Running Clearinghouse queries on themselves is just one part of owner-operators complying with the FMCSA Clearinghouse.
Do you drive for your own company? Whether you’re the only driver or you manage a small fleet, you must comply with the FMCSA Drug and Alcohol Clearinghouse to avoid fines of up to $5,833 for each violation you commit.
Here are the two FMCSA Clearinghouserequirements that all owner-operators must follow:
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Run an annual Clearinghouse query on themselves at least once during a 12-month rolling period.
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Designate a consortium/third-party administrator (C/TPA) in the Clearinghouse.
Below, learn more about each of these requirements, including how DOT compliance software can help you stay compliant.
Requirement #1: RunningAnnual FMCSA Clearinghouse Queries
Every owner-operator who is enrolled in a DOT drug and alcohol testing program must be registered in the FMCSA Clearinghouse.
Once registered, you must log into your Clearinghouse account at least once annually to run a limited query on yourself (and if you have drivers, you must run these annual queries on each driver). To make things a little easier, you can choose to designate your C/TPA to run these annual queries on your behalf.
Not sure how to run a query on yourself or your CDL drivers? This Foley article explains how to do it: Five Steps to Querying the FMCSA Clearinghouse.
Owner-operators must also keep a record of their annual Clearinghouse query in their own driver qualification file.
The FMCSA allows owner-operators to self-manage their driver files. This means that it's solely up to you as an owner-operator to make sure you have all the necessary documents for the driver qualification file. All documents in the file must meet federal standards and be current.
This might sound straightforward on the surface, but think about everything you're already juggling as an owner-operator—even more so if you're managing a small fleet. It's easy for things, like an upcoming expiration date on a medical card, to fall through the cracks.
Keep in mind that even innocent mistakes or oversights can cost you big bucks if you're audited (and even bigger headaches if you're involved in an accident).
Why chance it when an effective solution exists? DOT compliance software automatically tracks these expiration dates and manages your driver files on an ongoing basis. That way, you don't need to worry about missing key documents if you're ever faced with a DOT audit. 
Requirement #2: Designating an FMCSA Clearinghouse C/TPA
The FMCSA requires owner-operators to designate a C/TPA to manage reporting obligations. (Otherwise, an owner-operator would have to self-report their own violations, which likely wouldn't work out very well.)
How to Find an FMCSA Clearinghouse C/TPA
Look for a C/TPA who is both an expert in DOT drug and alcohol testing and has kept up with the latest FMCSA Clearinghouse regulations. If you choose the right provider, they’ll be able to manage all of the Clearinghouse requirements on your behalf, from reporting obligations to running queries, all of which will multiply if you have numerous drivers working for you.
These Clearinghouse requirements include:
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Reporting drug and alcohol violations to the Clearinghouse
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Reporting negative return-to-duty results, as well as updates when a driver completes their follow-up testing plan
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Running pre-employment Clearinghouse queries on each new hire
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Running annual Clearinghouse queries on all current drivers
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Keeping thorough records of all Clearinghouse queries run on all company drivers
To find a C/TPA, you can check out industry directories, like the National Drug and Alcohol Screening Association, and trucking associations. Or you can make life easy for yourself and choose Foley as your TPA. Our experts know the DOT Clearinghouse (and all the frequent regulation changes) inside and out.
Learn more about what to look for in a DOT drug and alcohol testing partner here.
How to Designate Your C/TPA in Your Clearinghouse Account
As you work your way through the FMCSA Clearinghouse registration process, you’ll be prompted to designate your C/TPAs. (This PDF from the DOT has excellent visuals that you can follow.) Basically, when prompted, you'll simply begin typing in the name of the third-party administrator you’re working with and select them from the results.
If your C/TPA doesn’t show up in the list of results, it means that they haven’t yet created a Clearinghouse account. If this happens, you should contact them ASAP to make sure they’ve completed their Clearinghouse registration. (And you might want to reconsider whether you want to work with them. The last thing you need is being a new TPA's guinea pig.)
If they are registered, you should click the blue “Designate” button next to their name. You’ll then have an opportunity to select what tasks you’d like to authorize the C/TPA to perform on your behalf. The options include:
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Reporting Violations
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Reporting return-to-duty information
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Conducting Clearinghouse queries
You can then complete your Clearinghouse registration process.
Trust Foley as Your FMCSA Clearinghouse C/TPA
As an owner-operator, you're already juggling dispatching, billing, maintenance, customer service, and driving. Adding Clearinghouse compliance to your already full plate doesn't make sense.
Instead, let Foley act as your designated Clearinghouse C/TPA. Our compliance experts can handle reporting requirements, annual and pre-employment queries, and compliance updates on your behalf. Plus, our team stays current on regulation changes so you don’t have to.
For even greater control and visibility, Dash—our all-in-one DOT compliance platform—helps you manage driver qualification files, track expiration dates, monitor drug and alcohol testing requirements, and maintain centralized digital records.
Bottom line: Whether you operate solo or manage a small fleet, Foley can help simplify your Clearinghouse compliance while strengthening your overall DOT readiness. Request a Dash demo today to learn more.
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