A Clearinghouse limited query service is a C/TPA running the annual FMCSA Clearinghouse query on each of your CDL drivers for you: collecting the driver’s consent, running the limited query, and, when it shows a record exists, running the full query within 24 hours as the rule requires. Vertical Identity does this for its consortium members as their designated Clearinghouse C/TPA, at no charge for the C/TPA role and $12 per query at member pricing, on top of the query credit the employer buys from FMCSA.
This guide explains what the annual query is, how a limited query differs from a full one, what consent each needs, and what a service like ours actually does so you can decide whether to run queries yourself or have them run for you.
The annual query requirement
Every employer of CDL drivers must query the FMCSA Clearinghouse at least once a year for every driver subject to testing (49 CFR §382.701(b)(1)). That is in addition to the pre-employment query you must run before a new driver performs safety-sensitive functions (49 CFR §382.701(a)).
Miss the annual query on one driver and you have a violation sitting in your file for the next audit. For a solo owner-operator that means querying yourself every year. For a fleet it means a query per driver per year, with consent on file for each.
Limited query vs full query
A limited query tells you only whether the Clearinghouse holds any information about the driver. It does not show what the information is. The employer may use a limited query, with the driver’s consent, to satisfy the annual requirement (49 CFR §382.701(b)(2)).
A full query returns the driver’s record. It is required before hiring and whenever a limited query comes back with a record. If a limited query shows information exists, the employer must conduct a full query within 24 hours (49 CFR §382.701(b)(2)).
The two kinds of consent
- Limited query: the driver gives written or electronic consent to the employer, outside the Clearinghouse, and the employer keeps that consent for three years from the date of the last query (49 CFR §382.703(a)).
- Full query: the driver must submit electronic consent through the Clearinghouse itself before the employer can see the record (49 CFR §382.703(b)).
Most of the friction in Clearinghouse compliance is here. The limited-query consent is paperwork you can collect at hire. The full-query consent has to be done by the driver inside the FMCSA system, and nobody can do it for them.
What a limited query service does for you
With Vertical Identity as your designated C/TPA:
- We collect and keep the driver’s limited-query consent as part of onboarding, so the annual query on that driver can run on schedule.
- We run the limited query on each covered driver for $12 at member pricing. You buy query credits in your own FMCSA Clearinghouse account, because FMCSA requires the employer to buy them.
- When a record exists, we move to the full query within 24 hours, which requires the driver’s electronic consent in the Clearinghouse. We request it from the driver and follow up until it is done.
- Each query result is kept with the driver’s record, so an auditor sees the query and the consent together.
What we do not do is sell “queries included.” No consortium can buy the FMCSA query credit on your behalf, and any program that implies it has is skipping a step you will still have to do.
Is the Clearinghouse included?
We act as your C/TPA in the FMCSA Clearinghouse at no charge; some consortiums charge for that. You buy query credits in your own Clearinghouse account (FMCSA requires the employer to buy them). Once you are a member, we run each query for you for $12 at member pricing.
Members also get Driver Qualification Files (DQF) with membership, so the Clearinghouse record sits next to the rest of the driver’s file.
FAQ
What is a Clearinghouse limited query service for employers?
A service in which a designated C/TPA runs the annual Clearinghouse query on each CDL driver for the employer, keeps the driver’s limited-query consent on file, and runs the full query within 24 hours when a record exists. Vertical Identity provides it to consortium members for $12 per query at member pricing.
How often must an employer query the Clearinghouse?
At least once a year for every driver subject to testing (49 CFR §382.701(b)(1)), plus a pre-employment query before any new driver performs safety-sensitive functions (49 CFR §382.701(a)).
Can a limited query satisfy the annual requirement?
Yes, with the driver’s consent (49 CFR §382.701(b)(2)). If it shows that information exists, a full query must follow within 24 hours.
What consent does a limited query need?
Written or electronic consent given to the employer outside the Clearinghouse, kept for three years from the last query (49 CFR §382.703(a)). A full query needs the driver’s electronic consent submitted through the Clearinghouse (49 CFR §382.703(b)).
Does Vertical Identity buy my query credits?
No. FMCSA requires the employer to buy query credits in its own Clearinghouse account. We run the queries for $12 each at member pricing once you are a member.
Have your queries run for you
Enrollment takes about five minutes and your Certificate of Enrollment is issued the same day.
Call or text: (602) 899-1606 · Hours: Mon–Fri 6 AM – 5 PM AZ · [email protected]