DOT Drug Testing Reports: Who Gets Them and Why It Matters

If you're working in a DOT regulated, safety sensitive role or supporting someone who is, there’s one rule that’s often misunderstood but absolutely critical:

SAP reports must go directly to the employer. Not to a third party. Not to a network. Not to a referral service.

Let’s unpack what that means and why it matters.

The Report Goes Straight to the Employer, No Detours

When a Substance Abuse Professional SAP completes an evaluation, the official written report must be sent directly to the employer. That’s the rule. No middlemen. No forwarding through networks or referral platforms.

Yes, you can send a courtesy copy to the SAP network or the person who referred the case. You can even consult with them before finalizing the report. But the official version goes straight to the employer. That’s non-negotiable.

Who at the Employer Gets the Report?

Every DOT regulated employer is required to designate a DER, Designated Employer Representative.

This is the person responsible for:

1. Receiving drug and alcohol test results
2. Notifying employees of their status, for example removal from safety sensitive duties
3. Coordinating testing and return to duty processes

Here’s the twist. Many DERs don’t even know they’re the DER.

There’s no formal training required. Often, it’s the person who missed the meeting and got assigned the role by default.

How Do You Find the DER?

If you’re a SAP or support staff trying to send a report, you might hear:

“We don’t have a DER.”

But that’s not true. If the company has DOT safety sensitive employees, they must have someone in charge of the drug testing program. Your job is to keep asking until you find them.

Ask:

1. Who receives drug test results?
2. Who tells employees they’re off duty after a positive test?
3. Who sends people for testing?

That’s your DER, even if they don’t know the title.

Why This Matters

Sending reports to the wrong person or through the wrong channel can:

1. Delay the return to duty process
2. Breach confidentiality
3. Create compliance risks for everyone involved

Getting it right protects the employee, the employer, and the integrity of the DOT program.