Q: How long does the process take for obtaining operating authority?

A: The complete process usually takes about 21 days. We submit your information to FMCSA the same day to immediately start the process. The FMCSA issues the MC # right away, but it is not active until all requirements are submitted and approved. They have a 10-day protest period; afterwards, they mail out the certificate to the mailing address on file within those 21 days.

 

Q: What is US DOT #?

A: The USDOT Number serves as a unique identifier when collecting and monitoring a company's safety information acquired during audits, compliance reviews, crash investigations, and inspections. It is designed for companies that operate commercial vehicles transporting passengers or hauling cargo in interstate commerce. Those commercial vehicles must be registered with the FMCSA and must have a USDOT Number. commercial intrastate hazardous materials carriers who haul types and quantities requiring a safety permit must register for a USDOT Number as well.

US DOT number is required if:

• Is designed or used to transport more than 8 passengers (including the driver) for compensation.

• Commercial intrastate hazardous materials carriers who haul types and quantities requiring a safety permit

• Is designed or used to transport more than 15 passengers, including the driver, and is not used to transport passengers for compensation

• Has a gross vehicle weight rating or gross combination weight rating, or gross vehicle weight or gross combination weight, of 4,536 kg (10,001 pounds) or more, whichever is greater

AND is involved in Interstate commerce:

Trade, traffic, or transportation in the United States-

• Between a place in a State and a place outside of such State (including a place outside of the United States)

• Between two places in a State through another State or a place outside of the United States

• Between two places in a State as part of trade, traffic, or transportation originating or terminating outside the State or the United States

 

Q: What is BOC-3 form and who files it?

A: BOC-3 form is a designation of process agents form. This form designates a process agent for you in all 50 states and it is filed with the FMCSA. Only one form can be on file at a time. A process agent is a representative whom court papers may be served in any proceeding brought against a motor carrier, broker, or freight forwarder.

 

Q: What if my application is submitted with FMCSA and I have my US DOT and MC numbers but they aren’t active, can I begin operations?

A: Legally, absolutely not. You cannot operate until the operating authority becomes active. If you chose to operate anyways while your authority is not active and is stopped by a DOT officer, they will immediately place you out of service and fine you from 1,000 to 10,000. As a result, if there is any hindrance to your pending authority or if it is denied, refund will not be issued.

 

Q: Will I need anything else I addition to the operating authority requirements to travel in the 48 states?

A: No, unless you plan to travel into the 4 states that have their own weight distance tax permits. Those 4 states are Kentucky, New Mexico, New York, and Oregon. If you travel through or to any of these states while transporting freight, you are required to either obtain a temporary or permanent permit. In most cases, the permanent permit will be less expensive and it lessens the worry of traveling from point A to B for long term purposes.

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Q: What is an authorized for hire carrier?

A: An authorized for hire carrier is a person or company that provides transportation of cargo and passengers for compensation. For hire carriers are required to obtain a USDOT and MC number to operate.

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Q: What is IFTA and its requirements to remain in compliance?

A: IFTA represents International Fuel Tax Agreements. IFTA quarterly Fuel Tax Reporting is for any vehicle crossing state lines with Gross Vehicle Weight or Gross Vehicle Weight Rating over 26,001 lbs. The agreement basically states that you will pay the taxes the state charges at the pump on any mileage ran in the state even if you do not purchase fuel there.

Under IFTA, you are issued IFTA license and usually one set of decals per truck, which allows you to operate in all other IFTA jurisdictions without buying additional decals for those jurisdictions. IFTA is usually done within the state you reside, obtain your apportioned plates, and setup TAP (Taxpayer Access Point).

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Safety Audit / New Entrant Audit Information

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Please be aware that you will be required to complete a DOT New Entrant Safety Audit usually within 3-18 months of activation. You will be notified via mail of the upcoming audit. The letter will either instruct you to call the FMCSA and set up a day/time for your audit or provide a checklist of all required documents for submission online or mail before the deadline. In the rare case that they schedule a physical meeting at the place of business, it will usually be performed by a state police officer.

Listed below are required documents that are necessary to for submission:

• Pre-employment drug screens for all employees

• Driver Medical Certificate (medical card and/or long form) *Exams are usually good for 2 years

• Random Alcohol and Drug Consortium Program

  This program is designed to input your company into a poll with other companies of the same. When/if your company is selected, you will be notified to have the selected driver to be tested within a specific given time. It is never immediate, because they do understand that drivers are on the road.

• Daily Inspection Sheets/ Drivers Records of Duty (RODs) and Supporting Documentation

  **Highly Recommended-Be sure to keep all logs and fuel receipts together and stored (grouped monthly) so whenever the audit appears, everything is less stressful and organized for smoother audit process. FMCSA usually requests 30 consecutive days but because we never know when it will be, it is best to be prepared!

• Driver List (List of all drivers employed)

• Vehicle List (List of vehicles owned by the carrier along with associated unit numbers, VINs, and plates.

• Proof of Insurance

• Driver’s Motor Vehicle Record (MVR) Each driver’s MVR.

• Driver Licenses of All Drivers (Clear/Clean Photocopy)

• Vehicle Inspections (All equipment must be kept in good working condition in accordance with DOT) Must submit 1 annual inspection per vehicle

• All carriers that have been in a crash in the past 3 years must retain an accident register. A reportable crash is one in which a vehicle was towed from the scene, or an injury or fatality occurred. If you, the owner, or any of your drivers have been involved, please be sure to keep a register and all applicable paperwork relating to that accident.

• Hazardous Materials Shipping Papers (if applicable)