Clearinghouse query tracking
without the sticky notes
Every CDL driver needs a Clearinghouse query at least once a year. With five drivers hired at five different times, that's five different due dates. MyCarrierVault keeps track of each one and gives you a heads-up early enough to collect consent and run the query.
Start your free trial30 days free. No credit card needed.
What the Clearinghouse rule asks of you (§382.701)
Two kinds of query, and both have to be on file when an auditor asks. Missing the annual one is easy to do and an easy violation to get written up for. If you want the whole process step by step, read our guide to the annual Clearinghouse query.
Full query before the first day
Before a new driver does any safety-sensitive work, you run a full query and the driver gives consent in the Clearinghouse. In MyCarrierVault this is a step on the hiring checklist. It only counts as done once the query result is uploaded, not just the consent.
Limited query every 12 months
For every CDL driver you employ, at least once a year. When you confirm a hire, the countdown to the first annual query starts automatically, and each new result you upload restarts it.
Reminders that leave time for the consent
You can't run a limited query the morning it's due if you still need the driver to sign a consent form, and that driver might be two states away. So Clearinghouse reminders start earlier than anything else in MyCarrierVault.
-
60d60 days out, it shows up on your dashboard A "Clearinghouse queries due" list shows every driver whose query is coming up, and it's in the morning digest too if you've turned that on.
-
14d14 days out, the alerts start An email and a notification in the app, and they keep coming until a new result is on file.
-
Upload the result and the clock resets The next due date is set 12 months from the new query date.
Vault AI reads the result for you
Drop in the query result PDF and Vault AI picks out what matters, so you're not retyping it.
| What it reads | Why it matters | What happens |
|---|---|---|
| Query date | Your 12 months count from here | Next due date filled in for you |
| Full or limited | A limited query can't stand in for the pre-employment full query | Recorded with the result |
| Prohibited / Not prohibited | The answer you're actually looking for | Shown on the driver's profile |
| Driver name, CDL number, date of birth | Results end up filed under the wrong driver more often than you'd think | Flags it if they don't match the driver |
To be clear about what this is
Common questions
Does MyCarrierVault run the Clearinghouse query for me?
No. Queries can only be run inside FMCSA's own Clearinghouse portal, and nobody else can run them on your behalf through software. You run the query there as usual, then upload the result here. We keep the record and remind you when the next one is due.
How often do I have to query the Clearinghouse?
A full query before a driver's first day, and at least one limited query on every CDL driver you employ, every year (49 CFR 382.701). MyCarrierVault counts 12 months from the date of the last query on file.
When do the reminders start?
The query shows on your dashboard 60 days before it's due. That's earlier than other documents, because you need the driver's consent before you can run a limited query. At 14 days, and once it's overdue, you get email and in-app alerts.
What about the driver's consent?
Drivers who apply through MyCarrierVault sign a general consent for limited queries as part of the application, and we generate the signed PDF. Consent for a full query still has to be given by the driver inside the FMCSA Clearinghouse.
More of what MyCarrierVault does
Never miss an annual query again
Add your drivers, upload their last query results, and you'll see straight away whose query is due and when.
Start your free trial30 days free. No credit card needed.