FMCSA Clearinghouse annual queries in bulk
Know which drivers are due for an annual Clearinghouse query and have the bulk file ready. We automate tracking and the file. A designated person logs in, uploads it, and reviews what comes back.
| Driver | Consent | Status |
|---|---|---|
| Sample Driver A | On file | Due in 18 days |
| Sample Driver B | Missing | Get consent |
| Sample Driver C | On file | Full query: 24 hours |
| Sample Driver D | On file | Current |
A person uploads the file and reviews every result.
How it runs.
The annual query runs on a clock per driver. When a limited query comes back with information, a full query is due within 24 hours.
Driver roster
From HR, payroll, or the TMS, with consent on file.
Your dataBuild the file
Who is due, in FMCSA's template, one per employer.
AutomatedA person uploads
A designated user logs in and brings back results.
A personMatch and flag
Results dated per driver. The 24-hour clock is visible.
Automated
FMCSA Clearinghouse / XLSX template / Tab-delimited / HRIS / TMS
The rules and limits.
- Annual query
- 49 CFR 382.701: at least once a year per employee. FMCSA tracks a rolling 365 days.
- Limited and full
- A limited query shows only if information exists. A full query needs the driver's consent, given inside the Clearinghouse.
- Bulk file
- FMCSA's template, as tab-delimited, XLS, or XLSX. A C/TPA uploads one file per employer.
- Timing and cost
- $1.25 per query. Batches run nightly, 8 p.m. to 8 a.m. Eastern.
- No API
- FMCSA: "At this time, there are no integration specifications available." So we do not script the login.
What a person does.
- A designated person signs in and uploads each file.
- A person reads every result and decides what happens to the driver.
- Your safety and legal advisers decide what your program requires.
Where we stand: we have not shipped this for a motor carrier. It follows the same pattern as our bulk status work.
Common questions.
Can this run the Clearinghouse queries automatically?+
No. FMCSA says no integration specifications are available, so a person logs in and uploads the file.
Does it work for a consortium or third-party administrator?+
Yes. FMCSA requires a separate bulk file per employer. Who may submit is set by FMCSA's rules for your role.
Does it replace our drug and alcohol program?+
No. It handles dates, files, and records. Your program and advisers decide what happens. No software makes a program compliant.
Sources
- FMCSA Clearinghouse: Bulk queries
- FMCSA Clearinghouse: Queries and consent requests FAQ
- 49 CFR 382.701 (Cornell LII)
- 49 CFR 382.703 (Cornell LII)
General information, not legal, tax, or compliance advice. Rules change; confirm against the current source and your own advisers.
Bring us your version of this.
Intro calls are 30 minutes, free, and useful even if we never work together. We'll be honest about whether this is the right fit for your trucking team.