Separate the SAP fee from the total return-to-duty cost
A price quoted for a SAP evaluation may cover only one part of the process. Before agreeing to a fee, establish whether it includes the initial evaluation, the later follow-up evaluation, required reports or other SAP services. If the SAP recommends education or treatment, those services may be provided and billed separately.
DOT does not establish a national fee schedule for SAP evaluations, education or treatment. The Department's guidance states that its regulations are generally silent on whether the employer or employee pays, and 49 CFR 40.289 leaves payment for SAP evaluations and services to employers and employees, potentially subject to labor agreements or health benefits.
Education or treatment can change the total significantly
The SAP must make an individual recommendation after conducting the initial evaluation. Under 49 CFR 40.293, every employee in the SAP process receives a recommendation for education and/or treatment. The required service therefore cannot be priced accurately before the SAP has determined what is appropriate.
One person's recommendation may involve qualifying education while another person's may involve treatment or a different level of professional assistance. It would be misleading to quote a universal total before that determination. For an explanation of this stage, see SAP education and treatment requirements.
Testing is a separate expense to identify
The required return-to-duty test occurs only after the SAP determines successful compliance. The party responsible for arranging and paying for that test can depend on the employment situation and applicable arrangements. A negative return-to-duty result is not included merely because the SAP has completed a follow-up evaluation.
Follow-up testing is another separate category. Under 49 CFR 40.307, the SAP prescribes a follow-up testing plan that includes at least six unannounced tests in the first 12 months of safety-sensitive duty after return. Follow-up tests cannot be replaced by random tests. The employee must not be given the actual testing schedule.
Questions to ask before paying
A useful quote should tell you what is included rather than simply advertise one headline amount. Ask the provider:
- Does this price include both the initial and follow-up SAP evaluations?
- Are education or treatment services separate?
- Are any administrative or reporting charges separate?
- What is the cancellation or rescheduling policy?
Do not assume that a low evaluation quote represents the complete cost of the case. You can use the free SAP cost calculator to add up typical prices or the actual figures quoted to you. It does not predict what a SAP will recommend.