Annual Clearinghouse checks are coming due
One requirement in the Federal Motor Carrier Safety Administration (FMCSA) Drug and Alcohol Clearinghouse regulations is annual Clearinghouse checks for your CDL drivers. You must do a Clearinghouse query for all CDL drivers you employ within one year of the last query.
Drivers hired on or after January 6, 2020
If you hired a driver on or after January 6, 2020, the clock started ticking when you ran the pre-employment query. The first annual query needs to be run within 12 months (365 days) of the pre-employment query.
Drivers that were working for you before January 6, 2020
For drivers that were already employed with you as of January 6, 2020, you have until January 6, 2021, to run the first annual query.
The process
Conducting an annual query requires a written release from the driver. This release needs to be kept on file the entire time it is in force, and then for three years after you run the last query it authorizes. Once the written request is secured, you can run a “limited query.” This query will simply notify you if the Drug and Alcohol Clearinghouse has any data on the driver.
If the limited query shows there is data in the Clearinghouse on the driver, you are then required to run a full query. This will require the driver to register with the Clearinghouse and provide the Clearinghouse authorization to release the information to you. This must be completed within 24 hours of receiving the results of the limited query. If it is not, the driver must be taken off the road until it is complete.
Of course, if the data shows the driver is prohibited from operating CMVs, the driver must be removed from all safety-sensitive functions until the issue is resolved and the Clearinghouse shows the driver is authorized to drive.
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Key to remember: It’s time to start running annual queries on all of you drivers once it has been one year since the last query. This includes drivers you had employed before January 6, 2020, and the drivers you hired in 2020