- Controlled Substance Administration Log
- DEA Inventory Report
- SUA Form 2184 Application
- SUA Form 2836 Checklist
- SUA Form 2277 Security
- SUA Form 2686 Notice
- DEA Form 225 Application for Research
- DEA Form 225a Renewal
- DEA Form 41 Destruction
- DEA Form 106 Theft/Loss
- RARC Animal Program Assessment Specialists, email@example.com.
Researchers using controlled substances must
- have their own Special Use Authorization (SUA)* and Drug Enforcement Administration (DEA) registration
- understand and follow relevant state and federal laws for storage, recordkeeping, ordering and disposal (this page is summary guidance only)
UW-Madison and RARC do not have an umbrella registration covering investigators and cannot order or distribute controlled substances for your research. In some cases RARC veterinarians may be able to administer analgesia directly to rodents for your research project. Learn more.
(*Practitioners with an active DEA registration who will be working in the same building with the same substances already covered by the registration might not need an SUA. Call (800) 362-9082 for free legal clarification.)
For Complete Information
Visit the DEA Office of Diversion Control website or contact DEA directly for complete information regarding federal regulations and DEA registration.
Registration Help: (414) 336-7370; Regulatory Help: (608) 210-4334; firstname.lastname@example.org
Get answers to frequently asked questions about federal requirements on the DEA Office of Diversion Control Questions & Answers page.
Visit Wisconsin's Controlled Substance Board (CSB) website or contact CSB directly for complete information regarding state regulations and SUA registration.
(608) 266-2112; DSPSCredControlledSubstances@wi.gov
Summary of Requirements and Resources
State employees are usually exempt from DEA registration fees. Certify your fee-exemption status by talking to your associate dean for research or anybody in your school or college who can verify your employment status and authority to possess and administer controlled substances.
Visit Wisconsin's Department of Safety and Professional Services website, download form 2184, and follow the instructions for researchers.
Expect eight to 12 weeks for processing.
Once your SUA number is issued, visit the DEA website to fill out and submit form 225 online (best method) or to download and mail in.
The Milwaukee DEA office sometimes sends researchers a questionnaire prior to issuing DEA registration numbers.
Amend your SUA if you change
Amend and obtain approval for your SUA prior to amending your DEA registration. Amend your DEA registration for any of the following changes:
Wisconsin does not send renewal notices, so be sure to keep track of your SUA's expiration date and renew it 12 weeks prior. The SUA renewal process is identical to the new application process.
Registrations must be renewed annually. Use DEA form 225A to renew. The DEA typically sends a renewal reminder, but consider tracking the renewal date yourself. Allow approximately four weeks for renewal processing.
You are legally responsible for providing adequate and anti-theft storage for controlled substances. Although both the DEA and Wisconsin have storage requirements, Wisconsin's are more stringent. You will automatically be in compliance with the DEA if you follow Wisconsin's guidelines under form 2277, which include bolting or cementing storage boxes to the floor, if they weigh less than 750 pounds.
Standard office equipment will not meet storage requirements. Health Care Logistics, (800) 848-1633, gohcl.com, sells an approved narcotic cabinet, item 3706-01, for approximately $100-150. Contact UW Facilities Planning & Management or your building manager for mounting and associated costs.
After obtaining your required licensing, set up your own account with a vendor to order controlled substances. Complete DEA form 222 for schedule I and II substances. Request the form in one of two ways:
Log into the DEA website with your DEA number and request.
Or, for a large quantity of Form 222 (minimum 100 books), mail or fax a request with DEA number, plus registrant's name and address.
Fax: (202) 307-8485
Drug Enforcement Administration
Diversion Control Division
ATTN: Chief - Registration Unit, Attn: Registration Section/DRR
P.O. Box 2639 Springfield, VA 22152-2639
- Treat forms 222 as if they are controlled substances, keeping both used and unused forms in a securely locked area.
- Never throw away unexecuted DEA Forms 222. Return unwanted, defective or unused forms to DEA headquarters at the address listed in the instructions section on the back of the form.
- Follow the instructions on the back of the form VERY carefully. Vendors will return forms with even the slightest errors.
- Do NOT sign a DEA Form 222 before it is completed. This form is the equivalent of a prescription pad and you are legally responsible for its management.
- After placing an order, closely monitor its arrival. Once the shipment arrives, put it in your lockbox as soon as possible. Maintain it in a secure area until it is in storage
Electronic records are acceptable as long as they cannot be altered or deleted and are easily separated from all other events.
|Records to keep||
purchase records and receipts
disbursement, use, and disposition of each controlled substance
total weight in grams if solid, or volume and concentration if liquid, of each controlled substance on hand
documentation of any inventory or use discrepancies including investigation into such discrepancies
inventory reports - see details below
all invoices, receipts, packing slips with all of the following notation:
DEA forms 222 - Both used and unused. Include a list of your unique form numbers along with the date each form is used, Copy 3 (blue) of executed forms should be completed in full, including number of packages received and date received,
loss/theft reports (DEA Form 106) - see details below
destruction reports (DEA Form 41) - see disposal details below
|Retention||Four years after expiration of SUA||Two years|
Keep records in a registered location, separate from all other records. Inventory and records for Schedule I and II substance, as well as DEA forms 222, must be further retained separately from all other records. Keep one folder for schedule I and II records, one folder for Schedule III, IV and V records, and one folder for DEA Form 222 used and unused forms.
|Retrieval||Records must be readily retrieval for inspection upon request|
administration logs following federal regulations (including weight in grams if solid or volume and concentration if liquid)
name and DEA number of registrant
date of inventory
notation on whether inventory was taken at start or close of business
list of each substance on hand including
|Frequency||continuously||on the date work with controlled substances begins and then every two years|
- Once an inventory is completed it should be documented and filed away. Do not write on it again.
- Controlled substances awaiting disposal must be included in your inventory as long as they remain in your possession.
- When determining the number of units remaining in a container that has been opened: schedule I and II substances require an exact count or measurement; schedule III-V substances can be estimated unless the container holds more than 1000 tablets or capsules
Use RARC's DEA Inventory Report to capture information required for inventory records.
total weight in grams if solid, or volume and concentration if liquid
name of registrant
date of administration
substance name and finished form (e.g. 10 mg/mL or 40 mg tab)
number of units dispensed (e.g. 1 mL or 1 tab)
animal ID and building address of animal housing
initials of person administering
notation of any waste or loss in needle hub
the initials of a second person who witnessed waste whenever possible
Use RARC's Controlled Substance Administration Log to capture information required for administration records.
Visit the DEA Office of Diversion Control website for regulatory information and resources.
Dispose controlled substances in a way that permanently and irreversibly alters the substance's physical or chemical state, rendering the drug nonretrievable and unusable. You may not flush substances down a drain or mix with kitty litter or coffee grounds to dispose as solid waste.
Fill out and retain DEA form 41 for two years when you dispose a controlled substance. You are not required to submit it unless requested.
Storing of substances awaiting disposal
Separate expired substances from in-date and in-use drugs by placing them in a small container or plastic bag. If you have large stocks of expired or waste controlled substances, use a second lockbox to provide segregation.
Clearly label expired or waste materials with "Expired - Do Not Use in Live Animals."
Store controlled drugs awaiting disposal in the drug lockbox. You must include them in your inventory reports and count them towards your total inventory on hand while they remain in your possession.
Mail or fax a written report of theft or significant loss of your controlled substances to the DEA Milwaukee District Office within one business day of discovery.
Then submit completed DEA Form 106 to the Milwaukee District Office and retain a copy in your records.
DEA also recommends reporting any instance of loss or theft to local police.
- Midwest Veterinary Supply
Phone: (608) 834-3504, (608) 837-5188; (800) 362-9226
Fax: (888) 372-3941
Phone: (855) 724-3461 (toll-free)
Fax: (614) 659-1948
Phone: (888) 963-8471; (973) 660-7491
- Patterson Veterinary
Phone: (800) 225-7911; (978) 353-6000
Fax: (978) 353-6016
Mail completed DEA Form 222 to:
Patterson Logistics Services Inc.
Attn: Tobias Chappell
925 Carolina Pines Blvd., Suite B
Blythewood, SC 29016