FAQ - FMCSA Clearinghouse

What is the FMCSA Clearinghouse?

The FMCSA Clearinghouse is a secure online database that helps employers track drug and alcohol violations for Commercial Driver’s License (CDL) holders. It ensures compliance with federal regulations and prevents drivers with violations from operating commercial vehicles until they complete the return-to-duty (RTD) process.

Registering and Managing Your FMCSA Clearinghouse Account

How do I register in the Clearinghouse?

To register in the Clearinghouse, visit the FMCSA Clearinghouse website and create an account through Login.gov. Choose your role as a driver, employer, or owner-operator and enter your CDL and company details.

How do I designate Foley as my Third-Party Administrator (TPA)?

To designate Foley Services as your Third-Party Administrator (TPA) in the FMCSA Clearinghouse, search for 'Foley Carrier Services - OFFICIAL' in the Clearinghouse, then select the correct Foley entry (matching name, phone number, and address). If there are multiple entries match, select all applicable ones.

What if I can’t find the option to designate Foley as my TPA?

If you are not able to find the option to designate Foley Services as your TPA, first ensure your company is registered as an employer, ensure you use a compatible browser (Google Chrome, Firefox, or Microsoft Edge) and once these options are exhausted, you may contact FMCSA Clearinghouse support for further assistance.

How do I check if I’m registered as a driver or employer?

To confirm if you are registered as a driver or employer, log into your Clearinghouse dashboard. If you see "My Driver Profile", you are registered as a driver. Employers should see an employer dashboard. Owner-operators should select both employer and driver roles during registration.

Can I use the same email for my driver and employer profiles?

The same email address for you driver and employer profiles should not be used when possible. Separate emails are recommended for clarity and compliance tracking.

What should I do if my company is not registered as an employer?

If your company is not registered as an employer, you must register as an employer to run queries and designate a TPA. Employers must purchase query plans before conducting Clearinghouse queries.

Can I register my company separately with a different email?

Registering your company separately with a different email for your employer account is recommended to separate company compliance from personal driver registration.

Managing Driver Compliance and Queries

What is the FMCSA Clearinghouse Query Requirement?

The FMCSA Clearinghouse Query requirements mandates that employers conduct queries to check for drug and alcohol violations: Pre-employment query: Required before hiring a CDL driver, Annual query: Required for every active CDL driver once per year and Full query: Needed if an annual limited query returns a violation.

How do I perform an annual query for my drivers?

To perform an annual query for your driver, log into the Clearinghouse employer dashboard, then select "Conduct a Query", enter the driver’s details and ensure the driver has signed a limited consent form.

What if a driver’s Clearinghouse query is pending?

When a driver’s Clearinghouse pre-employment or full query is pending, the driver must log in and consent to the request. Queries remain pending until the drivers’ consent is provided.

How do I purchase Clearinghouse queries?

To purchase Clearinghouse queries, log into the FMCSA Clearinghouse and navigate to "Manage Query Balance" and purchase the required number of queries.

What happens if I don’t conduct an annual query?

Failing to conduct an annual query may result in compliance violations and potential FMCSA penalties.

Troubleshooting Clearinghouse Access Issues

What should I do if I can't access the Clearinghouse website?

If you are not able to access the Clearinghouse website, check your browsers- preferred browsers are Google Chrome, Firefox, or Microsoft Edge. You can also try clearing your browser cache and try logging in again.

What if I forgot my Clearinghouse password?

If you have forgotten your Clearinghouse password, you can click "Forgot Password" on the login page, enter your registered email and follow the instructions.

I’m not receiving my Clearinghouse verification code. What should I do?

If you are not receiving your Clearinghouse verification code, check your spam or junk folder and ensure the correct email is linked to your Clearinghouse account.

What if the FMCSA Clearinghouse isn't accepting my CDL number?

If the Clearinghouse is not accepting your CDL number, double-check for errors in your CDL entry, ensure your CDL matches the one registered with the DMV and if the persist, contact FMCSA Clearinghouse support.

Common Clearinghouse Compliance Issues

Why did I receive a letter from FMCSA regarding the Clearinghouse?

The FMCSA may send a letter regarding the Clearinghouse for the need to register or complete required queries or regarding a drug & alcohol violation or license downgrade due to non-compliance.

Can I refuse to register in the Clearinghouse?

Refusing to register can result in fines, license downgrades, or disqualification from operating CDL vehicles.

What should I do if the DMV has incorrect information in the Clearinghouse?

If the DMV has incorrect information in the Clearinghouse, contact the DMV to correct your CDL details and ensure the Clearinghouse reflects accurate data.

How do I update my CDL information in the Clearinghouse?

To update your CDL information in the Clearinghouse, log into "Manage My Driver Profile" and update your CDL details and ensure they match DMV records.

How do I verify if a driver is prohibited in the Clearinghouse?

To verify is a driver is prohibited in the Clearinghouse, run a full query through the Clearinghouse portal. A prohibited status indicates a driver must complete the RTD process before operating again.

Clearinghouse & Drug and Alcohol Testing Program

What is a Certificate of Enrollment for a Drug & Alcohol Program?

A Certificate of Enrollment (COE) for a Drug & Alcohol Program is a document that confirms compliance with FMCSA drug and alcohol regulations. A COE may be required during a DOT audit. Employers can print it from the Foley portal.

Do I need a driver card for the Clearinghouse?

A driver card is a helpful reference tool for compliance but not required for the Clearinghouse.

What happens if a driver’s medical certificate expires?

When a driver’s medical certificate expires, the driver must renew their medical certificate. An expired medical certificate may lead to disqualification.

Final Notes on FMCSA Clearinghouse Compliance

Key Takeaways

• Employers must run queries for all CDL drivers (pre-employment and annually).
• Drivers must consent to Clearinghouse queries before employment.
• RTD tests must be observed, and SAP follow-ups must be completed.
• Annual queries prevent compliance violations.
• Clearinghouse registration is mandatory for employers and CDL drivers.

For more assistance, contact Foley Carrier Services or FMCSA Clearinghouse Support at 1-800-832-5660.