FMCSA Clearinghouse Registration and Queries for Employers
If you employ CDL drivers, or drive under your own authority, you must use the FMCSA Drug and Alcohol Clearinghouse. Skipping a pre-employment or annual query can lead to violations, and a driver in prohibited status cannot legally drive a CMV. We help you register, set up your C/TPA, run the right queries and keep proof in your files.
What is the FMCSA Clearinghouse?
The Clearinghouse is FMCSA's online database of drug and alcohol program violations by CDL and CLP holders. It shows things like verified positive drug tests, alcohol results of 0.04 or higher, refusals, and progress through the return-to-duty process.
Employers must query it before hiring and once a year after that. Employers and service agents must also report certain violations to it. Since January 6, 2023, FMCSA-regulated employers use the Clearinghouse to check a new driver's drug and alcohol history with prior FMCSA-regulated employers (391.23).
Do employers need to register for the Clearinghouse?
Yes. Under 382.711, every employer must register before it can run queries or report violations. Registration includes your company name, address, phone and USDOT number, and the people allowed to use the account.
If you use a C/TPA, you must name it in your Clearinghouse account and authorize what it can do for you. Changes to this information must be updated within 10 days.
When do I run a pre-employment Clearinghouse query?
Before a new driver performs any safety-sensitive work, you must run a full query (382.701(a)). A full query shows you the details of any violation on record.
The driver must give specific electronic consent inside the Clearinghouse for each full query. That means the driver needs their own Clearinghouse account. Drivers who are not registered get a letter by mail, which can take weeks. Ask new hires to register early so hiring is not delayed.
What is the annual Clearinghouse query?
You must query every CDL driver you employ at least once a year (382.701(b)). Most carriers use a limited query for this. A limited query tells you only whether information exists, not what it is.
A limited query needs a general written consent from the driver, signed outside the Clearinghouse. That consent can cover more than one year if the form says so. If a limited query shows that a record exists, you must run a full query within 24 hours. If you do not, the driver cannot do safety-sensitive work until a full query is done and shows no prohibition.
What must be reported, and who reports for owner-operators?
Under 382.705, employers must report certain information by the close of the third business day after they learn of it. This includes alcohol results of 0.04 or higher, refusals, negative return-to-duty results, completion of follow-up testing, and violations the employer has actual knowledge of.
An owner-operator who drives for their own company must designate a C/TPA to handle these employer reports (382.705(b)(6)). We help owner-operators make this designation in the Clearinghouse and confirm it is accepted.
What is Clearinghouse II and the CDL downgrade rule?
The second Clearinghouse rule had a compliance date of November 18, 2024. Since then, state driver licensing agencies must remove the commercial privilege from the license of any driver in prohibited status in the Clearinghouse. States must also check the Clearinghouse before issuing, renewing, upgrading or transferring a CDL or CLP.
To get the CDL privilege back, the driver must finish the return-to-duty process under Part 40, Subpart O. Once the Clearinghouse status changes to not prohibited, the state can reinstate the privilege. For carriers, this makes Clearinghouse queries more important than ever.
How we handle it
- 1Account check
We review whether your company is registered, who has access and whether a C/TPA is designated and authorized.
- 2Registration and designation
We walk you through employer registration, buying a query plan and designating your C/TPA. For owner-operators, we make sure the reporting designation is in place.
- 3Queries and consent forms
We prepare limited-query consent forms, help you request full-query consent from new hires and schedule annual queries for every driver.
- 4Records for your audit
We save query results and consent records with your driver files so you can show an auditor proof of each query.
Frequently asked questions
How much does a Clearinghouse query cost?
FMCSA's query plan page lists a flat rate of $1.25 per query, for both limited and full queries. Employers buy query plans on the Clearinghouse website. FMCSA sets the fee, so check the official site before you buy.
Do I need a full query or a limited query?
Use a full query before a new driver starts. For the annual check on current drivers, a limited query is usually enough. If the limited query shows a record exists, you must run a full query within 24 hours.
What if a driver refuses to consent to a query?
If a driver refuses, you may not let that driver perform safety-sensitive work, including driving a CMV, for your company. The refusal does not by itself affect their eligibility with other employers.
I'm an owner-operator. Do I query myself?
You are both the employer and the driver, so the query duties still apply. You must also designate a C/TPA to report your own violations. We help you set this up correctly from the start.
Can a driver in prohibited status keep their CDL?
No. Since November 18, 2024, states must remove the commercial privilege from drivers in prohibited status. The driver must complete the return-to-duty process to have it reinstated.
Regulation
- 49 CFR 382.701 — Required Clearinghouse queries
- 49 CFR 382.705 — Reporting to the Clearinghouse
- 49 CFR 382.711 — Clearinghouse registration
- 49 CFR 391.23 — Investigation and inquiries for new drivers
- FMCSA Clearinghouse II — CDL downgrade for drivers in prohibited status
Guides on this topic
Related services
This page is general information, not legal advice. Requirements depend on your operation; confirm details with FMCSA or a qualified professional.