What Is the Drug and Alcohol Clearinghouse? A Carrier's Compliance Guide
What the Drug and Alcohol Clearinghouse Is
The Drug and Alcohol Clearinghouse (DAC) is a federal database managed by the Federal Motor Carrier Safety Administration (FMCSA) that records positive drug or alcohol test results, refusals to test, and negative results for drivers subject to Department of Transportation (DOT) testing rules. Carriers are legally required to check this database before hiring a new driver, annually for existing drivers, and within certain timeframes after any incident. The clearinghouse keeps records for five years from the date of the test result.
Who Must Check the Clearinghouse
If you operate a commercial motor vehicle (CMV) in the United States and are subject to DOT regulations, you are required by federal law to query the Clearinghouse. This includes:
- Owner-operators and carriers with one or more drivers operating vehicles over 10,001 pounds
- Motor carriers with drivers subject to DOT hazmat, passenger, or interstate commerce rules
- Any motor carrier regulated by the FMCSA
Individual drivers can also check their own records through the Clearinghouse to verify what appears in their file.
How the Clearinghouse Works: Step by Step
The Clearinghouse operates as an online query system that carriers access to pull driver records. Here's how the process works:
- Register an account. Your company registers with the Clearinghouse through the FMCSA website using your federal Motor Carrier Number (MCN) and a responsible official's credentials.
- Obtain driver consent. Before querying a driver's record, you must obtain written consent from the driver, except in circumstances where the driver has already provided blanket consent at hire.
- Submit the query. Once registered, you enter the driver's name, date of birth, and driver's license number into the system to retrieve results.
- Review the results. The system returns either a "no record" result or a record of positive tests, refusals, or probationary status if the driver has completed return-to-duty procedures.
- Document and retain. Store the results in your hiring and driver records. The FMCSA requires you to keep these records and be able to produce them during compliance reviews.
What Gets Reported in the Clearinghouse
Not every test result appears in the Clearinghouse. The database records only results that have regulatory significance:
| Result Type | What It Means | Time in Database |
|---|---|---|
| Positive drug test | The driver tested positive for illegal drugs (marijuana, cocaine, amphetamines, opioids, phencyclidine) | 5 years from result date |
| Positive alcohol test | The driver tested at or above 0.04 BAC (or 0.02 BAC if under 21) | 5 years from result date |
| Refusal to test | The driver refused to submit to a required drug or alcohol test | 5 years from refusal date |
| Return-to-duty status | The driver completed rehabilitation and one negative follow-up test after a prior positive or refusal | 5 years from initial result date |
Negative test results appear in the Clearinghouse only if the driver is in an active return-to-duty or follow-up testing program. A single negative test from a random or pre-employment screening does not appear in the database.
When Carriers Must Query the Clearinghouse
The FMCSA requires Clearinghouse queries at specific points in the employment lifecycle and compliance calendar:
- Pre-employment: Before hiring or contracting any driver, you must query the Clearinghouse and receive a "no record" or acceptable result.
- Annual review: At least once every 12 months for every driver subject to DOT testing, you must verify their Clearinghouse status.
- After a safety event: Following any accident or moving violation, some carriers conduct additional queries as part of risk assessment.
- Return-to-duty drivers: If a driver has previously tested positive or refused a test and is returning to duty, query the system before they resume safety-sensitive work.
Common Compliance Mistakes to Avoid
Forgetting the annual query. The annual check is mandatory, not optional. Some smaller carriers rely on pre-employment records and do not update annually, which can lead to missed results if a driver fails a test after hire.
Not documenting consent. Drivers must consent to Clearinghouse queries. Save written or electronic documentation of that consent in your hiring file. If an employee claims they were queried without consent, you will need proof.
Assuming "no record" means clean forever. The Clearinghouse only reflects results already in the system. A "no record" result today does not exclude a future positive test.
Conflating return-to-duty status with automatic rehire. A driver with a return-to-duty result in the database (meaning they completed rehabilitation) may legally be eligible to return to duty. However, you retain the right to make your own hiring decisions based on company policy and fitness for duty.
For carriers running a larger fleet or managing multiple compliance deadlines, FleetClear helps automate annual Clearinghouse queries and creates reminders so compliance tasks stay on schedule.
Frequently Asked Questions
What happens if a driver in my fleet shows a positive result in the Clearinghouse?
If a driver you employ shows a positive drug or alcohol test, a refusal, or is in return-to-duty status, you must remove them from safety-sensitive duties immediately. You may place them on non-driving work if available, or you may separate employment. If the driver later completes a return-to-duty program and passes all required follow-up tests, they may be cleared; however, the decision to rehire or restore them is entirely yours under your company's policy.
Do I have to check the Clearinghouse for existing employees, or only new hires?
You must check the Clearinghouse annually for all drivers subject to DOT testing. This is a federal requirement, not optional for existing employees. The purpose is to catch any result that may have occurred since your last query—such as a positive test during a random test or medical review officer visit at another employer.
How do I know if I'm querying the real FMCSA Clearinghouse?
The official Clearinghouse is accessed at clearinghouse.fmcsa.dot.gov. You will need your Motor Carrier Number and a registered user account. Go directly to the FMCSA site or contact your contracting officer if unsure. Be cautious of third-party sites claiming to access the Clearinghouse on your behalf.
What if my company is very small—do I still have to check?
Yes. If you operate any commercial motor vehicle subject to DOT regulations (generally vehicles over 10,001 pounds), you are required to query the Clearinghouse before hiring and annually thereafter. There is no exemption based on fleet size. If you operate only vehicles below the DOT threshold and have no drivers subject to DOT testing, the requirement does not apply.
How long must I keep Clearinghouse records?
The FMCSA requires you to retain Clearinghouse query results as part of your driver personnel files. Most carriers keep them for at least three to five years to align with other DOT record retention rules. Your state and insurance carrier may impose longer retention periods, so check your jurisdiction.
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