Trucking Compliance Checklist: Clearinghouse Registration and Form 2290 Filing

Pre-Registration: Laying the Foundation

For you to file taxes and execute any kind of search, your online identity and business documents must be organized.

• Obtain a Login.gov Account: Starting 2026, any FMCSA website, such as the Clearinghouse, must be accessed using a Login.gov account that features multi-factor authentication.
• Verify Your EIN: You can’t use your Social Security Number to file Form 2290. Your Employer Identification Number (EIN) must be in an active status and must match your business name as you’ve registered it.
• Update Your MCS 150: Make sure you have a current biennial update on file, as discrepancies in your USDOT Number record could place you on a registration hold.

Step 1: FMCSA Clearinghouse Registration Checklist

The Clearinghouse is a real-time database that monitors drug and alcohol offenses. You must register as both the Employer and the Driver if you are a trucking company owner or operator.

• Select Your Role: Register to be an employer to handle queries. Register to be a driver to give consent.
• Designate a C/TPA: It is mandatory for owner operators that a Consortium Third Party Administrator (C/TPA) be designated. It is the function of your C/TPA to manage your pool for random testing as well as to report any violation.
• Buy Query Plan: It is important to note that queries do not come for free. Buy a package of query credits ($1.25 each) through the portal before one can try to recruit and /or audit the drivers.
• Verify CDL Information: Please enter the CDL number and state as it appears on the license to make sure you can be correctly linked within the system.

Step 2: IRS Form 2290 (HVUT) Filing Requirements

If a vehicle’s gross weight is 55,000 pounds or more, it is required to file Form 2290 annually.

• Confirm the 2026 Deadline: Although the deadline is usually August 31, for the year 2026, due to the weekend and holiday schedule, the deadline is set on September 3, 2026.
• Gather Your VINs: You will need a list of Vehicle Identification Numbers for all taxable equipment.
• Calculate Your Taxable Weight: This is the sum of the truck and the empty weight of your trailer, along with the maximum weight you are carrying.
• E-File for Immediate Proof: Most states now require a watermarked Schedule 1 for registration. E-filing generally gives this to you in a matter of minutes, while paper filing may take weeks.

The Integrated Compliance Calendar: Annual & Ongoing Tasks

Always keep the following documents in your digital or physical "compliance folder" for roadside inspections and safety audits:

• Current Stamped Schedule 1 (Form 2290).
• Clearinghouse Query Receipts for all drivers.
• Proof of C/TPA Enrolment and random testing certificates.
• MCS-150 Receipt showing your authority is active.