timely information of all changes to the safety sensitive employee roster
to Labworks USA.
- Distribute Random Selection
Notification letters to employees.
- Ensure selected employees
report for random testing by due date indicated.
- Determine if a Post
Accident drug and alcohol test is necessary following any accident.
- Make the final determination
whether or not to conduct a Reasonable Suspicion test.
- Provide Labworks USA
with a secure and confidential means to receive test results.
- If an employee tests
positive make the final determination on whether to refer employee to
a SAP or terminate the employee.
- Ensure an employee
does not resume safety sensitive role prior to SAP approval.
- Provide any and all
training to each employee as per DOT regulations.
- Ensure each supervisor
receives the DOT required Reasonable Suspicion training through Labworks
USA or another provider.
- Serve as the primary
custodian of the records as per the DOT regulations.
- Ensure any test results
not generated from Labworks USA are reported to Labworks USA.
- Remain ultimately
responsible for the outcome of any audit.
INVOICE TERMS
Invoices are due 30 days from
invoice date. Payments received after the due date are subject to a
rebilling fee of $10.00.
COLLECTION COSTS
Any reasonable expenses incurred
by Labworks USA, or it's agents, for collecting past due amounts will
be immediately due and payable by the Employer.
DISHONORED CHECK/AUTOMATIC
PAYMENT CHARGES
Where permitted by law, Employer
agrees to pay a $25.00 fee or other permitted maximum amount for (a)
any dishonored or returned check or other item due to lack of funds
in the maker's account or the failure of maker to have an account,
or because maker stopped payment without good cause, and (b) any Automatic
Payment authorized by Employer which is rejected or not honored by Employer's
bank or credit card issuer for any reason, along with any costs and
expenses incurred in connection with collection of such dishonored,
returned or rejected check, other item or Automatic Payment.
GOVERNING LAW
This Service Agreement is governed
by the laws of the state of Oregon.
CANCELLATION
Either party may cancel this agreement
upon 30 days written notice.
ATTORNEY'S FEES
Both parties agree that should
suit or action be instituted to enforce the terms of this Service Agreement,
the prevailing party shall be entitled to reasonable attorneys' fees
in such litigation, and on any appeal.
INDEMNIFICATION
Employer agrees to indemnify Labworks
USA, its assignees, and vendors, and hold each of them harmless from
and against any and all claims, demands, losses, damages, liabilities,
costs, and expenses, including legal fees, arising out of or by reason
of any breach or alleged breach by Labworks USA of any of the representations,
warranties, or agreements made under this Service Agreement.
TERMS FOR EXPULSION FROM THE CONSORTIUM
Labworks USA strives to help keep
Employers in compliance with the regulations however ultimately the
responsibility lies with the Employer. Should the Employer fail to comply
with the regulations as set forth by 49 CFR Part 40, Labworks USA reserves
the right to expel the Employer from all Labworks USA random selection
pools. Expulsion for any reason may result in immediate notification
to the DOT.