It's time to conduct annual queries! 

October 26th, 2020

If you haven't signed up for the Clearinghouse, now is the time. We understand life gets in the way, but, this is mandatory. We usually start getting phone calls and hear the fear in your voice right about now. It's okay... just take a big deep breath and know Thumbs Up is here to help. But first, read this email and keep calm. The Clearinghouse will keep your company and drivers safe while on the job. Overall, the purpose of this is Roadway Safety so keep the trouble makers out of your pocket! 

Need to sign up? You may do that by going to the FMCSA Clearinghouse website. Save about 45 minutes of your day, a pen and paper handy with your email logged in and phone nearby.. you're gonna need it! 

So, you are already signed up and you've been prepared for this moment... here's what to do: 

Conducting Annual Queries before January 2021 is required for all employers of CDL holders.  What is a query? A query is an electronic check in the Clearinghouse, conducted by an employer to determine if current or prospective employees are prohibited from performing safety-sensitive functions (driving) due to unresolved drug and alcohol program violations. All queries require driver consent. 

There are two types of queries: Limited and Full. 

  • Limited queries (which satisfy the annual query requirement) require consent that is usually done outside of the Clearinghouse website. This consent must specify the date range either on paper (a form employers generate) or electronic. 

  • Full queries (which include all pre-employment queries) will also require consent but will be done electronically through the Clearinghouse website for each individual driver.                

Registered employers will purchase queries on the FMCSA Clearinghouse website. 

How much money can I expect to spend on queries?
$1.25 per query is the FMCSA's flat rate for limited and full queries. There are bundles customized to meet your company's needs, the queries you purchase never expire and they accept most forms of payment including Apple Pay. 

What do I do if I have more than one company?
A separate query plan is required for each company. 

I am an owner-operator and employ myself as well as a few other drivers, do I have to run a query on myself?
Yes. Anyone who employs a CDL holder must query the Clearinghouse and this requirement includes owner-operators. 

I have multiple drivers and it makes sense for me to run a bulk query, but how do I do that?
Use excel or Google Sheets and create a spreadsheet like the one pictured below. In the description box you may type in 2020 Annual Query, but it is optional. 

But wait.... there's more! 

The annual query requirement is tracked throughout the year so remember to check the dates of your last query ran for each driver. Example: If you ran a full query on a driver October 23, 2020, you will not need to run another until October 23, 2021. This does not cover your company for the limited query that needs to be run for the annual requirements. 

Overall, this Clearinghouse thing is important... but, we like to stress that every company is going through this and there will be some hiccups. Thumbs Up Compliance is going to make sure you're good to go. Register us as your C/TPA if you have an active account with us for your Drug and Alcohol Consortium. 

 

Resources and FAQ answers: 

Consent Infographic
https://clearinghouse.fmcsa.dot.gov/Resource/Index/Query-Consent-Factsheet

Consent Sample Format
https://clearinghouse.fmcsa.dot.gov/Resource/Index/Sample-Limited-Consent-Form

FAQ's
https://clearinghouse.fmcsa.dot.gov/FAQ 

Ezekiel Holiman