Querying Applicants for Pre-Employment

The new FMCSA Clearinghouse is a secure online database that allows employers to access real-time information about commercial drivers’ drug and alcohol program violations. The purpose of the database is to enable employers to quickly identify drivers who have previously committed a drug and/or alcohol violation. Employers are now legally obligated to begin querying applicants in the Clearinghouse database before allowing them to operate a commercial motor vehicle (CMV).

What Kind of Employees Need a Query?

Employers are required to check the FMCSA Clearinghouse database for current and prospective employees before allowing them to operate a CMV on public roads. This applies to all CDL and CLP holding safety-sensitive employees that are expected to adhere to the drug and alcohol policy.

When Does an Employer Run a Query?

An employer must run a query:

• Before allowing current employees to operate a CMV on public roads
• Before hiring prospective drivers
• On all employees on an annual basis to detect any changes to their records

Types of Queries

There are two types of queries: full and limited.

Full Queries

Full queries are conducted at the pre-employment stage. The query will show if the driver has any previous violations of the drug and alcohol policy and their return-to-duty status after treatment. Every time there’s a full query request on an individual, the driver will have to log in to Clearinghouse and provide their consent to the query.

Limited Queries

A limited query is to be conducted on existing drivers at least once a year. A limited query asks the system if there is a record of the driver in the database. If a file shows up, the employer must then run a full query for more information. As mentioned above, the full query will require the driver’s permission.

Some limited queries require a driver’s consent, just like full queries. Employers choose to include consent for limited queries in the pre-employment paperwork.

SAP Referral Services Help with Querying Applicants

What if the process of querying applicants results in an employee that needs a SAP return-to-duty program? It’s essential to move quickly. SAP Referral Services (SRS) helps employers and their employees gain access to SAPs across the country. The faster employees are given access to a qualified SAP in their area, the quicker they can get the help they need, and return to work. Founded in 2003, SRS has helped over 3,900 employers and 25,000 employees in the return-to-duty process. Partner with us today to give employees an accessible road to recovery.

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.