Intrastate VS. Interstate Authority: What's the Difference?

Truckers often ask about the differences between intrastate and interstate trucking. They may sound similar, but when it comes to regulations, there is a world of difference.

So we're here to break them all down for you!

Understanding these different requirements is important for properly maintaining your authority and avoiding excessive fees or penalties.

So first, what do they mean? Intrastate truckers travel within one particular state only. Interstate truckers cross state lines and travel between two or more states.

Sounds simple enough. But what if you’re transitioning from intrastate to interstate trucking? What will you need to do differently?

If your journey beyond the borders is one-time only, then a temporary trip and fuel permits may be issued in lieu of IRP and IFTA. However, even for temporary interstate travel, you will still need to change your existing DOT Number, if you have one, to an interstate number. (Exception: unless you are operating under someone else’s DOT and/or MC Number.)

But if this is a more permanent transition you’re making, then permits will prove to be an expensive hassle.

There are five keys to unlocking the boundless roads of interstate trucking!

USDOT Number

Issued by the FMCSA (Federal Motor Carrier Safety Administration), a USDOT Number is required for vehicles that travel interstate either hauling cargo or transporting passengers and that meet one or more of these requirements: 

1. A vehicle 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. This number serves as your identification during inspections, compliance reviews, and more.

*If you solely travel intrastate, you will still be required to obtain a USDOT number if you transport hazardous materials or if you travel in one of the 33 states that require a DOT#.

MC Number

An MC Number serves as your interstate authority, or your right to travel between states. In addition to your DOT 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.

UCR

The Unified Carrier Registration Agreement requires anyone operating a commercial vehicle interstate or internationally and that weighs at least 10,001 lbs to register annually and pay fees based on the number of vehicles used. 

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

IRP

The International Registration Plan 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 apportions the funds accordingly, which are then used to improve highways and safety programs.

IFTA

The International Fuel Tax Agreement, 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 IFTA jurisdiction four times a year. Taxes owed are then distributed to other jurisdictions according to the amount of fuel burned in each.

In addition to these five keys, some states require further state-based registration if you travel through them, such as New York, Kentucky, New Mexico, and Oregon.

File your 2020-21 Form 2290 with us 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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Interstate vs Intrastate Operating Authority: What's the Difference?

It never fails; every year around this time (and all the time, really) we get question after question asking, "What's the difference between intrastate and interstate authority?" Well friend, that’s a great question, and also probably the reason you’re reading this. So what exactly is the difference between the two?

Well, interstate, just like the term used to describe our cross-country roadways, means “existing or carried on between state lines.” So as you can piece together based on the definition, it means being able to drive your truck and haul loads across state lines. While intrastate, with the root word “intra,” means within; so it refers only to mileage driven within a particular state. Simple enough, right?

But if you are going to be driving across the country, or at least in multiple states (as most truckers do) then you’ll need to make sure the following items are taken care of prior to crossing state lines in your rig.

Apply for a USDOT#

Your USDOT# is issued by the FMCSA, and is used for vehicles that travel interstate, either to haul cargo or to transport passengers. You must have one if:

• Your commercial vehicle weighs 10,001 pounds or more,
• Transports 8 passengers or more for compensation, or 15 or more without comp.,
• Transports Hazardous Materials, or 
• If you travel in a state that requires a DOT#. 

Please note: This process will be done using the URS system for new applicants, and previous applicants will register using the new system as well starting on September 30, 2016. If you have any questions about the new URS system, take a look at our blog covering the most common questions about URS registration.

Apply for an MC#

Your MC# is what actually serves as your interstate authority, which gives you the ability to legally travel and haul loads between states. So yeah, it’s pretty important. But not so fast—don’t think that once you’ve got this you’re in the clear! You’ll still need to obtain another type of authority from the FMCSA depending on what type of business you have. If you’re unsure what type is right for you, just give us a call!

Register for UCR

UCR is another necessity for truckers traveling interstate, as the agreement requires all commercial vehicles travelling interstate and weighing at least 10,001 pounds to register for UCR annually. You’ll also have to pay the required fees based on the total number of vehicles you need to register.

Register for IRP

This is for vehicles that travel across multiple jurisdictions in the United States or in Canada and that weigh at least 26,000 pounds and/or have three or more axles. The fees for this particular registration depend on the mileage driven in each jurisdiction, and those fees are paid to the base jurisdiction where you are registered. It is then your base jurisdiction’s responsibility to apportion the funds to the correct jurisdictions based on your mileage.

Apply for an IFTA License and Decals

If you operate in multiple jurisdictions, you will have to apply for your IFTA license and decals with your base jurisdiction. Your fuel use and mileage traveled in each participating jurisdiction must be recorded, and then that information must be filed with your base jurisdiction.

Sound a little confusing? Well, we’re not going to lie, it most certainly is. But luckily for you, we can help you take care of every item on this list, and IFTA services are our specialty! So if you need someone to take the IFTA-filing burden off your plate this quarter, just give us a call and we’ll show you just how easy it really is!

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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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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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IRP Renewal Deadline March 31st: Know Your Responsibilities

With IRP renewal deadlines for several states coming up on the 31st, now is the perfect time to brush up on your IRP knowledge.

At Truck Services of North America, IRP is one of our specialties. Find out from the pro’s whether you’re doing all you need to stay compliant.

I.R. What?

For any newbies out there, the International Registration Plan is an agreement among the 48 contiguous states and 10 provinces of Canada for the registration of commercial motor vehicles traveling between jurisdictions. 

Each jurisdiction agrees to collect and distribute registration fees to the other jurisdictions based on your mileage in each. The more you drive in a jurisdiction, the bigger piece of your pie they get.

IRP simplifies your life by eliminating the need to have a different license plate or cab card for each state and province you operate in. Instead, your base jurisdiction furnishes you with one set of credentials to display (this varies by state), and you only need to renew and pay fees to that one base. Much easier!

What Must I Do?

• Renew your IRP registration each year, pay your registration fees, and display your new credentials appropriately. 

• Maintain jurisdiction-specific distance records, and make these available in your base jurisdiction in the event of an IRP Audit. Also, be sure to retain these records for at least 3 years after the close of the period. 

Is It Time for Me to Renew?

• Illinois IRP: 03/31 is the renewal due date for all IL IRP registrants. You may submit this renewal online, or you can have TSNAmerica file for you!

• AZ, MO, MT, UT: Some registrants in these states must renew by 03/31. Since the renewal deadlines are staggered throughout the year, check with your base state to see if it’s your turn.

If it’s time for you to renew your IRP registration, or if you aren’t even sure when you need to renew, then give Truck Services of North America a call.

Whether your state requires renewals by mail or online, we know how to file your registration quickly and correctly. The answer to all of your IRP questions lies with us! Call us now at 803.386.0320 or email us at support@tsnamerica.com.

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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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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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November 30th Deadlines: Oregon Weight-Mile and SD IRP Renewals

TSNAmerica is back with a Trucking News update!

If you operate in Oregon or South Dakota, beware of a potential “road block” ahead!

Oregon Weight-Mile quarterly tax filings are due Tuesday, November 30th, and so are many South Dakota IRP Renewals.

TSNAmerica is here to help you avoid a paper-work traffic jam! We have all of the information you need to stay in the loop, plus we can file it all for you fast!

Oregon Weight-Mile Tax

• This weight-mile tax is required for commercial vehicles travelling on Oregon’s public roads that weigh over 26,000 lbs. 
• Private or off-road travel need not be reported, and government, charity, and many farm vehicles are excluded from the tax.
• If you are a current registrant for this tax, you are required to file a report even if the tax owed is zero and you didn’t operate at all this quarter.
• If you no longer plan to operate at all, you must cancel your Weight Receipt. 
• Tuesday, November 30th is the reporting deadline for those on the Quarterly Mileage fee basis. Your fee basis is determined by the vehicle’s weight, load contents, and purpose for travel. Check with the ODOT if you’re unsure of your fee basis.
• However, 1st year Weight Receipt holders are required to report mileage tax monthly. 
• When reporting on a monthly basis, filings must be submitted electronically or postmarked by the last day of the month following the close of the reporting period. For example, November filings would be due by December 31st.
• And don’t forget, your Weight receipt, one of the credentials for the Weight-Mile tax along with the Tax Identifier, must also be renewed with the ODOT annually!

South Dakota IRP Renewals

• According to SD law, if your vehicle transports items weighing more than 500 lbs for business, you must be commercially licensed. For intrastate carriers, this means obtaining a commercial license, but for interstate carriers, a trip permit or IRP license is required.
• Some vehicles are exempt from the IRP (Prorate) license. Contact us to find out if you’re exempt!
• Renewal deadlines for SD IRP renewal are staggered based upon the date you first applied for licensure. If you are unsure whether your renewal is due Nov. 30th, call TSNAmerica for help! 
• You will need the following for your annual SD IRP Renewal Application: distance travelled in each jurisdiction for all of the vehicles you’ve registered, including trip permit distance (for newly added vehicles) and mileage traveled on toll roads. 
• On the application form, you must also note any changes in business information, as well as vehicle information. This includes any change in vehicle ownership, changes in registered vehicle weight, and addition or removal of vehicles from your fleet. Vehicle changes should be noted on the Vehicle Information Form on Schedule A/E. While renewing, you must also notify them of any changes to the IRP jurisdictions you intend to travel through.
• In addition to yearly renewal, SD IRP license holders are required to display cab cards and apportioned vehicle ID plates, as well as keep thorough records. Records must be kept for six years (the current year and five previous years), and should include the following information: IVDFR (individual vehicle distance and fuel records), a monthly summary, a quarterly summary, and a yearly summary. 
• Renewals must be filed at least 45 days prior to the due date, and the fees must be paid at least 15 days before. 

If you have questions or need help filing your Oregon Weight-Mile tax return or SD IRP renewal, call us for immediate assistance from a real, happy person in our hometown of Rock Hill, SC.

We can help you figure out what you need to file, and we’ll file it for you extra fast! And because this is what we do, we can also take care of your quarterly IFTA returns, IFTA renewal, UCR renewal, IRP renewal in other states and more- all before the filing deadlines!

Give us a call today at 803.386.0320. or email us at support@tsnamerica.com to cut down on your pesky paperwork.

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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 support@TSNAmerica.com. You can also submit a Service Request Form or view our services at tsnamerica.com. 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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IRP Renewal Season Starts Now

Fall isn’t the only new season to come knockin’ on your cab door.

October is nearly here, which can only mean two things for truckers: It’s not only getting close to 3rd quarter IFTA filings (due on Halloween!), but it’s also the beginning of IRP Renewal Season!

The International Registration Plan is an agreement among all 50 states and 10 Canadian provinces for the fair distribution of registration fees to each jurisdiction based on a carrier’s distance traveled in each.

 

If you think that sounds confusing, that’s just the start! While IRP certainly makes registration fees less complicated, it’s still difficult to keep up with your base jurisdiction’s particular requirements, like the renewal due date, proper display of registration credentials, etc.

That’s where TSNAmerica comes in. As a premier processing service, we know the requirements for each jurisdiction and can ensure everything is filed correctly and on-time.

And today, we’re going to help you sort a few things out. For those completely new to IRP, we’ll give a brief overview of the plan. And for you seasoned IRP vets out there (or just first-time renewers), we’ll see which jurisdictions have renewal due dates coming up, and what you need to do about it.

Who is IRP for?

IRP is for commercial motor carriers operating in multiple jurisdictions across the US and Canada. In other words, it’s for those who travel interstate (not just intrastate) with a vehicle weighing over 26,000 lbs. and/or having three or more axles.

How does it benefit you?

IRP simplifies registration and distribution of fees. Rather than calculating the amount due to each jurisdiction you travel through, and sending the amount to each, with IRP, you only pay your base jurisdiction. Your base then calculates the amount due to each jurisdiction using your mileage reported, and it distributes the funds accordingly.

IRP also streamlines registration credentials. Rather than having several cab cards, license plates, and stickers for each jurisdiction, your base will issue one registration credential to display according to the rules in that state/province.

Finally, the fees from IRP registration contribute toward highway infrastructure and safety programs.

What are your responsibilities?

While the application and renewal processes vary by jurisdiction, there are a few basics expected of all IRP participants.

• Choose your base jurisdiction. 
  
  -Typically, this is the state in which your business headquarters is located.
  -You must provide documented proof to support your right to base in each state. Requirements will vary.

• Apply for IRP registration with your base.
  
  -This will not only require proof of your right to base there, but also a completed application with the appropriate fee.
  -Proof of current year’s HVUT paid with a stamped Schedule 1 for vehicles weighing 55,000 lbs. or more.
  -Additional documentation, such as IFTA registration, vehicle title, proof of insurance, proof of proper records keeping etc., may be required by your base. Check the requirements of your particular state.

• Properly display registration credentials upon receipt.
  
  -Again, this will vary by jurisdiction.

• Maintain thorough distance records by jurisdiction.
  
  -Records of mileage traveled in each jurisdiction are vital to ensure proper distribution of fees. These records must also be readily available in your base state for audit and must be kept for at least 3 years after the close of the registration period.

Now, for those already registered with IRP, which jurisdictions have a renewal deadline coming up? Montana and Utah have staggered renewal deadlines. Check your cab card for the expiry date.

Montana IRP Renewal Due: 09/30/14 for those with September expiry.

Utah IRP Renewal Due: 09/30/14 for those with September expiry.

Kansas IRP Renewal Due: 12/31/14

Nebraska IRP Renewal Due: 12/31/14

Oregon IRP Renewal Due: 12/31/14

Wyoming IRP Renewal Due: 12/31/14

While we covered quite a bit of ground here, there’s much more to learn about IRP regulations in your particular base.

TSNAmerica can assist you with acquiring your IRP registration or renewal. In fact, if you're one of our current clients, you should have received the renewal instructions via mail already! 

And if you're just starting out, we can arrange everything you need to obtain your interstate authority. We even have authority packages to get your new business up and running fast!

Don’t risk hefty fines. Ask the experts and get the job done right the first time. Call TSNAmerica 803.386.0320. or email at support@tsnamerica.com.

Have a happy & healthy Fall season!

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State of the Week: Part 2- Georgia Interstate Trucking

Georgia’s so nice, we blogged about it twice!

That’s right, folks. It’s time for Part 2 of our State of the Week feature on Georgia. Last time, we covered the three essentials for Georgia intrastate truckers. But today, we’re knockin’ over fences, crossing state lines, and exploring the wide-world of interstate trucking!

If you’re based in GA, what will you need to establish your interstate authority? Well, you’ll still need the basics, like your MC #, US DOT #, and annual Heavy Vehicle Use Tax.

But the answer to this question also depends on how often you plan to roam out-of-state. If your interstate travels are few and far between, then TSNAmerica can help you obtain temporary trip & fuel permits.

• Temporary Georgia Trip permits are a replacement in lieu of registering for IRP. Georgia Temporary Trip Permits are valid for 72 hours only. Temporary Georgia Fuel permits replace IFTA participation and are valid for 10 days. Both Georgia Trip and Fuel permits are required for any interstate travel for vehicles weighing over 26,000 lbs or with 3 or more axles, regardless of weight, even if it is only for a moment. 

If you need to travel out-of-state more than 2 or 3 times a year, then the most affordable option is to make everything official and get registered with Georgia IRP, IFTA, and UCR.

• 1. IRP: For interstate carriers, the International Registration Plan allows commercial vehicles to have just one registration plate and one cab card that grant authority to travel between jurisdictions in the U.S. and Canadian provinces. IRP is required for commercial vehicles that weigh over 26,000 lbs and/or have three or more axles. After completing your IRP registration and receiving your Georgia apportioned plate, you’ll pay quarterly fees to your base jurisdiction. The fees are based on the number of miles driven in each state, but you will only pay the state of Georgia, which then distributes the funds accordingly.
  
  The Georgia apportioned plates must be renewed yearly, but there are different renewal periods determined by the date the plate was first issued. WIth so many deadlines to remember, why not let TSNAmerica take care of your Georgia IRP renewal? IRP regulations are one of our specialties. We also process Georgia IRP supplements, can file to increase your IRP weight, and can add IRP jurisdictions, all in record time!
  
  And if you only need to make a one-time trip across state lines, TSNAmerica can obtain a Georgia temporary IRP permit in lieu of registering for IRP.
• 2. IFTA: The International Fuel Tax Agreement was implemented to simplify the collection and distribution of diesel fuel tax. Vehicles that travel interstate and that weight over 26,000 lbs and/or have 3 or more axles must register with IFTA in addition to IRP. Once registered, you will need to file an IFTA quarterly return with the state of Georgia, wherein you report the number of miles driven in each jurisdiction and pay fuel tax accordingly. Accurate fuel and mileage records must be maintained for both IFTA and IRP reports.
  
  Typing up trip sheets and calculating fuel tax can be a time-consuming nightmare! And unfortunately, mistakes are all too easy to make and can sometimes lead to an IFTA audit. TSNAmerica offers affordable Quarterly IFTA Filing Services. All you need is to provide us with your trip logs. We take care of all the calculations, check for errors, and file your return directly with the state department. No reason to break a sweat over your IFTA fuel tax report!
  
  But remember, if you’re only traveling out-of-state once, TSNAmerica can obtain a Georgia temporary IFTA permit instead of registering for IFTA.
• 3. UCR: The Unified Carrier Registration Agreement applies to all commercial vehicles weighing at least 10,001 lbs. or more that travel interstate. To maintain your Georgia UCR registration, you must first register your company with the Georgia Dept. of Revenue, then file a yearly application and pay an annual fee based upon the number of vehicles used.
  
  UCR can be confusing since even those operating as brokers, freight forwarders or leasing companies must still register for their Georgia UCR. But don’t take a gamble with your interstate authority. TSNAmerica removes the guesswork from registrations and renewals. Let us establish your Georgia UCR or renew it for your business each year. 

Whether you’re a part-time interstate traveler or a full-time nomad, TSNAmerica will provide speedy services tailored to your business’s needs. We have our finger on the pulse of the industry, so you never have to worry about changes in rules or fret over renewal deadlines. We’re always current and looking out for our clients, ensuring they have everything they need without lifting a finger. 

Call us today at 803.386.0320 and speak with a real, happy person in sunny Rock Hill, SC! You’ll never get trapped navigating an automated system. You can also shoot us an email at support@TSNAmerica.com, preview our services at TSNAmerica.com or send us a Service Request Form.

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February 28th 2290 Deadline for Vehicles First Used in January 2014

Deadline to file your Form 2290, if you first placed your vehicle on the road anytime during the month of January, is tomorrow!

A Vehicle is considered to be a taxable vehicle if it was operating on public roads between the tax periods of July through June. A vehicle is also considered to be taxable if it has a taxable gross weight of at least 55,000 pounds and travels at least 5,000 miles during the tax period (7,500 miles if used for agriculture).

Just give Truck Services of North America a call at 803.386.0320 and have your business details, including EIN, Vehicle Identification Number (VIN), and Gross Weight of the Vehicle (Combined with maximum load) and form of IRS payment,  either Electronic Funds Withdrawal (EFT), Electronic Federal Tax Payment System (EFTPS) or Check/Money Order and we take care of the rest.

As a premier processing agency, Truck Services of North America can file your Form 2290 Heavy Highway Use Tax for you.  TSNAmerica takes the paperwork out of your way! Check out all our services at TSNAmerica.com and fill out the Service Request Form, email us at support@TSNAmerica.com or call 803.386.0320.

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Additional IRP extensions for Georgia

The following was posted to the International Registration Plan website:

Friday, February 14, 2014  

Due to the recent winter storms and the declared State of Emergency, Georgia has granted an additional extension for January registrations and an extension for February registrations.

Please see the memo for more information.

If you have any questions or concerns, please contact the Georgia Department of Revenue, Motor Vehicle Division at (855) 406-5221.

Need help with your renewal?  Give Truck Services of North America a call and we can assist you! For more information about IRP or any of our other services, contact us at TSNAmerica.com, email support@TSNAmerica.com or call 803.386.0320.

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