How to Request Your First Annual Clearinghouse Queries 

Kathy Close, Editor - Transport Safety

Updated December 14, 2020 

 

 

The one-year anniversary of the CDL Drug and Alcohol Clearinghouse should be a reminder that annual queries are coming due.

 

A motor carrier must request its first annual queries no later than January 5, 2021, for those drivers who were in a Part 382 program on January 6, 2020. Anyone hired after would need an annual query within a year of the pre-employment query; similar to how the annual motor vehicle record is requested under driver qualification. 

 

The annual query is one means to learn of testing violations occurring under another motor carrier's program, but not reported to current employers by the CDL driver (i.e. failed pre-employment test or violation occurring under concurrent employment).


Motor Carrier Steps to Request Annual Queries

 

1. Set up your account

♦ Create Clearinghouse account and purchase a query bundle

♦ Designate an administrator and assistants who can log into the account

♦ Designate a third-party administrator, if applicable 

 

2. Request the limited query 

♦ Provide the driver with a limited query consent form to sign before the request

♦ Log into the your portal 

♦ Submit the limited query request

♦ Receive results

     - Single submission, immediate

     - Bulk upload, usually next day

 

3. Respond to the query results 

♦ No violations - Retain the query and signed consent for 3 years. Request the next annual query within a year of this report date. 

♦ Violation indicated - Request a full query within 24 hours of the limited query. Alert the driver to watch for the full query consent via his/her Clearinghouse account; OR to set up an account as soon as possible and provide consent. 

 

If a driver does not consent OR 24 hours elapse without a full query, remove the driver from safety-sensitive functions until you receive the full query. 

 

Once the report is received, remove the driver from safety-sensitive function if in a prohibited status.  The driver can remain in current role if not in a prohibited status.

 

 

You may also be interested in: 

 

DOT Clearinghouse FAQs

Year-end Drug & Alcohol Testing

How J. J. Keller Can Help

 

Let the experts at J. J. Keller handle your Clearinghouse compliance for you by ... 

 

♦ Reporting drivers' alcohol and drug violations on your behalf

♦ Providing instructions to drivers on how they should register for the Clearinghouse database

♦ Tracking driver signatures and receipt of annual consent for all affected drivers

♦ Reviewing your current DOT Drug & Alcohol policy for accuracy and completeness

♦ Running limited queries on all CDL drivers according to the regulation 

♦ Running full queries as required due to the results found in the annual limited query 

♦ Conducting pre-employment queries on all potential new applicants

 

Download Clearinghouse Compliance Kit & Request a Quote

Educational Events

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January 27 at 10:00 - 11:00 CST
Drug & Alcohol Clearinghouse: Avoid common administrative mistakes
 

Managing a DOT drug and alcohol program means dealing with many details.  If a mistake is made or something is misunderstood, the result could be a violation that goes undetected. Your obligation to report information to and query data from the CDL Drug & Alcohol Clearinghouse could reveal your testing program's shortfalls. In this webcast, you'll learn tips for avoiding common program management mistakes that could be revealed through the Clearinghouse.

 

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