DRUG & ALCOHOL CLEARINGHOUSE
Clearinghouse Annual Query: The Rolling 12-Month Requirement
Employers must query the FMCSA Drug and Alcohol Clearinghouse for each current CDL driver at least once within a rolling 12-month period. FMCSA describes the requirement as 365 days from the last query, or another compliant 12-month period chosen by the employer.
Last reviewed
August 19, 2026
Written and maintained by We Heart Paperwork, built by a trucking company owner in Yakima, Washington.
The annual query is a rolling requirement
FMCSA says employers must conduct an annual query on current employees at least once within a 365-day period based on the date of the last query, or another 12-month period selected by the employer that still satisfies the regulation.
That means there is no single federal January 1 or December 31 deadline for every driver. If drivers were queried on different dates, they can have different next-query dates.
Limited and full queries serve different purposes
A limited query can satisfy the annual query requirement. It tells the employer whether information exists in the driver's Clearinghouse record without disclosing the detailed record.
A full query discloses the detailed Clearinghouse information and is required for pre-employment queries. Limited queries use general consent obtained outside the Clearinghouse; full queries require the driver's specific electronic consent inside the Clearinghouse.
Owner-operators have an extra setup step
FMCSA says an owner-operator who employs himself or herself as a CDL driver must designate a consortium/third-party administrator (C/TPA) in the Clearinghouse.
Owner-operators must also query the drivers they employ, including themselves. A designated C/TPA may conduct the query on the employer's behalf, but the employer remains responsible for compliance.
Clearinghouse status can affect the CDL itself
Since November 18, 2024, State Driver Licensing Agencies must query the Clearinghouse before specified CDL and CLP transactions and remove commercial driving privileges for drivers in prohibited status.
A prohibited driver must complete the return-to-duty process and have the Clearinghouse status change before commercial driving privileges can be reinstated.
We Heart Paperwork tracks the date of the driver's most recent annual Clearinghouse query so the next rolling annual cycle stays visible. It does not replace the Clearinghouse query itself.
COMMON QUESTIONS
Straight answers.
Is the annual Clearinghouse query due on the same date every year?
Not necessarily. FMCSA tracks the annual requirement on a rolling 12-month basis tied to the last query, unless the employer uses another compliant 12-month period.
Can a limited query satisfy the annual requirement?
Yes. FMCSA says limited queries can satisfy the annual query requirement. A full query is required for pre-employment and when detailed information must be accessed.
What consent is required?
A limited query uses general written or electronic consent obtained outside the Clearinghouse. A full query requires the driver's specific electronic consent inside the Clearinghouse.
Does an owner-operator have to query himself or herself?
Yes. FMCSA says owner-operators are subject to the employer query requirement and must designate a C/TPA as part of their Clearinghouse setup.
OFFICIAL SOURCES
These pages are general information, not legal advice. Regulations, agency systems, fees, and enforcement practices can change. Use the official sources below to verify current requirements for your operation.
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General information only. We Heart Paperwork does not provide legal advice or guarantee regulatory compliance.