MIS Report FMCSA: What It Is and Why It Matters
Read time: 5 minutes
An FMCSA MIS report, or Management Information System report, is a yearly summary required by the Federal Motor Carrier Safety Administration (FMCSA), a DOT agency responsible for transportation safety oversight.
The MIS report compiles a motor carrier’s annual drug and alcohol testing data for employees in safety-sensitive roles.
This report allows FMCSA to monitor industry compliance with alcohol testing regulations and other federal safety rules. Carriers may receive an official request from the agency to submit their data through the secure reporting system. Responding accurately and on time is essential to avoid civil penalties and maintain compliance.
Understanding the MIS Report
The FMCSA requires every motor carrier employer to keep accurate testing records. These records include all drug and alcohol testing results for company drivers and any contractors performing safety-sensitive duties. Documentation must include both negative and positive results, as well as refusals to test, and must be maintained for at least five years.
When the FMCSA requests an MIS report, carriers must submit a complete summary of their data from the previous calendar year. The information helps federal safety offices track national testing trends, evaluate programs, and identify problem areas within the transportation industry.
Although smaller companies are often chosen at random, larger carriers may be required to file every year. Whether selected occasionally or annually, every request from the DOT agency must receive a 100-percent response.
Information Included in an MIS Report
Each MIS report provides a breakdown of a carrier’s testing activity. Data points typically included are:
- The total number of drug and alcohol tests by type of substance tested, such as cannabis, amphetamines, opioids, cocaine, and PCP.
- The number of positive test results by substance type and testing reason.
- The reason for each test, such as pre-employment, random, post-accident, reasonable suspicion, return-to-duty, or follow-up.
- The number and type of refusals to test.
- Any related information about testing settings, such as on-site versus off-site collection.
The FMCSA expects all of this data to be entered accurately on the MIS report form to meet federal compliance requirements.
The Reporting Process
When selected, employers receive instructions from FMCSA explaining how to access the secure online reporting portal. This is an official U.S. government website, often identified by the “secure site icon” and “.gov” address near the U.S. flag in the browser bar. The portal’s URL and forms are maintained on 1200 New Jersey Avenue SE in Washington, D.C., the DOT headquarters.
The system uses secure telecommunications relay services so individuals who are deaf, hard of hearing, or have a speech disability can still access assistance through phone or online contact forms. The FMCSA also supports access to telecommunications relay services for reporting and technical questions.
When logging in, make sure your company’s contact details are updated and that your information list is correct. Each submission must include the company name, DOT number, and details about all testing conducted during the prior year. The reporting system may ask for a list of contractors or subrecipients if applicable.
Carriers should always check the “last updated” date on forms or related links to confirm that they are using the latest version. The FMCSA periodically revises instructions to reflect updated drug and alcohol testing regulations or technical standards.
Why MIS Reports Are Important
Submitting an accurate and timely MIS report is not just about avoiding fines. It helps the FMCSA and other DOT offices evaluate how well current safety programs are working. Carriers with high positive test rates are statistically more likely to be involved in accidents, which makes these reports essential to improving national transportation safety.
Failure to respond to a requested report may result in civil penalties of up to $1,000 per day until compliance is met. During an FMCSA compliance review, investigators may examine previous MIS data to ensure your company’s drug and alcohol program meets federal standards.
Aggregated data from these reports is also used by other DOT agencies, such as the FAA (Federal Aviation Administration) and FTA (Federal Transit Administration), which operate similar reporting systems through their respective office programs.
Connecting With Related FMCSA Compliance Programs
Understanding MIS reports is only one part of a company’s broader transportation compliance plan. Most carriers also need to maintain active participation in other safety and drug-testing programs to stay compliant year-round.
To keep your company’s records in order, FCCR offers support through its Drug and Alcohol Testing Compliance Program, which helps employers manage ongoing testing, reporting, and recordkeeping requirements.
Carriers who need help managing employee data can also use FCCR’s FMCSA Clearinghouse Registration Assistance service to stay current with federal recordkeeping rules for driver drug and alcohol violations.
Data Management and Recordkeeping
FMCSA regulations require employers to keep copies of their MIS reports for five years. Carriers may need to show these records during audits or investigations. The agency also tracks MIS drug data across all sectors of the transportation industry to identify trends and improve prevention programs.
When the official U.S. government system sends a request, responding promptly ensures your company remains in good standing. Always store your reports and testing information securely, follow your company’s compliance plan, and keep your data confidential.
If you have additional questions, the FMCSA website includes related links, phone contacts, and relay service numbers for accessibility. You can also reach the agency through the FTA or FAA offices if your operation crosses into other transportation modes.
Frequently Asked Questions About FMCSA MIS Reports
MIS stands for Management Information System. It refers to the data summary that tracks a company’s annual drug and alcohol testing statistics.
Motor carriers performing safety-sensitive operations may be randomly selected or required annually, depending on their company size and DOT regulations.
Reports summarizing the previous year’s testing activity are typically due by March 15th of the following year.
Failure to submit can result in civil penalties of up to $1,000 per day and may trigger a compliance audit.
FCCR provides professional assistance through its Drug and Alcohol Testing Compliance Program and FMCSA Clearinghouse Registration Assistance.
Related Articles: