Clearinghouse Account Inactivity Results in Deletion After 90-Days

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The Federal Motor Carrier Safety Administration (FMCSA) has implemented a new policy where user accounts on the Clearinghouse portal will be automatically deleted after 90-days of inactivity. This action is significant as the FMCSA Clearinghouse is a required database search for anyone hiring a driver covered by the FMCSA for employers, providing vital information about drivers' Drug and Alcohol Program violations. Therefore, to ensure uninterrupted access to this vital resource, users must ensure the regular activity of their accounts. Losing access to your account might disrupt your operations and compliance with FMCSA regulations. Additionally, account deletions due to inactivity will require users to undergo the entire registration process again, which could lead to potential delays in verifying drivers’ compliance with drug and alcohol regulations.

What Does 'Activity' Mean?

Activity on the FMCSA Clearinghouse portal entails actions such as logging in, conducting queries, reporting violations, or managing consent requests. Merely opening the website or checking your profile will not be considered an 'activity' that resets the 90-day counter. To clarify, even if you’re not running any queries, reporting violations, or managing consent requests, you MUST, at a minimum, log in quarterly to prevent your account from being deleted.

Example 1: Big Truck Co. has 12 long-term employees and only hires drivers in January each year. They ran their annual queries on March 1, and had no violations to report. Unfortunately, they did NOT log in by May 30, and their account was deleted due to inactivity. They must now re-register their company to stay in compliance.

Example 2: Rolling Tire Inc. has 10 long-term employees and is not hiring anyone in the near future. They ran their annual queries on March 1, and had no violations to report. They proactively log in every two months to maintain compliance. They logged in on May 1, reset their 90-day timer, and their account is still active and in compliance.

Steps to Keep Your Account Active 

To prevent automatic deletion due to inactivity, there are several steps you can take:

  • Regular Login: Ensure to log into your FMCSA Clearinghouse account at least once every 90 days.
  • Conduct Queries: Periodic queries about prospective and current drivers not only keep your account active but also help you maintain compliance with FMCSA regulations.
  • Report Violations: Should any violations occur, report them immediately through your Clearinghouse account.
  • Manage Consent Requests: Respond promptly to any consent requests from prospective or current employees.

By carrying out these steps, your account will remain active and safe from deletion, ensuring you continued access to the Clearinghouse's invaluable resources.

What Can DISA Do?  

DISA’s professionals can assist you with your FMCSA Clearinghouse needs, including:

  • Reporting certain violations on your behalf.
  • Performing queries on your behalf when requested (orders must be placed through our backgrounds services; DISA does not conduct queries automatically).
  • Assisting in tracking completion of queries through
  • Driver Qualification Services.

Contact us for more information on FMCSA Clearinghouse Service

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Founded in 1986, DISA is the industry-leading provider of employee screening and compliance services. Headquartered in Houston, with more than 35 offices throughout the U.S. and Canada, DISA’s comprehensive scope of services includes drug and alcohol testing, background screening, occupational health, and transportation compliance. DISA assists employers in making informed staffing decisions while building a culture of safety in their workplace.

DISA Global Solutions aims to provide accurate and informative content for educational purposes only and does not constitute legal advice. The reader retains full responsibility for the use of the information contained herein. Always consult with a professional or legal expert.