Overview

 

This page is designed to provide you with some basic information regarding the various authorities and services we offer. Getting your authority is not a cookie-cutter process. One-size does not indeed fit all.

Please contact us for more thorough information, and to discuss how we can help you with your specific needs.

 
Authority Process

Getting your operating authority (whether trucking or broker) takes a few weeks to complete. After filing for your operating authority, you will receive your USDOT #. Having this number does not mean you have your authority; it is simply your number.

 

Once filed, it takes approximately 16-18 business days for the FMCSA (Federal Motor Carrier Safety Administration) to grant your authority. While you are waiting, you need to take care of two major things:

When your authority has finally been granted (after the 16-18 business days), the FMCSA will mail out your certificate of authority. This is what you've been waiting for. You need this certificate before you can begin operating. While you cannot expedite the authority granting process, you can expedite the certificate. Contact us for help with this.

Broker Authority

Getting your broker authority takes a few weeks to complete. After filing for your authority, you will receive your USDOT #. Having this number does not mean you have your authority; it is simply your number.

Once filed, it takes approximately 16-18 business days for the FMCSA (Federal Motor Carrier Safety Administration) to grant your authority. While you are waiting, you need to take care of two major things:

When your authority has finally been granted (after the 16-18 business days), the FMCSA will mail out your certificate of authority. This is what you've been waiting for. You need this certificate before you can begin operating. While you cannot expedite the authority granting process, you can expedite the certificate. Contact us for help with this.

BOC-3

As a motor carrier or broker, one of your requirements when obtaining interstate authority is to obtain a designation of agents for service of process in each state in which you are authorized to operate. 

 

Process Agents provides motor carriers and brokers with authorized attorneys who act as their agents in each state in compliance with this federal requirement. We get your BOC-3 filed with the FMCSA (Federal Motor Carrier Safety Administration), which is necessary for you to get, and keep, your authority.

 

The reason for the designation of agent requirement is to allow an authorized person to receive suit papers in that state on your behalf. For example: if someone wants to sue you in a state other than your home state, you have to have a knowledgeable attorney in that state who can receive all the necessary paperwork for you, send them to you, and instruct you and your local attorney in the procedures for filing.

MCS-150 Biennial Update

Who Must File

FMCSA (Federal Motor Carrier Safety Administration) requires ALL motor carriers and brokers to update their information. You are required to provide this update every two years even if your company has not changed its information, has ceased interstate operations since the last update, or is no longer in business and you did not notify FMCSA.

When To File

First, you must file this update every two years based on the following schedule:

  • The last digit of your USDOT # represents the month in which you must file (0 = 10 for October)

  • The next to the last digit of your USDOT # determines the year:

    • If it is an odd number, you will file in odd numbered years (2015, 2017, etc)​

    • If it is an even number, you will file in even numbered years (2016, 2018, etc)

Second, any time a carrier or broker changes its name or address, or other details in their record, they should update their US DOT and operating authority record with FMCSA in a timely manner.

Third, any time your authority becomes inactive or is revoked, you will need to file this update.

PLEASE NOTE: Failure to complete a Biennial Update will result in deactivation of your USDOT # and may result in civil penalties of up to $1,000 per day, not to exceed $10,000.

Authority Reinstatement

Why was my authority revoked?

The most common reason is a lapse in insurance coverage. The FMCSA monitors your insurance closely. If your old insurance policy ends before your new policy begins, the FMCSA is quick to revoke your authority.

What Now?

If your authority becomes revoked, we will file with the FMCSA to get it reinstated. This process can take 2-5 business days. Contact us immediately to get this in motion and minimize your downtime!

Standard Carrier Alpha Code

What is a SCAC?

The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code that is used by the transportation industry to identify freight carriers in computer systems and shipping documents. SCACs are commonly used by the automobile, petroleum, forest products, and chemical industries.

Do I need a SCAC?

You do not need a SCAC to operate in interstate commerce, and most companies do not require a carrier to have a SCAC. However, there are some companies who will not use a carrier unless they have a SCAC.

 

When filling out new company applications, just because they ask for a SCAC does not necessarily mean they require it. You need to check with the company to see if they require you to have a SCAC in order to handle their shipments.

UCR

UCR = Unified Carrier Registration

Under this program, fees are collected by the states from motor carriers, private motor carriers, freight forwarders, brokers and leasing companies.

This is based on the number of qualifying commercial motor vehicles in their fleets. The fees acquired by UCR are used by the states to support its safety programs and USDOT officer training.

Each company is required to pay the UCR fee with a base state. The fee is based on your fleet size; and is determined by the number of commercial motor vehicles you own or operate in interstate commerce. 

IFTA

IFTA = International Fuel Tax Agreement.  This is an agreement made to simplify the reporting of fuel use by motor carriers that operate in more than one state.  

A motor carrier with IFTA receives an IFTA license and decals for each qualifying vehicle it operates.

 

The carrier must file a quarterly fuel tax report. This report is used to determine the net tax or refund due and to redistribute taxes from collecting states to states that it is due (based on the carrier's miles traveled and fuel purchased).

Three states—Kentucky, New Mexico, and New York—have "weight-mile" taxes in addition to the standard fuel tax. Oregon has just a weight-mile tax. 

IRP

The International Registration Plan (IRP) is a registration reciprocity agreement among states of the United States, the District of Columbia and provinces of Canada providing for payment of apportionable fees on the basis of total distance operated in all jurisdictions.

Each carrier vehicle needs a specially marked license plate and a cab card which lists the jurisdictions the vehicle is valid to do business in and how much weight it is registered to carry.

Let WT Fleet help you determine if you need IRP and file for your IRP documentation.

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Additional Services

IFTA Quarterly Fuel Taxes

Send us all trip sheets and fuel receipts on a monthly basis.  We will use them to calculate total miles traveled and fuel purchased in each state.  At the end of the quarter when you receive your tax forms, simply send them to us.  We will fill them out and send them back to you.  All you need to do is review and sign the forms, submit payment and mail them off.

 

Our Fuel Tax Reporting Service includes:

  • IFTA

  • KYU WDT (Weight Distance Tax)

  • NM WDT (Weight Distance Tax)

  • NY HUT (Hwy Use Tax)

  • OR Mileage Tax

Do you have more than one truck? Whether it's 2 or 200, we can provide a report for each truck, clearly showing their portion of the quarterly fuel taxes. This is an excellent tool to show owner/operators how much they owe. Contact us for more details.

Electronic Logging Devices (ELD)

With the new ELD Mandate - requiring motor vehicles to have an Electronic Logging Device installed - WT Fleet is proud to partner with Omnitracs.

Omnitracs is one of the industry leaders for ELD products and service. 

Choose from the IVG or XRS device and let us order, install, train and service your company.  

Contact us for a custom quote on a device or service plan to meet your needs. 

Log Auditing

Send us your driver logs on a monthly basis and we will audit them.  This will benefit you by providing:

  • A monthly audit of each driver to assure they are in compliance with the DOT regulations

  • A check and balance system to ensure drivers are not falsifying records, e.g. comparing fuel receipts, toll slips, etc. against the logbooks

  • A detailed violations report for each driver

  • A company overview of all violations

  • Recommendations to improve logbook compliance, and assistance in reducing logbook violations

 

We can assist you with setting up and implementing a Log policy to help protect your company.  We can assist you with these violations, by explaining which ones are correctable and which ones are not.  We can also offer a Logbook workshop if desired.

With the new Electronic Logging (ELD) Mandate, WT Fleet can help you monitor your drivers daily for accuracy and make necessary corrections.  We can also provide you with reports of those daily checks and corrections, similar to those listed above. 

Driver Qualification File

WT Fleet Services will provide all the blank forms for your drivers to fill out and send back to us, along with a copy of their CDL, medical card and social security card.

We will:

  • Audit the file to ensure everything is filled out completely and correctly

  • Run the MVR (Motor Vehicle Record)

  • Perform previous employment verification going back 10 years

 

When finished, the complete file will be returned to you to keep at your office.  We will maintain the expiration dates for the 4 items in the file which expire and will notify you 3-4 weeks prior to expiration, so you can keep the item(s) updated.

Company In A Box

WT Fleet Services will provide you with everything you need for a successful DOT audit all in one convenient place, all organized, and at your fingertips.

 

We will give the basis for your company filing system and train you on all of the needed pieces.

This is a must-have for new company start-ups and owner-operators. 

Mock DOT Audit

Are you prepared for a DOT audit?

 

WT Fleet Services can help you by performing a mock DOT audit. During the mock audit, we look for everything the DOT would look for and ask all of the important DOT questions.

 

Except... at the end of our audit, you receive a list of your strengths and weaknesses, as well as a detailed plan to fix any deficiencies.

This is an excellent way to give yourself peace of mind and know that you are prepared.

Oversize / Overweight Permits

Do you want or need to haul a big load?

Do you haul overweight or oversized items - occasionally or frequently?

WT Fleet can answer all your questions on what is needed to haul and/or get the needed permits.

WT Fleet Services can provide all the state permits and needed resources for hauling those large loads. 

Driver workshops

WT Fleet Services provides driver workshops to educate the driver on their responsibilities.

 

Typical workshops cover all hours of service rules and regulations, as well as an overview of the CSA program and how it affects them.

Electronic Logging Training workshops are another option for your drivers - and are provided with new ELD installations.

WT Fleet Services can customize a training program to meet your individual needs - contact us today for information.

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Supplemental Permits
There are 4 states that have supplemental taxes above and beyond the IFTA fuel taxes. 
They are:  Kentucky, New Mexico, New York and Oregon
 

KYU

Kentucky Weight Distance number (KYU) is required for any carrier over 59,999 pounds traveling in Kentucky.

If your company has a KYU, you will need to file your KYU quarterly taxes in order to keep your license in good standing.  The quarterly reports are due the last day of the month following the end of the quarter.  

NM WDT

NM WDT is the New Mexico weight/distance tax. 

The registrants, owners and operators of most motor vehicles having a declared gross weight or gross vehicle weight over 26,000 pounds and who are using highways in New Mexico are subject to the weight distance tax (WDT) for use of the highways.  Companies must register and apply each year for a New Mexico Weight Distance Tax Electronic Permit for each vehicle.

These taxes are calculated and filed each quarter. 

NY HUT

New York State imposes a highway use tax (HUT) on motor carriers operating certain motor vehicles on New York State public highways (excluding toll-paid portions of the New York State Thruway). The tax rate is based on the mileage traveled and the weight of the motor vehicle.  A HUT certificate is required for any truck, tractor, or other vehicle with a gross weight in excess of 18,000 pounds.

If you have been issued a certificate of registration (except a highway use tax trip certificate of registration), you must file a highway use tax return even if no tax is due.

These HUT reports are required to be filed on a monthly or quarterly basis, depending on the carrier. 

OWRATI

OWRATI is the Oregon Weight Receipt and Tax Identifier.

The Weight-Mile Tax applies to vehicles in commercial operations on public roads within Oregon with a registered weight over 26,000 pounds.

Motor carriers:

  • With established accounts must carry an OWRATI tax credential and pay the weight mile tax on a tax report.

  • Without an established accounts must carry a temporary pass tax credential and pay the tax up front at the time of issue.

  • Are responsible for all vehicles holding tax credentials under the account, including leased or rented vehicles.

Reports are required to be filed either Monthly or Quarterly, depending on the carrier. 

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© 2020 by WT Fleet Services Inc    Grand Rapids, MI

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