Understanding Your DOT Clearinghouse Status: Navigating Prohibited Listings and RTD Testing Requirements

Ray Hubert
Aug 5, 2025
4 min read

Updated: Aug 7, 2025

Understanding your status in the Clearinghouse is crucial, especially for those who have faced issues related to substance abuse. If you've been required to undergo a Substance Abuse Professional (SAP) evaluation, it is vital to know whether you're listed as prohibited or are pending completion of the SAP follow-up program. In this post, we will clearly explain these concepts, highlighting the distinction between being cleared for a Return to Duty (RTD) test and your actual status in the Clearinghouse.

What is the Federal Motor Carrier Safety Administration (FMCSA) Clearinghouse?

The FMCSA Clearinghouse is a national database that stores essential information about commercial driver's license holders, including details regarding drug and alcohol testing violations. It tracks individuals' statuses, indicating whether they are prohibited from performing safety-sensitive duties due to a violation of the DOT drug policy.

The essential question every driver should ask is: "What's my Clearinghouse status?" Monitoring this status is crucial for your career. According to the Federal Motor Carrier Safety Administration (FMCSA), nearly 76% of drivers who were prohibited due to substance violations took over a year to have their driving privileges reinstated. Understanding and monitoring your status can make this journey easier.

Prohibited vs. Pending Status

When checking your Clearinghouse status, it's important to recognize two main categories: Prohibited and Pending completion of the SAP follow-up program.

Prohibited: This status indicates that an individual cannot perform safety-sensitive functions, such as driving a commercial vehicle. This status remains until you complete the necessary actions, including SAP evaluation, following the education, and/or treatment recommendations, and Return to Duty (RTD) testing.
Pending completion of SAP follow-up program: This status is given when the RTD test has been completed and the driver is enrolled in a follow-up testing program. The driver remains in this status until all follow-up testing ordered by the SAP is completed.

Understanding your standing within these two categories can guide you on the necessary steps for reinstating your employment. For example, a study found that 30% of individuals remained prohibited after a RTD test due to not having the results appropriately submitted.

The SAP Evaluation and Return to Duty Testing

After your SAP follow-up evaluation, the SAP may clear you for a RTD test. However, just being cleared for this test does not remove your prohibited status. Your employer must send you for a drug test that is collected following the DOT direct observation procedures.

Upon passing the RTD test, ensure that the results are submitted to the Clearinghouse by your employer or their Consortia/Third Party Administrator (C/TPA). If you're still marked as prohibited after the RTD test, it often means that your employer or their C/TPA has not fulfilled the required reporting requirements.

Positive Pre-Employment Test or Terminated after Testing

If the violation is a result of a Pre-Employment test and the company does not complete the onboarding process, or if the positive test results in termination of employment, you will still need to obtain a RTD test to have the "prohibited" status lifted. Failure to do this will result in your driver's license being downgraded to a Non-CDL status. To have it lifted, a driver must engage directly with a C/TPA for the Return-to-Duty test. This is for Return to Duty testing ONLY. Follow-up testing can only be conducted by an employer while actively engaged in CMV Operations.

The Importance of Follow-Up Testing

Once you've successfully passed your RTD test, follow-up testing is required. The Clearinghouse requires that all follow-up tests be conducted while engaged in employment activities. If you had your RTD test done through a C/TPA program to lift the "Prohibited" status and are not actively involved as a CMV operator, future employers will need to complete the follow-up testing that your SAP mandated.

The types of testing to be conducted (Alcohol/Drugs) and the frequency of the tests are 100% the responsibility of the SAP. There is a misconception that only six tests need to be conducted in the first year. That is the MINIMUM number of tests to be done. The regulations state that the total number of tests is at the discretion of the SAP and that testing may go for a total of 60 months. Also determined by the SAP.

You will remain listed in the Clearinghouse until all follow-up tests are completed and reported or for five years, whichever is longer. This means active communication with your employer and C/TPA about your status and testing results is crucial.

Communicating with Your Employer or C/TPA

If your prohibited status persists after passing your RTD test, your first step should be to communicate with your employer or their C/TPA for clarification. They can help provide insights about why your status has not changed.

Ask them:

Has the RTD test result been submitted to the Clearinghouse?

Establishing clear communication can help reduce confusion and improve your chances of returning to full duty.

Knowing Your Rights and Responsibilities

Navigating the complexities of the Clearinghouse requires awareness of your rights and responsibilities. Knowing these can empower you to manage your situation effectively.

Rights: You have the right to access your Clearinghouse records and ensure that the information represented is accurate.
Responsibilities: You must complete all required assessments and tests on time. Staying updated with your employer regarding your progress is equally important.

Understanding these elements will help you proactively address any issues concerning your Clearinghouse status.

Moving Forward

Navigating the intricacies of the Clearinghouse can be challenging, but understanding your status is a vital step toward reinstating your career. Differentiate between prohibited and pending completion statuses, maintain effective communication with your employer, and ensure all required follow-up testing is completed.

By adopting a proactive approach and staying informed about your rights and responsibilities, you can work toward a successful return to duty while committing to safety and health in your professional life.