Clearinghouse queries, pre-employment + annual.
Pre-employment full queries before first dispatch. Annual limited queries on every active driver. $12 per driver per year covers both — bundled into consortium membership at no additional charge. We pull driver consent (FCRA-compliant), execute the query, and file the result for the federal 5-year retention.
- Driver-side consent flow (FCRA-compliant) for full queries — link goes to the driver, not you
- Limited queries auto-execute against the database in seconds
- Auto-escalation: limited query "match found" triggers full query within hours
- Result posted to your portal + DER notified by email same day
- Full audit trail kept in your file 5 years per 49 CFR 382.711
- Annual query reminders 30 days out — never miss the anniversary
Full vs. limited. Hire vs. monitor.
Federal regulation defines exactly which query type fits which moment. Full queries reveal violation details and require driver consent — used for hiring. Limited queries are a yes/no check against the database — used for the annual sweep on existing drivers.
Full query (hiring)
Required before first dispatch of a new CDL driver. Returns full violation history. Requires driver electronic consent via the FMCSA portal. Result is detailed: violation type, date, RTD status, follow-up plan progress. 49 CFR 382.701(a).
Limited query (annual)
Required at least annually on every active CDL driver. Returns yes/no — match or no match. No driver consent needed for the limited query itself, but if it shows "match found," a full query (with consent) must follow within 24 hours. 49 CFR 382.701(b).
Auto-escalation
When our system runs an annual limited query and gets "match found," it auto-fires a consent request to the driver and queues the full query. You get notified, but the workflow doesn't stall waiting for someone to manually click. Avoids the 30-day removal-from-duty deadline.
Order. Consent. Result.
Three steps when running a full query for a new hire. Limited queries skip step 2 — they run directly against the database with no consent flow.
Order placed
You order through your member portal — pre-employment full query for new hires, annual limited query for active drivers. The portal queues the right query type and routes it to the FMCSA Clearinghouse.
Driver consent (full only)
Driver receives an SMS + email link to the FMCSA Clearinghouse consent page. They sign in with their login.gov, review the consent disclosure, and electronically authorize the query. Per FCRA, this consent flow goes directly to the driver — never relayed through HR or the DER.
Result returned + filed
FMCSA returns the result. Negative results post to your portal and DER notification by email same day. "Match found" auto-fires escalation logic. All results filed in your audit folder for the federal 5-year retention.
How much does a Clearinghouse query cost?
Member rates apply when the order is placed through your portal. The $12/year covers both query types per driver. Consortium members get the annual query bundled into membership at no additional charge.
Member rates shown. Direct C/TPA fees through other providers run $25–$40 per query for the same federally-defined service.
Related Clearinghouse pages
- Motor carrier compliance hub — every FMCSA requirement under one roof
- Clearinghouse services hub — full lifecycle overview
- Clearinghouse enrollment — $199 setup before you can run queries
- Clearinghouse violations — what happens when a query returns a violation
- CDL driver onboarding — pre-employment query is one piece of the hire workflow
- FMCSA consortium enrollment — bundles annual queries with the random drug pool
Frequently Asked Questions
What is the difference between a full query and a limited query?
A full query returns detailed information about any drug and alcohol violations in the Clearinghouse and requires the driver's electronic consent — required before hiring any new CDL driver. A limited query only indicates whether any violation records exist, without details — used for the federally-required annual check on every current driver. If a limited query returns a "match found", you must follow up with a full query (with driver consent) within 24 hours.
How often must employers run Clearinghouse queries?
Per 49 CFR 382.701: a pre-employment full query before hiring any CDL driver, and a limited query at least once per year for every currently employed CDL driver — including yourself if you're an owner-operator. The annual query is on the anniversary of the driver's most recent query, not on a fixed calendar date. Missing the annual is one of the most common audit findings.
Can a C/TPA run queries on behalf of an employer?
Yes. Once you designate Vertical Identity as your C/TPA in the FMCSA Clearinghouse portal, we have authority to execute pre-employment full queries and annual limited queries on your behalf. Driver-side electronic consent for full queries still flows directly to the driver (FCRA-compliant). Results return to your portal — typically within minutes for limited queries, same-day for full queries once consent is given.
How long does a query take?
Limited queries return in seconds — they're a yes/no check against the database. Full queries depend on driver consent: once the driver e-signs the consent on their phone or email, the result returns within minutes. Most full queries complete same-day end-to-end. The slowest variable is driver responsiveness on the consent step, which is why we send SMS + email reminders.
What happens if a query returns a match?
If a limited query shows "match found," the driver must be removed from safety-sensitive duty within 30 days unless a full query confirms there's no violation prohibiting them from driving. We auto-trigger the full query (with driver consent) within hours so this rarely becomes a 30-day deadline issue. If the full query confirms a violation, the driver enters the SAP return-to-duty process — see /sap-program/ for that workflow.
How long are query records retained?
Per 49 CFR 382.711, employers must retain query records for 3 years for negative results and 5 years for positive results. We keep all query records (and supporting consent + audit metadata) in your audit folder for the federal retention period automatically — you don't maintain a separate filing system.
$12 per driver. Both queries. Five years filed.
Members order pre-employment and annual queries through one portal. Consortium members get the annual bundled at no charge. Auto-reminders 30 days before each anniversary so you never miss the deadline.