Querying Applicants for DOT Safety-Sensitive Duties

Safety on our nation’s roads should be a top priority for everyone, including employers of DOT mandated safety-sensitive employees. To aid employers, the FMCSA Clearinghouse database contains information that allows employers to quickly identify drivers who have committed a drug and/or alcohol violation. Querying applicants using the Clearinghouse must happen before current and prospective employees may operate a commercial motor vehicle (CMV). Please read on to learn more about the process.

Learn More About Query Requirements

The Clearinghouse is for those performing DOT safety-sensitive duties under the direction of the FMCSA, therefore, any employee possessing commercial driver’s license (CDL) or commercial learner’s permit (CLP) will undergo the querying process. However, it is the employers’ responsibility to know when to perform a query check. The Clearinghouse rules state that querying applicants must be a part of any pre-employment driver investigation. Additionally, employers must perform a query annually for every CDL and CLP driver currently employed. As for owner-operators, they must contact a TPA to run a query on their behalf.

Be aware, employers are required to gain the consent of the driver before performing certain queries. Once the employer has the driver’s consent, the employer must correctly enter the driver’s information, such as name, DOB, and CDL/CLP number.

Querying Applicants: Limited Query vs. Full Query

There are two types of queries. A limited query checks if the Clearinghouse contains any information on a current driver. This query is useful for the driver’s annual check. On the other hand, a full query is run in the pre-employment process. It shows if the potential employee has any previous violations of the drug and alcohol policy, refusals, and their return-to-duty status after completing the SAP process. Any queries for new hires must be full queries, which provide all the information available in the system about the driver. Full queries require the driver to log in to the Clearinghouse and provide their consent to the query.

If you’re an employer and you run a query only to find out that your driver has failed a drug and/or alcohol test, you’re not alone. Partner with SAP Referral Services and provide your drivers with quick access to DOT-qualified SAPs in locations across the country. We have helped over 3,900 employers navigate federal policies, as well as company guidelines. Click here to learn more!

SAP Referral Services (SRS) is the leading facilitator for mandated substance abuse evaluations. SRS maintains an extensive network of qualified providers in more than 3,000 locations nationwide for testing violations that originate from any of the DOT’s modes including FMCSA, FAA, FRA, FTA, USCG and PHMSA, or a company’s internal drug and alcohol testing policy.