How To Report IFTA In No Time

The 4th quarter IFTA deadline is on January 31!

We know IFTA reporting can be a serious hassle -- especially when you’re short on time.

The calculated and reporting process can be maddening when done alone. 

IFTA exemptions and rates change every year, constantly complicating the process.

But you don’t have to be a mathematician to accurately report and calculate your IFTA taxes. 

You just need ExpressIFTA.

Reporting ExpressIFTA

With ExpressIFTA, reporting IFTA taxes is super simple.

Just enter your miles and fuel purchases for each date or bulk upload from a spreadsheet or ELD. Then, ExpressIFTA will take that information and automatically calculate your tax due and give you a detailed report that you can use to file with your base jurisdiction.

ExpressIFTA will even check for common errors in your IFTA reporting.

Use ExpressIFTA Today

ExpressIFTA is convenient, accurate, and affordable. Generate your report today!

Want more help?

Check out this helpful step-by-step guide to generating your report with ExpressIFTA!

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What to Do in the Event of an IFTA Audit

Even though the 3rd quarter IFTA deadline is still over a month away, don’t think you can put IFTA out of your mind entirely. Even though you filed your 2nd quarter return, paid the necessary fees, and even registered for your new license and stickers, unfortunately, there’s still the chance of an audit!

Now we know you’re a responsible trucker; you tracked your mileage properly and kept all of your fuel receipts nice, neat, and organized. But what you may not know, is that even if you do everything right, there’s still a chance you're going to get audited. Each base jurisdiction is required to audit three percent of its filers, just to make sure that truckers across our nation are keeping their logs and receipts properly.

So what can you do if you’re one of the unfortunate truckers that gets audited?

Get Your IFTA Information Ready

The first step (and only step, really) in a routine audit is for the auditor to go through and verify all of the information on your return. So you’ll need to have the following information ready to go:

Basic Information About Your Vehicle: 

• Driver’s Name and Signature
• VIN (vehicle identification number) 
• Trailer Number
• Registrant’s Name 
• Make, Model, and Gross Weight of the Vehicle 

Trip Log Information:

• Beginning and End Dates of the Trip 
• The Route(s) of travel 
• The Origin Point and Destination Point of each Trip 
• Odometer Readings Before and After Each Trip 
• Total Trip Miles
• Miles Traveled in Each IFTA Jurisdiction 

Fuel Record Information: 

• Receipts for Each Purchase (Please note that copied or scanned receipts are not acceptable.)
• Date of Each Purchase (If it’s not listed on the receipt) 
• Seller’s Name and Address 
• Price Per Gallon/Liter 
• Fuel Type

So just make sure you have all of the following pieces of information together, and you'll have nothing to worry about in the event of an audit.

And if you think maybe you got audited because you threw your return together yourself at the last minute, then next time, try using ExpressIFTA to generate your report. All you have to do is enter your fuel and mileage information and they'll calculate everything for you!

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Want to Avoid an IFTA Audit? Avoid These Errors!

The 1st Quarter IFTA deadline is getting closer and closer, and we need to focus on avoiding an audit.

We’re gonna take this step by step, and focus on the heavy hitters.

The following are some of the red flags IFTA auditors keep their eyes out for:

Non-continuous Jurisdictions

Alright, this is kind of obvious, but it happens. Your trip logs must show continuity from your starting point to your destination. That includes every district in between.

There’s no way your vehicle began in New Jersey and then suddenly showed up in Ohio. Make this kind of error, and an auditor will be knocking on your door in no time.

Gaps in Mileage

If your end of day trip logs don’t match up with the beginning of the next day, you got yourself a mileage gap.

This usually happens because drivers don’t realize that their personal or leased miles must also be included on the trip logs.

Over-simplified Fuel Calculations

When reporting fuel, it is not acceptable to divide your miles traveled by a predetermined Miles Per Gallon estimate as MPG will naturally fluctuate. The precise fuel use and mileage must be recorded.

Skewed MPG

If your average MPG has drastic variations from one quarter to the next, without a legitimate reason such as differing road conditions, varying weights of the loads carried, etc, an audit could be triggered.

Excessively High/Low MPG

The average MPG for a heavy vehicle is between 5-10 MPG.

If your MPG falls outside of this range, you probably made an error in calculations.

The tough part is, some states won’t let you file your IFTA return until your MPG is within that acceptable range.

However—even if you avoid these obvious errors—you can still be chosen at random for auditing.

Give us a call at 803.386.0320 or fill out our service request form today!

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Want to Start Hauling Interstate Loads? Here’s What You Need To Know

There are two types of trucking: intrastate and interstate. Intrastate refers to hauling loads only within one state. Interstate, refers to moving freight between multiple states.

In order to start hauling interstate, you’re going to need a lot more registration than before. Let’s cover everything you need to legally operate interstate trucks.

Interstate operation requirements

USDOT Number:

Issued by the FMCSA (Federal Motor Carrier Safety Administration), USDOT Numbers are required for vehicles that haul cargo or transport passengers interstate and that meet one or more of the following requirements:

1. Has a gross or combined weight of 10,001 lbs or more
2. Transports 8 or more passengers for compensation
3. Transports 15 or more passengers not for compensation
4. Transports hazardous materials.

The USDOT Number serves as your identification during inspections, compliance reviews and more.
*If you solely travel intrastate within one of the 33 states that require a USDOT Number or transport hazardous materials in any state, you will still be required to obtain a USDOT Number.

MC Number: 

The MC Number serves as your interstate authority, or your right to travel between states. In addition to your USDOT Number, you may be required to obtain one or more types of authority through the FMCSA based upon your business and the type of cargo you carry. The type of authority obtained will determine the type and level of insurance coverage needed.

BOC-3: 

The BOC-3 is a federal form that designates legal agents upon which process may be served in each state. BOC stands for “blanket of coverage,” and is often required before federal operating authorities can be granted within the United States.

A BOC-3 is typically filed after an MC# has been issued. The BOC-3 form is submitted to the FMCSA, and is used to designate process agents in each state where your business operates.

Process agents act as your representative for particular states and accept all legal documents or court papers that may be served to your business. The agent then forwards those documents to you and can advise you on how to proceed according to the laws in your state.

Process service agencies are third-party companies capable of granting BOC-3 filings. All process agencies must employ or lease the services of individuals or entities in each state and must be registered with the FMCSA in order to grant a BOC-3.

UCR: 

The Unified Carrier Registration Agreement (UCR) requires anyone operating interstate or international commercial vehicles that weigh at least 10,001 lbs to register annually and pay fees based on the number of vehicles used. 

Even if a business is not based in a participating state, interstate carriers are still required to register with the UCR and will be assigned a base jurisdiction in a nearby state.

IRP: 

The International Registration Plan (IRP) is required for commercial motor carriers operating in multiple jurisdictions across the contiguous United States or provinces of Canada. Vehicles that require IRP have a gross weight in excess of 26,000 lbs and/or have three or more axles. 

IRP fees are determined by the number of miles driven in each jurisdiction, but all fees are paid to the base jurisdiction only. This jurisdiction then apportions the funds accordingly, which are used to improve highways and safety programs.

IFTA: 

The International Fuel Tax Agreement (IFTA), like the IRP, applies to commercial motor carriers traveling in more than one jurisdiction (state or province). 

Fuel use must be accurately recorded and filed with one’s base jurisdiction four times a year. Taxes are then distributed to other jurisdictions according to the amount of fuel burned in each.

How to file IFTA

The quarterly IFTA deadline is January 31, 2020. Our sister product Express IFTA is the best way to file your IFTA taxes! 

Enter your mileage and fuel consumption and they do all the complicated calculations for you!

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IFTA: How to Get Ready for the End of the 1st Quarter

Well just like that, another IFTA quarter has come and gone, and it’s about ready to be put in the books (so to speak).

But the real question is, have you been keeping up with this quarter’s IFTA information correctly in your books?

If you haven’t been keeping track of anything other than the mileage you’ve driven in your logbook, then the answer is probably not.

But don’t worry, your friends at TSNAmerica are here to save the day yet again, and we can help you get ready for the end of the 1st quarter. How? Keep reading and find out!

The IFTA 1st Quarter is Coming to a Close

If you'd like to avoid running around in a frenzied panic before the deadline like last quarter, you'll need to have all your information ready beforehand.

The first thing you'll need to have is an accurate breakdown of your mileage. This could be kept through log books, E-logs, or even with trip sheets.

The second thing you’ll need to have is your fuel receipts, and those receipts will need to have the following information:

• Place/state of purchase
• Address of purchase
• Type of fuel
• Amount of fuel 
• Amount of sale 

Note: These do not have to be the original copies of your receipts, you can make your own copies! Although the original copies do need to be kept in a safe place in your records, just in case you do ever face an IFTA audit.

And if you aren’t sure of the best way to keep copies of your receipts, check out TruckLogics! With TruckLogics' trucking management program, you can easily upload pictures of your fuel receipts straight from your phone with their mobile application.

Sure sounds better than keeping a pile of wadded-up receipts on your dashboard, huh?

How Can I Get Someone to File my IFTA Return for Me?

Now there’s the million-dollar question. Well, maybe not a million-dollar question; we sure hope your IFTA taxes aren’t that much! But anyway, you get the gist -- it’s a great question. And the answer is easier than you might think. Just call us! That’s right, if you need an IFTA specialist to help you get your IFTA return taken care of, just give us a ring.

We’re just one ring away. Or maybe two -- but either way we’re pretty quick about picking up the phone. Try us and see!

All you’ll need to do is collect your mileage records and fuel records, then send them all over to us and we’ll get to work! Just give us a call today to get started or you can simply fill out our service request form.

So don’t let the end of the IFTA quarter get you down. Start getting your information together and give us a call at 803.386.0320! Sure beats doing it yourself, right?

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IFTA Late Filing Penalties: Get Your Account Back in Good Standing!

The April 30th filing deadline has officially passed!

Were you able to file on time? If your first quarter IFTA, NM Weight-Distance, Oregon Weight-Mile, NY HUT, or KYU returns are late, Truck Services of North America is here to rescue you!

But we can’t help unless you give us a call, so get ready to drop what you’re doing and pick up the phone (unless of course, you’re reading this on your phone).

The sooner you act, the lower the penalties you will face. What penalties exactly? Let’s have a look.

Late IFTA Filing Penalties

You must file your return AND pay all of the taxes due by the deadline date, or your return is considered late and subject to these penalties:

• You must pay the greater of $50 or 10% of the net tax due to all member jurisdictions.
• Additionally, interest accrues on the tax you owe at a rate of 1% per month.
• Your jurisdiction will assess interest on a monthly basis, so even if you’re only 1 or 2 days late, the full 1% interest will be applied. It is not prorated. 

Get Back on Track

That’s the bad news. But the good news is that TSNAmerica has IFTA Filing Services that can get even the latest of late filers back on track.

We file IFTA and State Use Tax returns every day of the year! Here are some of the filing services we offer:

• IFTA Basic- $75 per quarter + State Fees
  
  Send us your total miles and fuel purchases each quarter, and we’ll complete your return and file it directly with your state.

• IFTA Premium- $110 per quarter + State Fees
  
  We’ll calculate your mileage per jurisdiction and fuel tax based on your trip sheets and fuel receipts. Then we’ll complete your return and file it for you. (Audit not included.)

• IFTA Complete- $150 per quarter + State FeesThe ultimate IFTA service! This includes everything you need to get your quarterly IFTA filed with minimal effort and minimal risk of being audited. This service includes a thorough audit of your information to decrease the risk of errors. We check for state adjacency and gaps in odometer readings and review fuel purchases for consistency. 

And don’t forget: we also file quarterly State Use Tax returns. And fast! To see our entire line-up of services, head over to TSNAmerica.com, and then send us a Service Request Form. Your wish is our command!

Not sure how to get back on track? Call us and we’ll talk about how to get your IFTA or State Tax account back in good standing. Our happy helpers are standing by at 803.386.0320. You can also email us at support@tsnamerica.com.

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RigMinders: A New Deadline ReMinder App for Transportation Professionals

When it comes to helping our clients, we stop at nothing!

We founded TSNAmerica to make a valuable contribution to those in the trucking industry. Which is exactly why we’ve been hard at work developing a brand new app!

This app is unlike any other, and we’re extremely excited to unveil it.

It’s called RigMinders.

RigMinders is the only customizable reminder app tailored to transportation professionals. It comes preloaded with every industry filing deadline you can think of, plus a short description of what each deadline is.

We’re talking IFTA (quarterly filings & license renewals), IRP, UCR, HVUT, State Use Taxes– you name it, there’s a reminder for it. AND you can also add custom personal reminders too.

Whether you need to remember vehicle maintenance, an invoice due date, or a job, RigMinders will help you complete all tasks on time and with style!

All you need is a WiFi-enabled device. Smartphone, tablet, laptop, desktop– wherever you are, RigMinders will follow.

Try it out now on your Android or iOS device. It’s free afterall!

Simply enter your name and email address, choose a password, and you’re ready to start receiving personal and industry reminders on any device, wherever you are!

Customizing Your RigMinders

1. Quarterly Truck Deadlines 

First select any quarterly trucking deadlines that apply to your operation.

From IFTA, to IRP, to New Mexico Weight-Distance, all of the major deadlines are already there.

Simply swipe the button “on” to be reminded of each. And if you can’t remember what a certain filing is for, simply tap it to see a short description.

Then press the “Other Truck Deadlines” tab at the top to navigate to the next set of deadlines.

2. Other Deadlines

Here you’ll find an array of annual and biennial filing deadlines.

Whether you have trouble remembering your Form 2290, HazMat license renewal, or your USDOT biennial update, there’s a reminder here for you.

Once you’ve selected from all of the preloaded deadlines in RigMinders, it’s time to add custom reminders!

3. Add Personal Reminders

By selecting the yellow +Add Reminder button on the top right of the screen, a pop-up will open where you can add details for a personal, custom reminder.

Have trouble remembering your next scheduled maintenance? Add it to RigMinders! Are you a habitual late bill payer? Add your bill due dates!

If it’s an important, time-sensitive task, add it to your RigMinders to ensure you’ll get the job done.

4. Reminder Preferences

RigMinders not only allows you to customize your reminders, but also the reminder type and frequency.

At the bottom of your screen, you’ll see a black box prompting you to change your reminder preferences. Click there to be taken to this screen.

Here you can choose whether you’d like to be reminded of your deadlines the week before, day before, or day of the due date (or all 3). You can also choose how you’d like to be reminded, either by email or push notification. Press save, and you’re finished!

5. Editing Your RigMinders

After saving your preferences, you’ll be shown a summary screen with all of your deadline selections and preferences.

If something is missing or you’d like to make a change, simply press the pencil icon to be taken to that section where you can change your selections.

Remembering your important personal and industry deadlines has never been this easy!

No other app comes preloaded with reminders just for transportation professionals. And RigMinders is far more reliable than tying a string around your finger or using a sticky note.

And best of all, it’s free because it’s our gift to the Trucking Nation! If you have any questions about RigMinders, or need help filing for any of these deadlines, just give us a call at 803.386.0320 or email us at support@tsnamerica.com.

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Everything You Need to Know about IFTA– in a Webinar!

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Guess what we’ve been up to...

If you guessed preparing 1st Quarter IFTA returns, then you’re right!

As the April 30th deadline for IFTA approaches, we’re getting busier by the day.

But even in the midst of IFTA madness, we still found time to guest star on a webinar yesterday!

That’s right–our very own processing specialist to the stars, Amber Tabb, co-hosted a TruckLogics webinar yesterday. You’ve probably heard us mention TruckLogics before.

Our good friends and partners, TruckLogics is a cloud-based business management solution with packages for any and every kind of transportation professional out there.

Whether you’re a company driver, leased operator, owner-operator, or fleet manager, TruckLogics has an affordable package with exactly the features you need to streamline recordkeeping and have a healthier bottom line.

We often recommend TruckLogics to our clients! Their One-click Trip Sheets feature makes keeping up with trip data a breeze, which not only helps you at the end of each quarter– it helps us too! The more organized your trip sheets are, the easier the filing process. Plus the risk of errors is lowered significantly!

If you missed Amber’s appearance on this informative webinar, have no fear! Here’s a recording of the session.

No time to watch? Here are some of the topics we covered and the minute you can find them at:

• 1. IFTA Basics (4:30): Who needs IFTA? How do you stay IFTA compliant? What filing services does TSNAmerica offer for IFTA?

• 2. Temporary Permits (5:50): TSNAmerica can help you obtain temporary trip and fuel permits if you need to travel interstate but don’t have the appropriate IRP or IFTA licensure. 

• 3. Business Startup Services (6:25): Whether you just need an EIN or USDOT# or you’d like to obtain your own operating authority, we can help with all of the many forms you’ll need to file. 

• 4. Other Services (9:55): We can file IRP and UCR renewals, annual HVUT returns, and State Use Tax licenses and quarterly filings (like NY HUT, KYU, Oregon Weight-Mile & NM Weight-Distance). 

• 5. How you can get on our Deadline Reminder List (17:35): We remind all of our clients of upcoming deadlines via phone and email. Call us to learn more! (803.386.0320)

Best of all, we were able to get a special deal for our TSNAmerica clients! If you’d like to try TruckLogics, you can get a free 45 day deluxe trial with promocode TSNA. There’s no credit card required. Simply create a login and see how you like it.

If you need help with your 1st Quarter IFTA filings, don’t wait another day! We won’t bite (unless you wait until the day before it’s due). Call us now at 803.386.0320 to get started now! You can also send us a message via live chat or email at support@tsnamerica.com.

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1st Quarter IFTA Filing Period Now Open: Get Ready for April 30th

It’s the circle of life.

One thing ends, and another begins. As the first IFTA quarter has closed, now the filing period opens and the second quarter begins!

Luckily, your friends at TSNAmerica can help you with both! We have IFTA Filing services at a range of price points to suite everyone’s needs. Plus we can help ensure that you start off the 2nd quarter on the right foot!

Were your recordkeeping practices in Quarter 1 lax at best? Give us a call, and we’ll be happy to walk you through best practices for IFTA recordkeeping. 

Here are a few highlights to keep in mind as we move into Quarter 2:

1. Record your mileage per jurisdiction and fuel purchases–every single day. It’s much easier to spend just 3 minutes a day on Trip Sheets instead of hours or days at the end of the quarter.

2. Use a program like TruckLogics to record your trip details. You can then print and mail these to us, and we’ll use them to calculate your tax and prepare your return.

3. Keeping up with records also reduces errors, and therefore, reduces your risk of an IFTA audit.

4. IFTA records must be retained for at least 4 years after the filing date. Store them in your base jurisdiction so that they’re readily available in the event of an IFTA audit.

Now for the tricky part– upcoming deadlines!

• 1st Quarter IFTA returns are due by Thursday, April 30th! TSNAmerica can prepare your return for you based on your trip sheets AND file it directly with your base jurisdiction. While we do our best to accommodate last-minute filing emergencies, we file on a first-come, first-served basis, so don’t wait until the 29th to get in contact with us!

• The first quarter for State Use Taxes has also ended, and the returns are all due April 30th. This includes KYU (Kentucky Use Tax), NM Weight Distance Tax, and NY HUT (Highway Use Tax). We can also file these for you too! Check out our services.

Don’t be shy! Explore TSNAmerica.com, and then give us a call and find out how we can help save you time and money by preparing all of your paperwork for you! You can reach us at our Rock Hill, SC headquarters via phone at 803.386.0320, by live online chat, or email us at support@tsnamerica.com.

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Know No Bounds: Keep Truckin' with Temporary Trip & Fuel Permits from TSNAmerica

Just when you think you have it all together, you get a call about a load that requires you to travel through a jurisdiction you’re not licensed to travel in.  

You shouldn't have to turn down a load for a lack of credentials! But you shouldn't have to register for IRP or IFTA just for a one-time occurrence either–which is exactly why temporary permits exist!

At TSNAmerica, we can not only obtain temporary trip and fuel permits, but can also obtain a myriad of other permits for your business. See everything we have to offer, and if there’s something you need, send us a Service Request Form, and we’ll get on it ASAP.

Temporary Permits

• Temporary Trip Permit: Need to travel interstate, but don’t have IRP credentials? Then a temporary trip permit is for you! Trip permits are issued in lieu of IRP registration, and in some cases, in place of intrastate authority or state use tax credentials, such as NYHUT.
  
  While trip permits are a great solution for sporadic interstate travel, they are not an economical solution in the long term. If you think you’ll need permits more than 2-3 times a year, it may be better to register under IRP or the state tax license required for the jurisdictions you’re traveling in.
  
  Trip permits must be obtained prior to entering the jurisdiction, and since processing costs and times vary by state, it’s best to inquire as soon as you know you’ll need one.

• Temporary Fuel Permit: Fuel permits are issued in place of registration with IFTA, the International Fuel Tax Agreement. Like Trip Permits, they must be obtained before travelling into the jurisdiction you are not licensed to operate in. 

• Hunter’s Permit: Also known as an Unladen Permit, Hunter’s Permits are issued to leased owner-operator’s whose lease with their carrier has been terminated, forcing them to return their IRP plates & decals.
  
  To allow the O-O to travel interstate in search of work, this permit takes the place of IRP registration. However, the permit can only be issued to cover the unladen weight of the vehicle/trailer, so no loads can be carried under this permit. 

Seasonal Permits

• Harvest Permit: Harvest permits are issued during harvest season to those carrying products in their natural state (which are heavier). This allows you to temporarily increase the Gross Vehicle Weight without registering at this higher weight permanently.

HazMat Permits

• HM Safety Permit: A Hazardous Materials Safety Permit is issued to those carrying what the FMCSA considers to be dangerous or toxic substances. This includes radioactive, toxic, or combustible materials. Carriers of this permit must renew biennially according to the last 2 digits of their DOT number.

• PHMSA Permit: This permit, known as a HazMat Certificate of Registration, is also required for those transporting specific types and quantities of hazardous materials. The kind of permit issued will vary based on the category of material, and it must be filed annually. Like the HVUT tax year, the registration year for PHMSA runs from July 1st- June 30th of the following year. Registrants who enter mid-year are still required to pay the full year’s registration fee.
  
  TSNAmerica can help you determine the kind of hazmat permit required, and file for you efficiently this year, and each year after.

Need a temporary trip or fuel permit fast? We’re the fastest filers in the West! And not only are we quick on the draw, we’ve got perfect aim and file everything right the first time!

Call us now for help obtaining your permits or registrations at 803.386.0320 or email us at support@tsnamerica.com.

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IFTA Filing Services: Work Less, Worry Less

The filing period for 1st Quarter IFTA returns opens in just a few short weeks! Will you be ready?

Now is the perfect time to start organizing your trip sheets and fuel receipts, and to think about sending them to us to prepare your return for you.

If you’re extra busy this quarter, or if you’d rather have a root canal than file one more tax return, then it’s time to call in the experts!

As a premier processing agency, we can file BOC-3’s, obtain MC#’s, and register EIN’s with one hand tied behind our back (blindfolded)!

But our true expertise is IFTA filings. Check out our packages below, and see which one is right for your business.

IFTA Filing Services

• IFTA Basic- $75 per quarter + State Fees
  It may be basic, but it’ll get the job done! Send us your total miles and fuel purchases each quarter, and we’ll complete your return and file it directly with your state.
  
  

• IFTA Premium- $110 per quarter + State FeesLevel up with our premium package! Send us your trip sheets and original fuel receipts each month, and at the end of the quarter, we’ll calculate your mileage per jurisdiction, MPG, and fuel tax. Then we’ll complete your return and file it for you. (Does not include audit.)

• IFTA Complete- $150 per quarter + State Fees
  Achieve IFTA Nirvana. This luxury service includes everything you need to get your quarterly IFTA filed with minimal effort and minimal risk of being audited. Like the premium package, we do require that your send us your trip sheets and original fuel receipts each month, and we use these to calculate and prepare your return.
  
  But unlike the premium package, this service includes a thorough audit of your information to decrease the risk of errors, as well as your risk of being audited or fined. While preparing your return, we’ll check your trip sheets for state adjacency and gaps in odometer readings, then we’ll review all fuel purchases for consistency. When you think of the time (and possible audits) that this package can save you, it’s quite a steal!

Our expertise doesn’t stop there. It also extends to quarterly State Use Taxes and annual HVUT too. Like IFTA, we can use your trip sheets and fuel receipts to complete your quarterly NY HUT, KYU, New Mexico Weight-Distance, or Oregon Weight-Mile tax returns.

We also offer Form 2290 over-the-phone filing! One quick phone call to get your details, and we’ll prepare and file your HVUT that day.

No matter how much paperwork you have to do, or how little time you have, TSNAmerica has a service package that’s right for you. We can do as much or as little as you need us to, and we’ll always be there to lend a helping hand when you need it most.

Call us today at 803.386.0320 or email us at support@tsnamerica.com to start taking advantage of our IFTA expertise just in time for 1st quarter filings!

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Maintain Your Operating Authority: Are You Forgetting Something?

So you’ve managed to obtain your operating authority- which is no easy task!

But now comes the even trickier part of ensuring that your authority is maintained correctly.

With “maintenance” tasks required on a quarterly, annual, and biennial basis, it’s easy to forget one or more of the filings that are required for you to continue operating. But unfortunately, forgetting isn’t an option when your livelihood is at stake.

That’s why we’ve compiled a list of everything you need to file- and when- for you to maintain your interstate operating authority like the pro that you are.

Basic Authority Maintenance

• USDOT # Biennial Update: Your DOT# must be updated every two years in order to remain active. To update, simply provide the FMCSA with your current contact info, even if it hasn’t changed. The deadline for your biennial update is determined by the last digit of your DOT # which corresponds to a particular month. For example, numbers ending in 9 must be updated every other year in September. Not sure what your digit means? We can tell you what year/month your update it due and help you avoid penalties or deactivation. 

• Change in Operation or Cargo: If your operation changes in any way, or if you start carrying a different type of cargo, you may need to apply for another authority in addition to your MC#. TSNA can apply for your FF or MX numbers as needed and help ensure uninterrupted operation.

• Change in Contact Info: If your contact information changes, even slightly, you must immediately notify the FMCSA, as well as your BOC-3 blanket agent. This is to ensure that you can be contacted immediately in the event that your business is served legal papers. 

Annual Renewals

• UCR, IRP & IFTA Renewals: All three licenses must be renewed annually, usually by December 31st. IRP renewals, however, may be due at the end of another quarter depending on regulations in your base state. Check with TSNAmerica to see if you have a staggered deadline. 

• State Use Tax Licenses: If you’re subject to an additional state use tax, then these licenses must also be renewed annually. For example, the Kentucky Use Tax can only be paid if you first have a KYU Number, and the Oregon Weight Weight-Mile Tax can only be filed with a current Weight Receipt. 

• HVUT: Heavy vehicle use tax must also be paid each year. The HVUT tax year opens July 1st, and Form 2290 is due by the end of July for all renewals. It is important to file your Form 2290 on time, even if no tax is owed. The stamped Schedule 1 (your receipt for filing) is required for tag renewals. TSNAmerica can file your 2290 over the phone, same day! Just one more way we go above and beyond to accommodate your busy schedule!

• Recordkeeping: As always, proper recordkeeping is vital to remaining compliant. Failure to maintain records could result in penalties, so be sure you’re updating your distance and fuel records daily. 

Quarterly Tax Filings

• IFTA Returns: In addition to renewing your IFTA license annually, mileage and fuel use reports by jurisdiction must be submitted each quarter at the end of January, April, July & October. Any fuel taxes owed must be paid at the time of filing. 

• State Use Tax Returns: Like IFTA, state use taxes also require quarterly mileage/fuel use reports. If you operate in Kentucky, New York, New Mexico, or Oregon, then you are subject to a quarterly tax based on the miles accrued in that state. 

• Quarterly Recordkeeping: For all of these quarterly taxes, proper recordkeeping is essential. Submitting inaccurate or incomplete distance and fuel records will only result in paying more taxes, and it can even result in being audited, paying penalties, and in the worst case scenario, your license being revoked. All original documents, receipts, and trip sheets should be kept in your base jurisdiction for at least 4 years after the close of the quarter. 

It’s easy to get overwhelmed when your paperwork outnumbers you 20 to 1. Level the playing field by making TSNAmerica your ally.

When you become a TSNAmerica client, you’re our client for life. We won’t register your MC# and then leave you to figure how to maintain your authority all by yourself. We go the extra mile to remind you about upcoming deadlines and to lend you a helping hand when you need it most.

In fact, we can file all of the above and then some! No matter what your business needs, chances are we have a service to cover it. To view all of our service packages, head over to tsnamerica.com, or to speak with one of our processing professionals, just call us directly at 803.386.0320. We look forward to being your partner!

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Obtain Your Operating Authority: Follow this Checklist

Are you ready and rarin’ to hit the open road?

If starting a transportation company is what you fancy, then you’ve come to the right place!

To obtain your interstate or intrastate operating authority, make sure you have everything on this list covered, and then nothing will be holding you back.

USDOT#

Issued by the Federal Motor Carrier Safety Administration (FMCSA), the USDOT# serves as your vehicle’s identification for compliance reviews and more. 

The DOT# is required for your vehicles if 1. You operate interstate (across state and international lines), 2. You transport passengers or cargo, and 3. Your vehicle has a total gross or combined weight of 10,000 lbs or more. If you meet all 3 of these criteria, you must register with the FMCSA and obtain a DOT#.

There are exceptions, however. Many states now require intrastate carriers to also have DOT#’s, especially if you transport hazmat.

MC#

Also granted by the FMCSA, the MC# is the authority issued to interstate for-hire carriers. Additional authorities (FF or MX numbers) may need to be obtained depending on your business’s operations and cargo. TSNAmerica can help you determine which authority is needed for your business.

BOC-3

The blanket of coverage, known as BOC-3, must be filed with the FMCSA before your MC# will be activated. The BOC-3 designates process agents in all states that your business operates, and these process agents accept legal papers in your absence. TSNAmerica is an FMCSA registered blanket agent, so we can file your BOC-3 directly with the FMCSA, same day. No third party involvement.

UCR

The Unified Carrier Registration is a federally-mandated, state-administered program for the registration of interstate carriers in the US, Canada, and Mexico. Like the DOT#, UCR is required for vehicles weighing 10,001 lbs or more. This license must be renewed annually, and businesses will be charged an annual fee based on the number of vehicles they own or lease long-term.

IRP

The International Registration Plan is required for all interstate carriers with vehicles weighing over 26,000 lbs or with 3 or more axles. IRP licenses must be renewed each year, but the deadlines vary by state and are often staggered based on the month in which you first registered. If you aren’t sure when your renewal is due, just give us a quick call and we can help you sort it out.

IFTA

The International Fuel Tax Agreement is required for all interstate carriers with vehicles that weigh over 26,000 lbs or have 3 or more axles. Not only must this license be renewed annually, but registrants are required to submit quarterly reports of their mileage and fuel use broken down by state. Any fuel tax owed must also be submitted at the time of filing. To determine which state is your base jurisdiction and for tips on proper IFTA recordkeeping, just ask TSNAmerica for assistance.

HVUT

Heavy vehicle use tax is an annual federal tax levied on commercial vehicles that weigh 55,000 lbs or more and that travel at least 5,000 miles on public highways throughout the year. Whether you’re an interstate or intrastate carrier, you must pay your annual HVUT if your vehicle meets the criteria above. After filing, you’ll receive a stamped Schedule 1 as confirmation. This is one piece of paper you want to keep on hand as a current stamped Schedule 1 is required to renew your tags, renew UCR, and more.

To pay your HVUT, you can either E-file your Form 2290 or have TSNAmerica do it for you! We can even file your HVUT over the phone by just collecting a few key pieces of information.

Intrastate Authority

If you stay entirely within the boundaries of your state (intrastate only), then most of the above will not apply to you, except for the DOT#. Many states now require DOT#’s for intrastate for-hire carriers.

It’s also possible that your state has an additional state use tax: New York, Oregon, Kentucky, and New Mexico all do. We can help you register for this state tax and keep up with the quarterly and annual filings. 

Once you make it through the hurdles of initially obtaining your authority, then comes the work of maintaining your authority correctly. The USDOT# must be updated biennially, IFTA and UCR registrations renewed annually, and IFTA reports filed quarterly.

That’s why at Truck Services of North America our mission is to stay with your business for the long haul. We won’t just set up your authority and leave you to figure the rest out. We stick with you and ensure that your business remains up-to-date on all registrations, permits, and taxes.

To see how we can help you establish and maintain your business, view our service packages at tsnamerica.com. Then call us at our headquarters in Rock Hill, SC at 803.386.0320 or shoot us an email at support@tsnamerica.com.

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January 31st Deadline is Here: HVUT, IFTA, KYU & More State Taxes Due

The first major deadline of the year is upon us! Saturday, January 31st marks a whole host of tax-filing deadlines for transportation businesses. If you’re strapped for time, TSNAmerica has services that can help you file efficiently and keep your focus where it belongs, on the road.

• Heavy Vehicle Use Tax: If you have a heavy vehicle that was first purchased or put in use anytime during December 2014, then 01/31 is the deadline for you to file your HVUT Form 2290. After filing your 2290, you will receive the stamped Schedule 1, which is required for renewing your tags, IRP registration, and more. To file on-time, you can use an online E-filing service like ExpressTruckTax, or you can have TSNAmerica file over the phone! We can complete your 2290 same day with just a short phone call to gather your info. 

• 4th Quarter IFTA Returns: Saturday is the filing deadline to report your operations from October through December of 2014. This means you’ll need all completed trip sheets with your mileage per jurisdiction, fuel purchases & fuel use per jurisdiction, as well as original fuel receipts. Personal and unloaded miles must be reported. And even if you didn’t operate this quarter, you must still file a Zero Return if you hold an IFTA license. Don’t forget that after you file, you must still retain all original documents and receipts in your base jurisdiction for at least 12 more quarters. TSNAmerica can prepare your return based on your trip sheets, but we file on a first come, first served basis, so don’t wait another second to give us a call!

• Additional State Use Taxes: 4th Quarter Tax reportings for several state use taxes are also due this week. If you operate in Kentucky, New Mexico, or New York, then more than likely, you will need to file these state use taxes by the 31st. You will also need to obtain a tax license before filing this tax, such as the KYU Number for Kentucky or the NM Tax Permit for New Mexico. But that’s not all! Oregon Weight-Mile filings are due for those on a quarterly mileage fee basis. Your fee basis is determined by your vehicle’s weight and load contents. If you’re unsure of yours, check with the ODOT. And remember, a weight receipt must be obtained before you can operate and file the Oregon Weight-Mile tax, and this receipt must be renewed annually. 

If you need to file one or more of these taxes before the deadline, contact TSNAmerica to find out how we can help. Or visit tsnamerica.com.

We have a wide array of services to meet all of your business’s filing needs. Our mission is to take the paperwork out of your way and make running your business as stress-free as possible. To start saving time and saving your sanity, simply call us at 803.386.0320, and one our happy helpers will get you started today.

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4th Quarter Deadlines Rapidly Approaching: IFTA & State Use Taxes Due Jan. 31st

There’s just 1 week left to prepare and submit your 4th Quarter IFTA and State Use Tax Returns.

Before you frantically start trying to complete your returns, check out these last minute filing tips. It’s everything you need to know to get it done fast and right–the first time.

IFTA

• Zero Returns: IFTA license holders must file a quarterly return even if they didn’t operate or make any taxable fuel purchases this quarter. If this is the case, then you must file what’s called a “Zero Return.” This means you’ll enter “0” when filing. For questions or advice on completing your Zero Return, just call TSNAmerica.
• Documents you’ll need to file: Completed Trip Sheets from October-December of 2014. These trip sheets should include fuel use and purchase information, along with your mileage per jurisdiction. Be sure to keep all original documentation, like fuel receipts, for at least 3 years after the return is submitted.
• Red Flags: There are several common filing mistakes that trigger IFTA audits. One such mistake occurs when your end of day location doesn’t match your location at the beginning of the next day. This is known as a Gap in Mileage, and this errors most often occurs when drivers forget to record their personal mileage at the end of the day. For more tips on avoiding IFTA audits, check out this blog or ask your friends at TSNAmerica for help.
• Filing Options: 1.) DIY: Calculate the tax owed and complete the form yourself. 2.) Use a program like ExpressIFTA to complete your return. It performs the calculations for you, reducing the risk of errors and making the process quicker. 3.) Have Truck Services of North America prepare your return. We not only check for errors and red flags for auditors, we submit the return directly to your state department. Simply send us your completed trip sheets, and we’ll take it from there!
• Penalties: The penalty for late filing or late payment of fuel taxes is $50 or .4167% of the net tax owed, whichever is greater. Interest also accrues on the tax owed at a rate of 1% per month. If you file late, it’s best to submit your return as soon after the deadline as possible!
• Grace Period Ending: Don’t forget that the grace period for displaying your 2015 IFTA credentials expires at the end of February. If you still haven’t filed your IFTA registration renewal, TSNAmerica can help get your account back in good standing faster. 

State Use Taxes

For these state use taxes, the reporting quarters and deadlines are the same as IFTA.

• KYU: The Kentucky Use Tax applies to all vehicles traveling through Kentucky that have a combined gross weight or licensed weight over 59,999 pounds. Before a vehicle of this weight can enter the state (farm vehicles and buses excluded), it must register with the state and obtain a KYU Number. Once you have your KYU Number, you must file quarterly reports and pay tax based on your mileage in the state. Whether you need a KYU License Number or to file a return, rest assured that we can get it done.
• New Mexico Weight-Distance: Vehicles traversing NM roads with a gross weight exceeding 26,000 lbs must file this quarterly tax, which is based on the weight of the vehicle and the number of miles driven. Similar to KYU, a NM Tax Permit must first be acquired before you can file this tax, and this permit must be renewed annually.
• NY HUT: The New York Highway Use Tax is applicable to commercial carriers that travel on NY Highways (toll roads excluded) with a combined gross weight over 18,000 lbs. This tax also applies to unloaded trucks weighing over 8,000 lbs or unloaded tractors weighing over 4,000 lbs. Before you can operate in this state, you must register and obtain decals to display in your cab. The registration fee is $15, and the decal fee is $4. 

If you have questions about filing your return, or would like for us to handle it for you, give us a call at 803.386.0320 or send us an email at support@tsnamerica.com. We’re multi-talented, so we can file all of the above for you, and then some.

To see our array of services, check out tsnamerica.com, then send us a Service Request Form and let us know which services you’re interested in. Don’t see a service you’re interested in? Let us know, and we’ll see if we can accommodate you. It’s our goal to make your life easier.

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4th Quarter Filing Period Opens: Time for IFTA, KYU, NY HUT & More

It’s hard to believe it’s already 2015! Around the TSNAmerica office, 2014 went by in a flash. And things don’t seem to be slowing down either.

As quickly as January arrived, it will disappear–especially when there are several quarterly tax filings due on January 31st!

As they say, time flies when you have taxes to file! Which means time will be speeding up for truckers everywhere. After all, New Year is a time for endings and beginnings. And in this case, the Renewal Season is ending, and the 4th Quarter Tax Filings are just around the bend!

As many of you know, 4th Quarter IFTA filings are due January 31st for all interstate truckers–but what about the states with additional highway use taxes, namely Kentucky, New Mexico, and New York. Do you need to file these state taxes along with IFTA? Let’s find out!

KYU: Kentucky Use Tax

This state use tax is required for all vehicles traveling through Kentucky that have a combined gross weight or licensed weight over 59,999 pounds. Farm-licensed vehicles are an exception.

A KYU license number must be obtained before you can file the quarterly tax. And don’t forget to keep accurate fuel and distance records as this tax is determined by your mileage.

New Mexico Weight-Distance Tax

The New Mexico Weight-Distance Tax is levied on heavy vehicles with a gross weight exceeding 26,000 lbs. Filed quarterly, this tax is graduated based on both the weight of the vehicle and the number of miles traveled on New Mexico roads.

In order to file, a new Tax Permit must be acquired from the NM MVD each year. If you still haven’t applied for your new permit, let us know and we can get it for you fast.

NY HUT: New York Highway Use Tax

This tax applies to all vehicles traveling on New York highways with a combined gross weight over 18,000 lbs. Use tax is also applied to unloaded trucks weighing over 8,000 lbs and unloaded tractors weighing over 4,000 lbs.

While the tax is based on the weight of the vehicle and the miles traveled on NY highways, miles accrued on toll-paid portions of the New York State Thruway are not taxable. If you only plan to travel in New York a few times this year, you may obtain trip permits instead of registering with NY HUT. Call TSNAmerica and find out what the best option for you business is.

IFTA

License holders with the International Fuel Tax Agreement must submit mileage and fuel use reports to their base jurisdiction every quarter. Any unpaid fuel taxes are due at the time of filing. Also, remember that the IFTA renewal grace period extends through January and February of 2015. This grace period applies to the display of current credentials only. Once the grace period runs out, you must have your new 2015 credentials displayed in your truck or face penalties.

If you are preparing your own IFTA return, be sure to follow these Tips for Avoiding an IFTA Audit. Or you can have TSNAmerica file for you, and we’ll ensure that you don’t make those mistakes! We’ll even submit it directly to your state department.

HVUT: Bonus Item!

For vehicles with a first-used month of December 2014, the due date to file your heavy vehicle use tax is January 31st. This means that if the vehicle was purchased or first put on the road anytime during December, you must file by the end of January. Truck Services of North America can not only file your HVUT for you, we can do it same day & over the phone!

To ensure you stay on top of quarterly filings throughout the year, mark these important dates on your calendar or set reminders on your smartphone. Remember, it’s never wise to wait until the last minute, even when you have professionals filing for you!

• 1st Quarter: January-March
  Due: April 30
• 2nd Quarter: April-June
  Due: July 31
• 3rd Quarter: July-September
  Due: October 31
• 4th Quarter:October-December
  Due: January 31

It’s not too early to start preparing your quarterly taxes! We file on a first come, first served basis, so call Truck Services of North America today to reserve your place in line. We’re available at 803.386.0320, on live chat, or by email at support@tsnamerica.com.

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New Year's Checklist: Everything Your Business Needs To Start 2015 Strong!

You know that gnawing feeling, when you just know that you’ve forgotten something, but you don’t know what?

It’s not a pleasant feeling to have, particularly when it involves your business. Maintaining your own operating authority, or that of multiple trucks in a fleet, is no small task.

With numerous taxes, registrations, and renewals to file continually throughout the year, it’s pretty easy to overlook something!

That’s why your friends at Truck Services of North America have made a list! (Yes, we checked it twice…) It’s everything your business needs to start 2015 out strong!

Many items on this Checklist are due by tomorrow 12/31. While it may be too late to get it submitted on time, it’s not too late for damage control! Minimize penalties by getting on top of it today.

TSNAmerica can help get you back on track, whether you’re behind on quarterly IFTA filings, or you need temporary fuel permits to cover a gap. Let’s dive in to our ultimate 2015 New Year’s Checklist!

1. IFTA License Renewals- Due 12/31

• IFTA license renewals are due in all states tomorrow. If you’re an interstate carrier with a vehicle weighing over 26,000 pounds or with 3 or more axles, then you are required to carry a valid IFTA license and display credentials in the cab of each vehicle. 
• If you submitted your renewal application on time, then your vehicles will be covered under the grace period for the display of new credentials throughout Jan. & Feb. of 2015–but only as long as your 2014 credentials are still displayed. 
• If you did not submit your renewal application on time, or if you have outstanding returns to be filed or taxes owed, then you must obtain temporary permits for each state your intend to travel through until your valid 2015 credentials arrive.

2. UCR Renewals- Due 12/31

• Also required for all interstate carriers with commercial vehicles weighing at least 10,001 pounds, the Unified Carrier Registration renewal is due by tomorrow. 
• The renewal fees will be based on the number of vehicles in your fleet. Unlike IFTA, you will not be required to display credentials on your vehicle. 
• If your business headquarters has moved, now is the time to change your UCR base state. Advanced notice must be given to your current state. Call TSNAmerica for help with the transition!

3. IRP Renewals- Due 12/31

• Following the same requirements as IFTA, the International Registration Plan is mandatory for all interstate carriers with vehicles weighing over 26,000 pounds or with 3 or more axles.
• While IRP renewal deadlines are different in every state, the following states have all IRP renewals due tomorrow 12/31: Kansas, Nebraska, Oregon & Wyoming. 
• For states with staggered renewal deadlines (based on when you first registered), many have a deadline of 12/31 as well. These staggered deadline states are Arizona, Missouri, Montana & Utah. Check your IRP credentials if you’re unsure when your renewal application is due.

4. Intrastate Authority Renewals- Due 12/31

• The following states require intrastate authority renewals by 12/31: Georgia, Indiana, Kansas, Kentucky, Michigan, Mississippi & Rhode Island.
• Each state has a different renewal procedure (E-filing, mail, etc.) and each has unique requirements. Check out this blog, for more information about renewing your intrastate authority. 
• In addition to a renewal application and fee payment, most states also require proof of current insurance and that your business be in good standing before you will be allowed to renew. 
• Ready to cross state lines? If your business is ready to transition to interstate, TSNAmerica can help make the transition smooth. Check out our deluxe authority packages!

5. 4th Quarter IFTA Filings- Due 01/31/15

• Tomorrow is the close of the fourth IFTA quarter! Have you been keeping precise fuel and mileage records for the past 3 months?
• Whether the answer is yes, no, or somewhere in between, the good news is, you still have a few weeks to get your act together–and we can help!
• Late Penalties: The January deadline will be here before you know it! Avoid late fees by getting on top of IFTA now by using a program like ExpressIFTA to prepare your returns. 
• Or just have TSNAmerica prepare your return for you! That means zero calculations for you! We’ll prepare the form based on your trip sheets, and then submit it directly to your state. 
• IFTA Audits: Check out these tips for avoiding the dreaded IFTA audit! 

In addition to these five titans, don’t forget about other requirements specific to your state, such as the New Mexico Weight Distance and Oregon Weight Receipt Renewals. Whether you need to file a state use tax like these or one of the big interstate renewals above, Truck Services of North America knows the requirements for your state and can file everything you need fast.

View our service packages at tsnamerica.com. Then send us a Service Request Form, call us at 803.386.0320, or email us 24/7 at support@tsnamerica.com. We’re ready and eager to help you make 2015 the best year yet! Cheers!

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Merry Christmas from Truck Services of North America!

The Truck Services of North America family would like to wish you and yours a magical and very Merry Christmas!

Amidst the hustle and bustle of the holidays, we hope that you can find the time to take a break and cherish the ones you love. Even if you’re away from home or OTR, a simple phone call can still make someone’s Christmas brighter and make any place feel more like home!

Our offices will be closed this Thursday 12/25 & Friday 12/26 so that we can spend time with our loved ones. We hope that you will be able to do the same. But if you need us, we will still be providing 24/7 emergency email support through the holiday! Just email at support@tsnamerica.com. In the meantime if you need anything at all, call us at 803.386.0320.

If you’re just too busy with holiday madness to finish up your end-of-year paperwork, don’t be afraid to ask for a helping hand! Even though it’s getting down to the wire, we can still file everything you need extra fast (with a little help from Santa and his elves).

Here’s what you may need to file by 12/31:

• IFTA License Renewals
• UCR Renewals
• IRP Renewals in AZ, MO, MT, UT, KS, NE, OR & WY
• Intrastate Authority Renewals

Thank you again for supporting our USA-based business. Your support and referrals mean the world to us, and thanks to you, 2014 has been a fantastic year! Here’s to making 2015 even better together!

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The IFTA Renewal Deadline Approaches: Only 2 Weeks Left!

Today officially marks the one-week countdown to Christmas AND the two-week countdown to

December 31st. You know what that means!

No, New Year’s Eve isn’t the only end-of-month event we are referring to.

December 31st is also the deadline for UCR Renewals, IRP Renewals in some states, and of course, the big one–IFTA license renewals across the board!

All of these renewal deadlines are just looming on the horizon, menacingly! If you’ve been procrastinating, it’s time to get in gear and start renewing. All of that paperwork isn’t going to fill itself out (unfortunately, but we are working on the technology for that.)

Until there’s such a technological breakthrough, your friends at TSNAmerica can help you file all of your renewals–but don’t wait another day! Time is rapidly running out for IFTA license renewals.

Here’s why:

• Many participating IFTA states require that you submit your renewal application well before the December 31st deadline. That means you need to submit the application asap!
• Moreover, many State Offices will be closed for the entire week between Christmas and New Years. If that’s the case in your state, you may need to have your application in by Christmas Eve.
• While a grace period was issued by the IFTA Association CEO, Lonette L. Turner, the grace period only covers the display of your new 2015 IFTA credentials.
  
  Renewal applications are still due by December 31st, and the grace period will only cover your old credentials if you submitted your renewal on-time. Otherwise, you may be required to obtain temporary permits for every state you plan to operate in until your new 2015 credentials arrive.

At Truck Services of North America, we are experts in filing paperwork super-fast and at the last minute. But we are only human! While we’ve worked a few filing miracles in our day, we file on a first-come, first-served basis, and in some cases, our ability to submit before the deadline is determined by the filing requirements in each state. While some states require electronic filing, others require hard-copies via postal mail, which means we need your information much sooner to account for a pre-deadline delivery.

That’s just one more reason why it’s important to stop saving your renewals for a rainy day, and start typing away! We know that with your busy schedule, that’s easier said than done. So if you just have too much to handle with the Holidays and your business’s end-of-year financials, then at least let us lighten your load. We can take your IFTA renewals, or even 4th quarter IFTA filings, off your plate and off of your mind.

Get started now by calling one of our service pro’s at 803.386.0320 or email us for 24/7 assistance at support@tsnamerica.com.

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Countdown to December 31st: UCR & IFTA Renewal Reminders

The closer 2015 gets, the faster the days seem to fly by! It seems like Thanksgiving was just yesterday, but if you can believe it, there’s only about 2 weeks until Christmas!

With Christmas just weeks away, that means it’s time to confront the harsh reality that December 31st–with it’s plethora of deadlines–is rushing upon us!

Is panic slowly setting in?

No, I don’t want to dampen your Christmas spirit, but it’s important to take a break from ordering gifts on Amazon to get your renewals, and everything else you need to maintain your authority, taken care of asap! And with help from your friends at TSNAmerica, filing your renewals will seem much less daunting!

So let’s take a quick break from decking those halls and go through a quick rundown of the essentials for the two yearly renewal giants: UCR & IFTA.

UCR

• Due by Wednesday, December 31st (at the latest)!
• The Unified Carrier Registration is a federally-mandated registration for commercial vehicles weighing a minimum of 10,001 pounds. Though only 41 states currently participate in UCR, interstate and international carriers from these non-participating states are still required to register with UCR and choose a base state nearby. 
• This registration must be renewed annually, and the fees due are determined by the number of vehicles used by your company (or leased for a period exceeding 30 days). 
• Though you’ll receive new renewal credentials each year, these credentials need not be displayed on your vehicle. In fact, it is illegal to do so. 
• The registration renewal period is the time you must change your base state if your business headquarters has moved to another state. Remember, you must provide advanced notice of the change to your current base state.

IFTA

• Due by (or before!) Wednesday, December 31st!
• The International Fuel Tax Agreement is a fuel tax levied on interstate carriers in the 48 contiguous United States and 10 provinces of Canada. Rather than pay fuel tax to each individual state you operate in, IFTA simplifies this process by allowing you to make a single tax payment to your base state each quarter. Your base in turn distributes the funds to other states in proportion to the mileage you accrued there.
• You must register for an IFTA license and report your fuel use and distance records each quarter if you’re an interstate carrier with a qualifying vehicle weighing over 26,000 pounds or with three or more axles. 
• If you’re already an IFTA registrant, don’t forget to keep precise fuel and mileage records. “Fudging” these numbers leads to IFTA audits. Check out these helpful tips on how to keep immaculate IFTA records and avoid the dreaded audit. Of course, if you have TSNAmerica prepare your IFTA returns for you, we know to check for all of these errors! Just one more step to ensure you’re safe!
• The IFTA license must be renewed annually; however, your license will only be renewed if your IFTA account is in good standing. That means you must have already submitted a return for every quarter AND paid all of the taxes due. Until you do both, you cannot renew. If you’re stuck in the past with overdue IFTA returns, call TSNAmerica, and we’ll help you file fast and get back on track!
• Some states require that you submit your renewal weeks before the deadline to ensure time for processing, so it’s crucial to not wait until the last minute!
• But we know that procrastination happens, and the IFTA Association knows it too. That’s why they’ve put a grace period in place to cover those without new credentials during Jan. and Feb. of 2015. 
• The grace period only applies to those who filed their renewal application prior to the deadline! If you miss the Dec. 31st cut off, you are required to have a temporary permit for each state you plan to travel through until your new credentials arrive. If you need temporary permits, TSNAmerica can get you the hook up! We can get you every permit you need filed in record time!

How do you stack up with this checklist? Noticed a few big things you’ve overlooked? No matter what the issue is, Truck Services of North America has the expertise to eliminate your increasing paperwork and make sure you kick off the New Year on the right foot!

Check out all of our services at TSNAmerica.com, then call us today at 803.386.0320 or send us an email support@TSNAmerica.com.

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