What Is the FMCSA Clearinghouse?
The FMCSA Drug and Alcohol Clearinghouse is a secure, online database operated by the Federal Motor Carrier Safety Administration. It stores records of all drug and alcohol program violations committed by CDL (Commercial Driver's License) holders. Employers, drivers, state licensing agencies, and law enforcement can access the system to identify drivers who have violated federal drug and alcohol testing regulations.
Before the Clearinghouse existed, a driver who tested positive for drugs could simply move to another company without disclosing the violation. The previous employer had no standardized way to report it, and the new employer had no efficient way to check. The Clearinghouse closes that gap by creating a centralized, real-time record.
As an employer — whether you run a fleet of 50 trucks or operate a single truck as an owner-operator — you are required by federal law to register in the Clearinghouse, query it before hiring drivers, and conduct annual queries on all current drivers.
Who Must Register?
Employers (Motor Carriers)
Every motor carrier that employs one or more CDL drivers must register as an employer in the Clearinghouse. This includes fleet operators, companies with leased drivers, and any entity responsible for DOT drug and alcohol compliance for its drivers.
CDL Drivers
All CDL holders must register as drivers in the Clearinghouse. Registration allows drivers to view their own records, provide electronic consent for full queries by employers, and respond to any reported violations.
Owner-Operators
If you are an owner-operator, you must register twice — once as the employer and once as the driver. You are both the company that must query the database and the driver whose record is being checked. This dual registration is frequently overlooked and is one of the most common violations found during new entrant audits.
Consortium/Third-Party Administrators (C/TPAs)
If you use a consortium for your drug and alcohol program, the C/TPA can register in the Clearinghouse and conduct queries on your behalf. However, you still need to register as an employer and designate the C/TPA in the system.
TruckerNavi handles Clearinghouse registration as part of our Authority Bundle ($799) and Drug & Alcohol Program ($150/year). We ensure you are properly registered as both employer and driver and set up your annual query schedule. Learn more
How to Register: Step by Step
Step 1: Create a Login.gov Account
The Clearinghouse uses Login.gov for authentication. Visit login.gov and create an account with your email address. You will need to set up two-factor authentication (phone or authentication app). This same Login.gov account works for other federal services.
Step 2: Access the Clearinghouse
Go to clearinghouse.fmcsa.dot.gov and sign in with your Login.gov credentials. Choose your registration type: Employer, Driver, or both (for owner-operators).
Step 3: Register as an Employer
If you are registering as an employer/carrier:
- Enter your USDOT number — the system will auto-populate your company information
- Verify your company name, address, and contact details
- Designate a Clearinghouse administrator within your company
- If using a C/TPA, enter their information and link them to your account
Step 4: Register as a Driver
If you are a CDL driver (or an owner-operator registering your driver role):
- Enter your CDL number and issuing state
- Verify your personal information
- You can now view your own Clearinghouse record and provide electronic consent for employer queries
Step 5: Purchase Query Plans (Employers Only)
Employers need to purchase query credits to run pre-employment and annual checks. Queries cost $1.25 each. You can purchase them individually or in bulk. Limited queries show whether a driver has any violations on record. Full queries (which require driver consent) reveal the details of any violations.
Types of Clearinghouse Queries
| Query Type | What It Shows | When Required | Cost |
|---|---|---|---|
| Limited Query | Whether violations exist (yes/no) | Annual check for current drivers | $1.25 |
| Full Query | Complete violation details | Pre-employment (always); when limited query returns a result | $1.25 |
A full query requires the driver's electronic consent through the Clearinghouse system. Without consent, the query cannot be completed, and you cannot hire or continue to employ the driver in a safety-sensitive position.
Employer Obligations
- Pre-employment query: Must conduct a full query on every CDL driver before the driver performs safety-sensitive functions (driving)
- Annual query: Must query the Clearinghouse at least once per year for every currently employed CDL driver
- Reporting violations: Must report any drug and alcohol program violations to the Clearinghouse, including positive test results, refusals to test, and actual knowledge of drug or alcohol use
- Record keeping: Must document all queries and retain records per FMCSA requirements
Critical for owner-operators: You must query yourself. As the employer, you must run both a pre-employment query (when you first set up your authority) and annual queries on yourself as the driver. Not doing so is a violation that DOT auditors specifically look for.
What Gets Reported to the Clearinghouse?
- Positive drug test results (verified by Medical Review Officer)
- Positive alcohol test results (BAC of 0.04 or higher)
- Refusal to test (including adulterated or substituted specimens)
- Actual knowledge of drug or alcohol use by a driver
- SAP (Substance Abuse Professional) evaluations and completion reports
- Return-to-duty and follow-up test results
- Negative return-to-duty test results (which clear the driver to operate)
Violations remain on a driver's Clearinghouse record until the return-to-duty process is complete. Even after completion, the record remains visible for five years from the date of the violation.
Common Clearinghouse Compliance Mistakes
1. Not Registering at All
The most common mistake, especially among owner-operators. Many assume their consortium handles everything, but registration is the employer's responsibility. Your C/TPA can assist, but you must initiate the registration.
2. Registering Only as an Employer (Not as a Driver)
Owner-operators must register in both roles. Having only employer registration without driver registration is incomplete and will be flagged during an audit.
3. Missing Annual Queries
Many carriers remember to query at hiring but forget the annual requirement. Set a calendar reminder or use a compliance service that automates this process.
4. Not Getting Driver Consent for Full Queries
A full query requires the driver to log into the Clearinghouse and provide electronic consent. If the driver refuses or fails to provide consent, you cannot complete the query and cannot employ them in a safety-sensitive role.