What is the FMCSA Clearinghouse?

The FMCSA Clearinghouse is a database that provides information about whether a commercial driver has any DOT drug and alcohol program violations. These are typically failed DOT drug tests.

All trucking companies must request (and receive) this violation information from the clearinghouse before a driver can operate a truck or bus for them.

You also have to request and review a new query for each of your drivers within 365 days of their last query.

Trucking companies can appoint a C/TPA (Third party Administrator) like My Safety Manager to handle all of their drug and alcohol clearinghouse requirements. The only thing that we can’t do for you is order and pay for your queries.

Owner-Operators must have a C/TPA handle their drug and alcohol compliance for them per the FMCSA regulations.

Unlike many of our competitors, we don’t charge any extra fees to handle this critical part of your safety and compliance program for you! Learn more about our comprehensive DOT compliance services here!

FMCSA Clearinghouse Frequently Asked Questions:

Is the FMCSA Clearinghouse Mandatory?

Yes! All trucking companies must register for the clearinghouse and you must make a “Full Query” of a driver candidate’s violations prior to the driver first starting to work for them.

The company must also request an update (a “Limited Query”) within every 365 days of the last query request.

When is the FMCSA clearinghouse deadline?

The deadline for all trucking companies to register for the clearinghouse was January 5, 2021.

All trucking or bus companies that employ commercial drivers (those that hold a CDL or CLP) must have registered for the clearinghouse by that date.

How much is the FMCSA Clearinghouse?

It’s free for companies to register for the DOT clearinghouse. But, each time you request a query from the database, it cost’s you $1.25.

If you’re planning on requesting a large number of queries each year, we suggest that you sign up for a query plan to save some money.

How Do I Register for the FMCSA Clearinghouse?

Registering for the drug and alcohol clearinghouse isn’t that easy! It usually takes about 30 minutes to 1 hour to get fully set up.

Before you begin, be sure to have your FMCSA portal login information, your DOT PIN and your cell phone handy.

Your FMCSA portal login information is the User ID and password that you set up when you originally set up your DOT authority.

The FMCSA will text you a security code and you must provide that code back to them in order to register.

Once you have those ready, simply go to the Clearinghouse registration website and follow the provided directions.

What happens if you don’t register for the DOT clearinghouse?

Honestly, nothing. At least nothing will happen to you at first. But, you’ll be screwed if you ever go through a DOT compliance review (DOT audit)! Violations of 49 CFR Part 382 can be stiff!

The FMCSA can fine both drivers and carriers up to $5,833 for each violation of Subpart G!

Who is exempt from the FMCSA Clearinghouse?

Very few drivers and companies are exempt from the drug and alcohol clearinghouse requirements. There are very few current exemptions. One example is CDL holders that are driving to or from a theatrical or television production site.

Do CDL drivers have to register for the Clearinghouse?

Yes and No. Drivers information is automatically included in the Clearinghouse database.

But, they do have to register with the DOT clearinghouse in order to be able to respond to queries of their violation records.

How do I login to the DOT Clearinghouse?

Once setup, your login information is saved in the system once you’ve registered for the drug and alcohol clearinghouse. Login and order your queries by going to their website.

How do you run a FMCSA Clearinghouse query?

Running a query is easy! Simply login to the drug and alcohol clearinghouse website and input the driver’s information.

This will include their name, date of birth, CDL state and CDL number.

Then, select whether you need a Full or Limited query and submit the request.

For Full queries, the FMCSA has to obtain permission to release the records directly from the CDL holder.

This could take some time, but the driver candidate should be expecting this email. Please remind them to be on the lookout for it to help speed things along.

The clearinghouse will send you an email to let you know that the query is ready to view once the full query is “complete”,

Once submitted, limited clearinghouse queries are available to you within about 30 seconds of submission.

What’s the difference between a “limited” and a “full” query?

“Limited queries” simply check for the presence of a violation record for a driver. You have to order these reports at least once every 365 days.

A “Full query” will show detailed violation information in the driver’s clearinghouse records. You must request (and review) a driver’s full clearinghouse query before they start working for you.

Is there a FMCSA Clearinghouse consent form?

Yes! For a full query, the FMCSA sends the driver candidate a form that they have to sign via email. For limited queries, the commercial driver must sign a limited query consent form.

What does “Driver Not Prohibited” mean?

Driver Not Prohibited means that the driver is not prohibited from driving for you. Or, simply that they don’t have any reported drug or alcohol violations.

This is essentially a “clear” FMCSA drug and alcohol clearinghouse query and would be the typical response. “Driver Prohibited” is the other possibility.

This means that the driver can’t operate a commercial motor vehicle due to a failed DOT drug test or alcohol test.

Another possibility is that a driver may be “not prohibited”, but it say’s “Eligible for an RTD test”. This means that the candidate has failed a drug or alcohol test and is now eligible to return to trucking.

But, first they have to pass an observed drug test before being able to do so.

Find out how long the Return To Duty process takes here!

What is a Clearinghouse Downgrade?

Beginning on November 18, 2024, any driver who is listed as “Prohibited” in the Drug and Alcohol Clearinghouse will receive a Clearinghouse Downgrade. This means that their CDL or CLP will be downgraded to just a personal drivers license in their home State. They won’t be allowed to have their commercial driving privileges reinstated until they undergo and pass a Return to Duty drug or alcohol test.

How does a driver login to the FMCSA Clearinghouse?

Drivers and companies both login to the FMCSA drug and alcohol clearinghouse by accessing the website. From the login screen, click on the “Log In” button near the center of the page.

You can then input your login credentials and click on the “Sign In” button.

Drivers can learn how to respond to drug and alcohol clearinghouse query requests here.

Learn more about how drivers register for the clearinghouse for the first time in order to respond to queries here.

My Safety Manager is a leading provider of fleet safety and trucking compliance services for fleets of all sizes. Our specialized safety management solutions help deliver results—safe drivers out on the road who are staying compliant with regulations.

We work with you to create customized solutions that meet your unique needs, taking what’s typically far too much work off your plate so you have more time to grow your business!