How often must employers query the Clearinghouse?

At least once per year for every employee subject to drug and alcohol testing (49 CFR 382.701(b)(1)).

How long must query records be kept?

3 years. Since January 6, 2023, an employer that keeps a valid Clearinghouse registration meets this requirement (49 CFR 382.701(e)).

US · Expiry & renewal tracking

Run every driver's annual Clearinghouse query on time

An employer of CDL drivers must query the FMCSA Drug and Alcohol Clearinghouse at least once per year for every driver subject to testing (49 CFR 382.701(b)(1)). A limited query with the driver's consent suffices, but if it shows information exists a full query must follow within 24 hours before the driver works again.

The Commercial Driver's License Drug and Alcohol Clearinghouse is the FMCSA database that employers and service agents report to and query about drivers subject to DOT drug and alcohol testing (49 CFR 382.107). The rules in 49 CFR Part 382 apply to employers of drivers who operate a commercial motor vehicle and are subject to the CDL requirements of Part 383, with some exceptions (49 CFR 382.103).

Employers must query the Clearinghouse at least once per year for all employees subject to drug and alcohol testing (49 CFR 382.701(b)(1)). Before hiring a driver for a safety-sensitive function, the employer must run a full pre-employment query, which needs the driver's specific consent (49 CFR 382.701(a)).

For the annual query, the employer may run a limited query instead of a full one, with the driver's consent. A limited query shows only whether information about the driver exists. The driver may give consent for limited queries that is effective for more than one year. If the limited query shows that information exists, the employer must run a full query within 24 hours; otherwise the driver must not perform any safety-sensitive function until the full query is done and shows no prohibition (49 CFR 382.701(b)(2) and (3)).

Start free

At a glance

Rule	49 CFR 382.701 (FMCSA)
Annual query	At least once per year for every employee subject to testing
Type	Limited query (driver consent) or full query
Limited query shows information	Full query within 24 hours
Before hiring	Full pre-employment query with the driver's specific consent
Records	Each query and its results kept for 3 years

Who is responsible?

The employer. Each employer must register with the Clearinghouse before querying it, name the people authorised to query or report for it, and verify those names every year (49 CFR 382.711).

After a query

If information about a driver is entered into the Clearinghouse during the 30 days after the employer queried that driver's records, FMCSA notifies the employer (49 CFR 382.701(c)). The employer must keep a record of each query and all information received for 3 years; since January 6, 2023, an employer with a valid Clearinghouse registration meets this requirement (49 CFR 382.701(e)).

Tracking it with ExpirySuite

Add each driver subject to testing and record the date the next annual query is due; a simple approach is one year after the last query.
Reminders arrive 60, 30, 14, 7 and 1 day before the due date and on the due date itself.
Assign a responsible person (for example the person you authorised in the Clearinghouse) so the right person gets the reminder.
If a query passes its due date, managers get overdue reminders 3, 7 and 14 days later.
Track each driver's DOT medical certification in the same place, so all driver deadlines are in one list.

Frequently asked questions

How often must employers query the Clearinghouse?: At least once per year for every employee subject to drug and alcohol testing (49 CFR 382.701(b)(1)).
Is a limited query enough for the annual query?: Yes, with the driver's consent. If it shows that information exists, the employer must run a full query within 24 hours (49 CFR 382.701(b)(2) and (3)).
Does the driver have to consent every year?: No. The driver may give consent for limited queries that is effective for more than one year (49 CFR 382.701(b)(2)).
How long must query records be kept?: 3 years. Since January 6, 2023, an employer that keeps a valid Clearinghouse registration meets this requirement (49 CFR 382.701(e)).

Sources

Last checked: Sep 30, 2026 · This page summarises official sources for general information and is not legal advice. Check the linked sources for current rules and fees.

Made for drug & Alcohol Clearinghouse annual query (US)

A ready template for drug & Alcohol Clearinghouse annual query (US) with sensible validity defaults, so you enter less and track more.

Reminders on time

Email alerts at 60, 30, 14, 7 and 1 day before each drug & Alcohol Clearinghouse annual query (US) expires, plus overdue escalation to managers.

Assign an owner

Give each drug & Alcohol Clearinghouse annual query (US) an owner and let employees update their own via a secure link — no login needed.