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FMCSA Clearinghouse Setup

This page will help walk you through setting up your Clearinghouse account. 

If you've already setup your company account, jump to Designate your TPA. 

We can only perform queries for companies who have been properly setup.

FMCSA Clearinghouse dashboard image 1

Selecting your Role

Once you've created your Login.gov credentials, the next step is to select your role.
Select EMPLOYER as your role here.  If you are also a driver (in the case of an owner operator, or a company owner who has a CDL), you will also create a Driver account separately.  However, this tutorial deals with setting your account up to select a TPA, which can only be done as an Employer.

Owner Operator

As mentioned above, if you are also a driver, select the appropriate box here to ensure your Driver account is created as well.  If you already have a driver account (for example, you drove for another company in the past and now have your own business), then only create this account as the Employer!

FMCSA Clearinghouse dashboard image 2
FMCSA Clearinghouse dashboard image 3

FMCSA Portal Account

Select the appropriate option and follow the provided instructions.

Clearinghouse Admin

Check this box stating you are also the person who will manage your own account.

FMCSA Clearinghouse dashboard image 4
FMCSA Clearinghouse dashboard image 7

If you have an FMCSA Portal

You will need to link your FMCSA Portal account.

FMCSA Access

You will need to follow the instructions on the Clearinghouse website very carefully to grant access to your account from the FMCSA Portal.  Follow the steps exactly as they are laid out.

If you cannot remember your FMCSA credentials, you'll need to contact them directly.

FMCSA Clearinghouse dashboard image 8
FMCSA Clearinghouse dashboard image 9

Designate your TPA

This is where you will select us as your TPA.  Enter Quality Consortium Services QCS into the search bar.  There will be numerous entries that show up once you start typing.  You must select Quality Consortium Services QCS (spelled exactly like it is here) from the list.

TPA Select

Select the correct listing

This is exactly how it should look, verify the spelling and address matches and be sure to select ALL the check boxes to enable us to conduct queries on your behalf.  If you do not select these boxes, we cannot do anything for you on the Clearinghouse.

Quality Consortium Services QCS
2414 E 117th St Burnsville, MN 55337

FMCSA Clearinghouse dashboard image 10

Add Tokens to your account

FMCSA Clearinghouse dashboard image 5

Click Purchase a Query Plan and follow the prompts. The Clearinghouse requires a token for every query performed.  A query is required for pre-employment purposes as well as once a year for every driver you have.  Be sure to add an appropriate amount of tokens for your company size, and maintain a balance in your account.  We do not send reminders when your balance runs out, and we cannot perform any queries when this happens.  You are responsible for all missed queries.
For example, as an owner operator if you add 5 tokens, you will be covered for 4 years.  But, if you have 5 drivers, the same amount of tokens will not cover you for 1 year.

Monitor your Account

From this page you can see your remaining balance, conduct queries on your own if necessary, see Pending and Conducted queries and add more tokens as needed.

Note that even after completing all of these steps, it is still legally your responsibility as the company to ensure that queries are performed and results are monitored.  We do not issue warnings when a query fails for any reason (invalid driver data, insufficient tokens, etc).  You must ensure that queries are performed as required.

FMCSA Clearinghouse dashboard image 6

Consent Forms

consent form link

Consent Forms are Required for Pre-Employment and Annual Queries (see video below):  When a pre-employment query is conducted, the driver must give consent through their Clearinghouse driver account.  Annual queries can only be submitted for drivers who have a consent form filled out through our website.  These consent forms are sent and tracked from your portal account.  You can see which drivers have consent forms on file and who needs them from the Members tab.
 

If you want us to complete the required Annual Queries for your drivers, you must complete this next step as well Each driver must have a Consent form on file with your company to perform the annual queries. Once you have fully hired the driver, click this link icon from the Members page. Copy the link and email it to them (or have them fill it out in office). This will generate a PDF document for your records, and capture the data we need to process the annual queries. It is very important that this information is entered correctly, it cannot be changed without deleting the driver. If the information does not match their state CDL records, the query will be rejected. You can see who has filled out the forms by clicking the Consent Form drop down menu. NOTE - only do this step after they are fully hired and have passed the pre-employment drug test. Once this step is complete, you cannot edit or change the drivers information. If you need to replace them, they must be deleted, you are no longer able to edit their name and ID number for someone else.

Clearinghouse Overview

This video tries to explain the purpose and different consent requirements of the Clearinghouse.

Full Setup Walk Through

This video will walk you through the process of setting up a company Clearinghouse account, without a DOT number or FMCSA portal.

Quality Consortium Services QCS

Customized third party admin service for any type of company, nationwide.

Instant online access.  DOT compliance.

FMCSA Audit assistance and Clearinghouse support.

Return to Duty program management.

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507-838-3080 ext 1

Headquartered in Burnsville, MN. 

Service area - National.

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