Federal Compliance Requirements We Track

Commercial Driver's License must be renewed before expiration. Renewal periods vary by state but typically occur every 5 years (60 months). Drivers must hold a valid CDL at all times while operating a CMV. A lapsed CDL means the driver is immediately disqualified from operating.

All CDL holders operating in interstate commerce must maintain a valid Medical Examiner's Certificate (DOT physical). The certificate is valid for up to 24 months, though the medical examiner may issue it for a shorter period based on health conditions. The certificate must be filed with the SDLA and kept in the DQF.

Drivers transporting hazardous materials must hold a valid HazMat endorsement on their CDL. Renewal requires a TSA security threat assessment, which takes 30-60 days to process, and passing the HazMat knowledge test. The endorsement must be renewed every 5 years.

Motor carriers must obtain and review the Motor Vehicle Record (MVR) for each driver at least once every 12 months. The MVR must be obtained from every state in which the driver held a license during the preceding year. Results must be placed in the Driver Qualification File.

Each driver must provide a list of all violations of motor vehicle traffic laws and ordinances during the preceding 12 months, or certify that no violations occurred. The carrier must review this certification and maintain it in the DQF. Due annually on the anniversary of the driver's hire date.

Motor carriers must conduct a full or limited query of the FMCSA Drug & Alcohol Clearinghouse for each driver at least once every 12 months. If a limited query returns results, a full query with the driver's consent is required. The query checks for unresolved drug/alcohol violations.

Motor carriers must implement a random drug and alcohol testing program. A minimum of 50% of the average number of driver positions must be randomly tested for drugs and 10% for alcohol each calendar year. Selections must be spread reasonably throughout the year.

Every CMV must pass a thorough annual inspection performed by a qualified inspector. The inspection must cover all items listed in Appendix A to Part 396. The inspection report and decal must be kept on the vehicle, and a copy maintained at the carrier's principal place of business for 14 months.

Motor carriers must maintain minimum levels of financial responsibility (insurance) for their CMVs. For-hire carriers of general freight require $750,000 minimum, while household goods carriers require $300,000. Hazmat carriers require $1,000,000-$5,000,000 depending on materials transported. Insurance must be continuous with no lapses.

All CMVs must maintain current registration with the appropriate state(s). IRP-registered vehicles receive apportioned plates valid in all member jurisdictions. Registration periods and renewal deadlines vary by base state. Operating with expired registration subjects the vehicle to citation and impoundment.

Motor carriers must have a systematic inspection, repair, and maintenance program for all CMVs under their control. While no specific interval is mandated by FMCSA, industry best practice and most carrier policies require PM service every 90 days or at specified mileage intervals. Documentation of all maintenance must be retained.

Motor carriers must update their MCS-150 form (Motor Carrier Identification Report) every 24 months, filed according to the last digit of the USDOT number. The update is required even if no information has changed. This keeps FMCSA records current for safety monitoring and enforcement.

The Unified Carrier Registration (UCR) program requires annual registration and fee payment from motor carriers, brokers, freight forwarders, and leasing companies operating in interstate commerce. Registration typically opens October 1 for the following year and must be completed by December 31. Fees are based on fleet size.

International Fuel Tax Agreement quarterly fuel tax report for Q1 (January through March). Due by April 30. Carriers must report miles traveled and fuel purchased in each IFTA jurisdiction. Net tax or refund is calculated based on each jurisdiction's fuel tax rate.

International Fuel Tax Agreement quarterly fuel tax report for Q2 (April through June). Due by July 31. Carriers must report miles traveled and fuel purchased in each IFTA jurisdiction. Net tax or refund is calculated based on each jurisdiction's fuel tax rate.

International Fuel Tax Agreement quarterly fuel tax report for Q3 (July through September). Due by October 31. Carriers must report miles traveled and fuel purchased in each IFTA jurisdiction. Net tax or refund is calculated based on each jurisdiction's fuel tax rate.

International Fuel Tax Agreement quarterly fuel tax report for Q4 (October through December). Due by January 31 of the following year. Carriers must report miles traveled and fuel purchased in each IFTA jurisdiction. Net tax or refund is calculated based on each jurisdiction's fuel tax rate.

The IFTA license and vehicle decals must be renewed annually. Most base jurisdictions require renewal by December 31 for the following calendar year. New decals must be displayed on each qualified motor vehicle. Operating without valid IFTA credentials subjects the vehicle to citation in any IFTA jurisdiction.

International Registration Plan apportioned registration must be renewed annually. The IRP allows a carrier to register a fleet of vehicles in one base jurisdiction and receive apportioned registration for travel in all IRP member jurisdictions. Renewal deadlines vary by base state but are typically tied to a staggered registration year.

The Heavy Vehicle Use Tax (HVUT) applies to highway motor vehicles with a taxable gross weight of 55,000 pounds or more. IRS Form 2290 must be filed and the tax paid annually by August 31 for vehicles used during the preceding tax period (July 1-June 30). Proof of payment (Schedule 1) is required for vehicle registration.

A BOC-3 form designates process agents in each state where the carrier operates, plus the District of Columbia. While the BOC-3 itself does not expire, it must be updated whenever the carrier changes process agents, adds operating authority, or begins operating in new states. Required for all carriers with FMCSA operating authority.