Understanding FMCSA Clearinghouse Reporting

Understanding FMCSA Clearinghouse Reporting for Employers and Transportation Companies

As an employer in the transportation industry, you are already aware of the numerous compliance requirements mandated by the Federal Motor Carrier Safety Administration (FMCSA). One of the newer requirements is FMCSA Clearinghouse reporting, and it has already become a confusing topic for many transportation companies and owner-operators. The Clearinghouse was established to improve road safety by keeping track of commercial driver’s license (CDL) holders, but how does it affect your company, and what do you need to know to ensure compliance? In this blog, we will discuss everything you need to know about FMCSA Clearinghouse reporting, including the DOT Clearinghouse, physicals reporting, and more.

What Is FMCSA Clearinghouse Reporting?

The FMCSA Clearinghouse is a secure online database that keeps track of drug and alcohol program violations of commercial drivers. Employers and other authorized parties are required to report any driver-related violations, namely positive alcohol or drug test results, refusals to test, and completion of return-to-duty processes. Clearinghouse reporting helps employers make more informed hiring decisions and supports compliance with FMCSA regulations and guidelines.  Employers are required to perform a pre-employment  query on each new driver and drivers must have an annual query as well.

Is the Clearinghouse FMCSA or DOT Clearinghouse working?

Definitely has experienced the desired effect.  Over 200,000 drivers have had a positive, refusal or reported to the Clearinghouse.  Almost 150,000 of them remain in the prohibited status.  The data makes you believe that partaking in the drugs is more important than having a career as a truck driver.

Before the FMCSA Clearinghouse

What was the system employed before the FMCSA Clearinghouse?  Employers relied on the data provided by previous employers for their last 3 years of drug and alcohol infractions.  Why didn’t that work?  Employers were required to request the information from the previous employer; however, the previous employers weren’t required to provide the information.  Many employers would not report an employees previous fractions due to risk and other reasons.  Many drivers knew this and would create a story about a sick parent or relative when providing information as to why they weren’t working during a previous period.

Does the Other DOT Modes Other than FMCSA Report to Another Clearinghouse?

Different DOT modes have their own drug and alcohol testing and reporting requirements, but they do not report to FMCSA Clearinghouse. However, drivers and other safety sensitive must still comply with the DOT drug and alcohol testing and reporting standards when they are in a DOT Safety Sensitive position?

Are DOT Physicals Reported to the FMCSA Clearinghouse?

No, DOT physicals are not reported to the FMCSA Clearinghouse. However, a driver’s medical qualification status is updated in  systems when the medical examiner issues a new medical certificate. This certificate must remain current for the driver to maintain their CDL. As such, employers must ensure they have access to the driver’s medical certificate and that it is current before allowing them to operate a CMV.

What Must Be Reported to the FMCSA Clearinghouse?

Employers must report any driver-related drug and alcohol violations, including a positive drug or alcohol test result, a refusal to test, known knowledge of drug and alcohol use during safety sensitive duty or any completion of the return-to-duty process. Employers must also conduct a pre-employment query on the Clearinghouse to ensure that the potential hire is qualified to legally operate a CMV under FMCSA regulations.

Need Help?

FMCSA Clearinghouse reporting can be confusing, especially for smaller transportation companies with fewer resources. Employers can also partner with third-party administrators (TPAs), who can help navigate the complexities of the new reporting requirements and the Clearinghouse website. TPAs can also help with drug and alcohol testing compliance, record-keeping, and filing. Workplace Screening Intelligence (WSI) offers FMCSA Clearinghouse Memberships.  We you start and stay compliant with the FMCSA Clearinghouse mandate.  WSI provides the educational materials, training materials, reporting forms, necessary drug and alcohol policy addendum for FMCSA Clearinghouse and can perform all pre-employment and annual queries. Employers can also partner with third-party administrators (TPAs), who can help navigate the complexities of the new reporting requirements and the Clearinghouse website.

Meeting the regulatory standards for FMCSA Clearinghouse reporting is critical for safety on the roadways and avoiding penalties for your company. It is essential to ensure your drivers are qualified to operate CMVs safely and in compliance with federal regulations. As an employer, you must update your policies and procedures to reflect the new reporting requirements and stay proactive with your drug and alcohol testing program. Don’t hesitate to contact Workplace Screening Intelligence , to help ease the transition to the FMCSA Clearinghouse reporting requirements. With clear communication, regular training, and proper record-keeping, you can maintain compliance, improve safety, and reduce liability for your company.

Contact Workplace Screening today for a FMCSA Membership or to order a DOT Screening Service today.  Contact us at 844-573-8378 (TEST), support@workpalcescreening.com or press on link to order service today:  https://workplacescreening.com/order-here/

See list of Services provided by Workplace Screening Intelligence  below:

Drug and Alcohol Screening at 20,000 sites near you or your employees work or home

Physicals – DOT and NON DOT,

FNMCSA Clearinghouse

Supervisor Drug and Alcohol Awareness Training

Durg and Alcohol Testing Policies

Wellness Testing

Titer Testing