As of August 31, 2023, the old DOT CCFs are no longer to be used for specimen collections. Once past the cutoff date, if a collector must use an outdated DOT CCF (due to not having a current DOT CCF available) they will be required to attach a Memorandum for Record (MFR). If the collector fails to include an MFR along with the CCF when submitting to the laboratory and MRO they could potentially cause delays in both the specimen’s progression through the testing and/or MRO process as they await the MFR.
If you’re uncertain about distinguishing between an old and a new CCF, there are a couple of straightforward methods to identify the current CCFs. For those with good eyesight, you can search for the OMB control number. The correct number for the 2020 CCFs you should be using is 0930-0158, which you can find printed in a small font, along the edge of the form. Alternatively, you can check Step 2 on the DOT CCF and verify if Oral Fluid is listed as a specimen option. The presence of Oral Fluid as a specimen choice on the DOT form indicates that you are using the correct version.
Additional modifications included the elimination of the need to check a box for both DOT and the specific agency. The latest CCF only requires specifying the DOT agency for which the testing is being conducted, if applicable. Additionally, the new forms now provide a designated space for the donor to provide their email address for contact purposes. It’s important to note that regardless of the laboratory source, all DOT CCFs will display the same OMB control number and identical fields, as mandated by the DOT. Thus, you can utilize any of these indicators to ensure you are using the correct 2020 DOT CCF after August 31, 2023.
If you do have to send an MFR along with an old CCF make sure the MFR includes the following information:
- Specimen date
- Specimen ID
- Reason for using an old form and how this situation will be remedied in the future
- Verification that the form that was used contains all of the information needed for a valid DOT or HHS drug test.
- Printed name and signature of collector
- Date MFR created