Clearinghouse Setup

Overview

We handle end-to-end FMCSA Drug & Alcohol Clearinghouse setup so you stay compliant and audit-ready. From creating and configuring the employer account to running required queries and reporting, our experts streamline every step and align your program with 49 CFR Part 382 and Part 40. Pair with DOT Drug & Alcohol Testing, Driver Files Management, and Audit Services for full lifecycle compliance.

Who must Register for the Clearinghouse?

Several parties are required to register with and use the Clearinghouse:

• Employers - All FMCSA-regulated employers, including owner-operators, must register. They are required to query the database for all new hires and conduct an annual query for all existing employees.
• CDL Drivers - While not required to register, a driver must be registered in order to give electronic consent for an employer to conduct a "full query" (a detailed search) of their record. A driver who has a violation is automatically entered into the system.
• Medical Review Officers (MROs) - They are required to report verified positive test results and test refusals.
• Substance Abuse Professionals (SAPs) - They must report a driver's initial assessment and their determination that a driver is eligible for return-to-duty testing.
• Consortium/Third-Party Administrators (C/TPAs) - These entities often manage drug and alcohol programs for trucking companies and are required to report violations and conduct queries on behalf of their clients.
• State Driver Licensing Agencies (SDLAs) - They are required to remove the commercial driving privileges of a driver with a "prohibited" status in the Clearinghouse, which leads to a downgrade of their CDL.

The Query Process

Employers must perform two types of queries:

1. Pre-Employment Query: A full query must be conducted on all prospective employees before they are hired to perform a safety-sensitive function.
2. Annual Query: An employer must perform at least one query on each of its current drivers every year. This can be a "limited query" that only indicates if a record exists. If a limited query shows that a record exists, a full query must be performed.

A driver's electronic consent is required for a full query. A driver can access their own record at any time for free after they register.

What's Included

• Employer Registration in FMCSA & Portal Setup
• Pre-Employment Full Queries
• Annual Limited Queries
• Violation/RTD Reporting Guidance

Clearinghouse Support Modules

End-to-end support tailored for FMCSA-regulated employers to keep your Clearinghouse program compliant and efficient.

• Account Setup: Employer registration, TPA designations, and permissions.
• Queries: Running limited and full queries; consent management and documentation.
• Reporting: Violations, RTD progression, and follow-up testing plans.
• Integrations: Aligning random testing and hiring workflows with Clearinghouse requirements.
• Recordkeeping: Audit-ready records and roster maintenance.
• Compliance: 49 CFR Part 382 Subpart G and Part 40 alignment.

Compliance You Can Trust

Every step follows FMCSA guidance so you remain compliant during audits and investigations. We standardize queries, reporting, and documentation while our experts help navigate complex cases.