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Authority, US DOT Number, Permits, BOC-3 Filing, and Fuel Tax Reporting
FMCSA OPERATING AUTHORITY
We will be able to obtain your MC (Motor Carrier) Number and your US DOT Number as soon as we file your application. US DOT Numbers will become active immediately; however, MC Numbers will not become active until certain requirements are met. Adequate insurance must be on file with the FMCSA before your authority will be granted and become active. If we file your authority application, we will make sure your BOC-3 (Process Agents) is filed. Also, we will correspond directly with your commercial insurance agent regarding the specific filings which your Insurance Carrier must file with the FMCSA before your authority will become active. Please allow two (2) to three (3) weeks for your MC Number to become active.
Select the authority you wish to file for. You may select multiple authorities on the order form.
Contract Carrier Authority — motor carrier transporting general commodities. You must file and maintain a minimum of $750,000.00 primary liability insurance.
Common Carrier Authority — motor carrier transporting general commodities. You must file and maintain a minimum of $750,000.00 primary liability insurance and a minimum of $5,000.00 cargo insurance. In most cases, we recommend motor carriers have a Common Carrier Authority.
Common Carrier Passenger Authority — coach or bus transporting 16 or more persons including the driver. You must file and maintain $5,000,000.00 liability insurance.
Common Carrier of Household Goods. You must file and maintain a minimum of $750,000.00 primary liability insurance and a minimum of $5,000.00 cargo insurance.
Hazardous Materials — require higher limits of liability based upon the amount and category of hazmat transported.
Broker Authority — requires a $10,000.00 bond placed on file with the FMCSA before your authority will become active.
We advise all clients to make sure they will have adequate insurance prior to filing an application for authority. You will only have a limited amount of time to file proof of adequate insurance before your application will be dismissed. The maximum amount of time you have to file insurance is 60 days from the date your application is filed. Unfortunately, there are no refunds for dismissed applications filed with the FMCSA.
US DOT NUMBER (U.S. Department of Transportation Number)
All individuals and companies who engage in interstate transportation, transporting property using commercial vehicles with a total gross weight or combination weight of 10,000 lbs or more, or passengers, both private and for hire, must obtain a US DOT Number and meet all requirements and guidelines imposed by the US Department of Transportation.
All new entrants must undergo a US DOT Safety Audit Certification. Your Safety Audit will be conducted at your office (or home) where your transportation records are maintained. You will be visited by a US DOT representative who will carefully examine your Driver Qualification Files and most previous six (6) months of log books. Drug and alcohol testing records are required for all drivers who operate vehicles with GVW over 26,000 lbs. You will be required to produce maintenance files for all power units and trailers in your fleet, and more.
Don't let this audit discourage you! It is intended to help you if the auditor should discover there are areas where you are not in compliance. In the past, many carriers did not have the opportunity to have their compliance reviewed when beginning operations. Even today, there are many carriers who are not in compliance and they may not be aware of this. When the DOT comes to visit them, it may not be an enjoyable experience. It is important for you to start your business by immediately complying with all DOT requirements. If you fail to make an effort to comply with these requirements, your authority to operate can be revoked.
IFTA The IFTA license is a fuel permit required for all commercial motor carriers, having a gross vehicle weight of 26,001 lbs. or more, or those with three (3) or more axles, who travel outside their base state. The IFTA license decals will provide blanket coverage for all 48 states and all of the Canadian provinces.
IRP The Apportioned Plates are equired for all commercial motor carriers, having a gross vehicle weight of 26,001 lbs.. or more, or those with three (3) or more axles, who travel outside their base state.
Temporary Trip & Fuel Permits are availabe if you are traveling to a state that is not listed on your Apportioned Plates or if you do not have IFTA and are traveling outside of your state.
UCR (Unified Carrier Registration) This new program replaces the former SSR (Single State Registration). This program requires all motor carriers (with a gross weight of 10,000 lbs) or more to register with UCR.
Kentucky KYU Number and Registration All commercial motor vehicles (except buses) with a gross weight of 60,000 lbs and over traveling into or through Kentucky must be registered with the state.
New Mexico Weight Distance Registration All commercial motor vehicles with a gross weight of 26,001 lbs or more must be registered with New Mexico before traveling into or through the state.
New York Highway Use Tax Registration (New York HUT) All commercial motor vehicles with a gross weight of 18,000 lbs or more traveling into or through the state of New York, are required to register and obtain a HUT tax credential. The HUT decals are no longer required.
SCAC Code (Standard Carrier Alpha Code) This is a specific code issued to your company for identification purposes. Many government agencies require this code prior to transporting goods for them. Many commercial shippers and freight brokers also require you to provide this code before payment to you.
BOC-3 PROCESS AGENTS
This is a federal requirement. All for-hire motor carriers and freight brokers who engage in interstate transportation, must obtain a BOC-3. You cannot obtain your FMCSA authority without these agents.
When you purchase a blanket coverage BOC-3 (48 states), you will be given a list of persons; there will be one person from each of the 48 states. Your list will give you your agents' names, addresses and contact information.
These agents are designated only to accept and forward legal papers from outside your base state. If you are traveling interstate, and there becomes a need for you to receive a legal document, your agent will be responsible for receiving this document on your behalf and delivering this document to you.
Example: If, in the event, you have an accident, you may receive correspondence for an attorney. Or, maybe a state will need to serve papers because of a pending citation.
The fee for the BOC-3 is referred to as a "One Time Fee". Our blanket provider has offered a superb service for many years. Please realize, if legal documents should need to be served, you will be responsible for covering the cost.
Fuel Mileage & Tax Reporting
Administered and regulated by your base state under the rules and regulations as set forth by the International Fuel Tax Agreement (IFTA). All qualified motor vehicles must display a current IFTA decal and file quarterly tax returns. In general, a qualified motor vehicle means a motor vehicle used, designed or maintained for transportation of persons or property and:
1) Having two axles and a gross vehicle weight or registered weight exceeding 26,000 pounds
2) Having three or more axles regardless of weight
3) Is used in combination, when the weight of the combination exceeds 26,000 pounds
We offer a superb service for an incredible fee. Don't be fooled by fees you may pay other agencies for this service. We file IFTA tax and mileage tax reports for one low cost.
At Truckers Services, there are no binding contracts, no start up fees, no required tax escrows. We do not try to force our clients to do business with us. We want you to take advantage of the services we offer, and stay with us for a long long time. We want and need your business, however, we do not attempt to force you to stay with us.
It takes team work to keep your filing timely and save you money. We need your cooperation to get this job done efficiently and timely. All tax information must be submitted weekly or bi-weekly to allow ample time to process your returns. If you fail to forward fuel and mileage tax information (trip sheets) in a timely manner, or you do not provide accurate information, you will be charged additional fees. You may choose to mail, fax, or E-mail your trip sheets and fuel receipts to us.
We offer IFTA approved trip sheets to help you keep accurate information for reporting. It is very important that your fuel and mileage tax information is submitted to us complete and correct. However, your tax specialist will be closely examining each trip sheet for accuracy. We will be looking for such things as missing fuel receipts, missing mileage or even missing trips. You will be contacted immediately if any of these omissions are discovered. We don't just report what you send us; we realize sometimes during your busy day, information can be overlooked. Therefore, we try to help you keep your reports as accurate as possible.
Keeping records is very important. Our service bureau keeps all trip sheets and fuel receipts for a minimum of five (5) years. This is required by state auditors. Should your account be chosen for audit, our staff will handle this audit for you.
Please realize, these tax records belong to you. Upon request, these records will be sent to you; however, we do require the client pay shipping fees.