How to file every trucking compliance obligation
Step-by-step guides to each recurring FMCSA, IRS, and IFTA filing — what it costs, what to have ready, and where to file it (updated for the 2026 Motus transition). Fact-checked June 2026; always reconfirm fees and dates at filing time.
Operating authority filing fee (OP-1 / Motus)
Pay the $300 operating-authority application fee when you file for your MC number.
One-time per authority type · $300 per authority type (non-refundable)
Insurance on file (BMC-91/91X) before activation
Your insurer files proof of liability coverage (BMC-91) with FMCSA — required before your authority goes active.
One-time to activate, then continuous · Premium varies; your insurer files at no extra FMCSA fee
BOC-3 process-agent designation
Designate process agents — a company that accepts legal papers for you — in every state. Required before your authority activates.
One-time to activate, then continuous · ~$25–75 one-time
Protest period after FMCSA Register publication
After your authority application publishes, there's a 10-day window for protests before it's granted. Nothing to file — use it to get ready.
One-time per application · None
New Entrant Safety Audit
New carriers get a safety audit within their first 12 months to confirm basic safety-management systems are in place.
One-time · Free
MCS-150 biennial update
Update your carrier registration (MCS-150) every two years — or within 30 days of any material change.
Every 24 months · Free
UCR annual registration
Register and pay the Unified Carrier Registration fee each year, based on your fleet size.
Annual · ~$46 for 0–2 vehicles (2026); rises with fleet size
Form 2290 HVUT (Heavy Vehicle Use Tax)
Pay the Heavy Vehicle Use Tax on trucks 55,000 lbs or more. You need the stamped Schedule 1 to register plates.
Annual (tax period Jul 1 – Jun 30) · Tax up to ~$550/truck per year; e-file fee ~$15–45
IFTA quarterly fuel-tax return
Each quarter, report miles driven and fuel bought per state, then pay or reconcile the fuel tax.
Quarterly · Net tax due or credit; no filing fee
IFTA license & decal renewal
Renew your IFTA license each year and put two fresh decals on each qualified truck.
Annual · Small per-set decal fee (varies by state)
IRP apportioned registration renewal
Register your plate apportioned across the states you run, based on your miles per state.
Annual · Fees vary by jurisdictions and weight — often several hundred+/year
Kentucky Weight Distance Tax (KYU)
Register for and file Kentucky's KYU weight-distance tax on miles driven in Kentucky (trucks 60,000 lbs+).
Quarterly · $0.0285 per Kentucky mile
New Mexico Weight Distance Tax (WDT)
Register for and file New Mexico's weight-distance tax on miles driven in NM (trucks over 26,000 lbs).
Quarterly · Per-mile rate by weight; annual per-vehicle permit
New York Highway Use Tax (HUT)
Register for New York's Highway Use Tax and file on miles driven in NY (trucks over 18,000 lbs).
Quarterly (or monthly/annual by liability) · Per-mile rate by weight; HUT certificate + decal
Oregon Weight-Mile Tax
Oregon isn't in IFTA — instead you file the Oregon Weight-Mile Tax on miles driven in Oregon (trucks over 26,000 lbs).
Monthly (quarterly for qualifying carriers) · Per-mile rate by weight
DOT medical certificate (ME Certificate) renewal
Keep a current DOT medical certificate, carry it, and self-certify it with your state DMV.
Every 24 months max (3/6/12 mo if monitored) · Exam typically $75–150
Submit new medical card to state DMV (self-certification)
Submit each NEW medical certificate to your state DMV before the old one expires — the separate step that actually protects your CDL.
Each new ME certificate · Free (some states charge a small processing fee)
Annual MVR pull + signed annual driving-record review
Pull each driver's motor vehicle record yearly and complete a signed annual review of driving record.
Every 12 months · MVR fee ~$5–20 by state
Drug & Alcohol Clearinghouse annual query
As the employer, run an annual query on each driver in the FMCSA Drug & Alcohol Clearinghouse.
Every 12 months (rolling 365-day) · A few dollars per query
Random drug & alcohol testing (consortium)
Enroll in a random drug & alcohol testing consortium — you're selected for tests spread across the year.
Continuous, spread across the year · Consortium membership ~$100–200/year
Annual periodic DOT vehicle inspection (49 CFR 396.17)
Have each vehicle pass an annual DOT periodic inspection and keep the report on file.
Annual · ~$50–150 per vehicle
ELD records of duty status (RODS) retention
Keep your electronic logging device records of duty status — the trailing 6 months, plus a separate backup.
Continuous (rolling 6 months) · ELD subscription ~$15–40/month
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