Wednesday, October 22, 2014

UCR Renewal Period Open for 2015

Has the paperwork been piling up lately? With the season of registration renewals upon us, it’s bound to happen! But while you’re diligently working on IRP renewals and compiling your 3rd quarter IFTA returns, don’t forget to file your annual UCR renewal!

Luckily, Truck Services of North America is equipped to handle all of the above, and then some! We can calculate your fuel tax and prepare your IFTA filing faster than you can say International Fuel Tax Agreement. Simply send us your trip logs, but don’t wait until the last minute! We file on a first come, first served basis. We can quickly file your IRP renewals too. You name it, we can take care of it and take the paperwork out of your way!

But IFTA isn’t the subject of discussion today. We’re here to give you the low-down on UCR procedures–just in time for the renewal deadline!

Under the Hood of UCR

The Unified Carrier Registration Agreement is a federally-mandated, state-administered annual registration for commercial vehicles weighing at least 10,001 pounds. The registration fees, which help fund motor safety programs, are based on the number of vehicles used or leased (for a period longer than 30 days) by the company and typically only apply to vehicles that operate interstate or internationally.

Interstate-only carriers or USDOT registrants under the PRISM program are not required to register with UCR. However, some states, like Georgia for instance, have instituted a UCR program for intrastate carriers. Be sure to check the UCR regulations in your state as these can change year to year.

Currently 41 states participate in UCR, but even if you’re not based in a participating state, you must still register annually by selecting a base state nearby.

Where’s My Base?

Your base state collects the UCR fees on behalf of all participating states. This simplifies the registration process by replacing SSRS, the Single State Registration System. When selecting your base, you should choose the state your business is headquartered in, unless that state does not participate in UCR. If that is the case, choose a participating state that your business has an office or operating facility in. Finally, if neither of those options work, then choose the nearest UCR state to your business headquarters.

Change of Base?

If you need to change your base state, you’re in luck! Base changes can only be made once a year during the renewal period. If your business has moved to another state, or if your state has elected to change its UCR status (changing from participants to non-participants or vice versa), then you will need to change your base state when you renew. You are also required to give advance notice of the change to your current base state.

How Do I Renew?

Now for the tricky part! The UCR renewal period is open from now until December 31st. The renewal form from your base, along with your state’s fee, must be submitted before that date for you to remain compliant.

After filing, you’ll receive written documentation from your state to keep for road checks and proof of compliance. You do not need to display these credentials on your vehicles; in fact, it’s illegal for any state to require it.

UCR Audits

Audits happen. Under the UCRA, states are required to perform audits, both randomly and deliberately in certain circumstances. If you register fewer vehicles this year than last year, and this deduction places you in a lower payment bracket, you will be audited. All states are required to audit businesses that move into lower payment brackets to ensure that the vehicles were actually lost, sold, etc, and that there is no fraudulent activity.

It’s also crucial that you keep all documents related to your UCR registration for at least three years thereafter. You will be required to present this documentation and make it available in your base state if you are selected for audit.

Waiting until the last minute is never a good idea, so if you’re too swamped to sort out your UCR renewal, give us a call. Ring us at 803.386.0320 or email us at You can also submit a Service Request Form or view our services at We’re proudly based in Rock Hill, SC, and offer superior customer support.

Let TSNAmerica handle UCR, IRP, IFTA and any other long acronyms that are sucking up your time! That’s not why you’re in this business, so don’t let them dominate your time. Plus it’s always nice to have one less thing to worry about, especially when your business’s success depends on it!

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