Truck Services of North America

Along with the hustle and bustle of HVUT renewal season comes the registration deadline for vehicles transporting hazardous materials. Just like filing your 2290, it’s not wise to wait until the last minute to register, or you could subject yourself to late penalties and fines.

The HazMat Certificate registration period for the upcoming year began May 1, 2015, and runs until June 30, 2015.

For those unfamiliar with the registration process or that need a slight refresher, we have highlighted everything you need to know about applying for a Hazmat Certificate of Registration.

Why Do I Need to Register?

The Pipeline and Hazardous Materials Safety Administration requires anyone that offers transportation of shipments containing hazardous materials, including hazardous waste, to file a registration statement with the Department of Transportation in addition to paying an annual fee. This is required for the transport of any hazardous material requiring a US DOT placard, which includes oil, petroleum, and propane.

Registration for the upcoming year is due by June 30th, but please note that partial years are still required to pay the entire filing fee. Therefore, if you already registered in May, your registration will need to be renewed again before July 1st.

How to Register

Registration to transport hazardous materials can be applied for online through the PHMSA website or by mail. The fees for registration vary as small businesses and nonprofit organizations get significantly lower rates than large businesses.

Several different categories of hazardous materials have been created by PHMSA, and each requires a different certificate and a unique placard displayed on the vehicle.

If you’re unsure which placards are required for your operation, contact TSNAmerica, and we can help you determine what’s right for your business.

Recordkeeping Requirements

After obtaining the proper registration, it is necessary to follow PHMSA regulations, which require that registration be kept on file at a company’s place of business for three years and available for inspection.

Moreover, every truck or tractor used in the transportation of hazardous materials is required to keep a copy of the current registration on board. Truckers are also given the option to instead keep a document with the current year’s registration number.

Penalties

Penalties can be levied on those that fail to register or to comply with recordkeeping requirements by either the local, state, or federal government. If a roadside inspection or DOT audit shows that a truck is not properly registered, the owner of the truck can:

Be fined up to $32,000 per day of violation. Lose their interstate or intrastate operating authority. To avoid penalties, be sure that all of your trucks are properly registered today. To check on the registration status of any of your trucks you can visit the PHMSA company registration search.

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 Fees The 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!

With 2290 renewal season around the corner, you should already be preparing to file your heavy vehicle use tax. But many of you may still be wondering if you can file using your Social Security Number.

Unfortunately, the good old days of simply using your Social Security Number to file those 2290’s are long gone, and if you don’t already have an EIN, NOW is the time to apply for one.

What’s an EIN?

An EIN, also known as an Employer Identification Number or a Federal Tax Number, is a unique nine-digit number that is used to file heavy vehicle use tax. This number must be obtained from the IRS, and you can apply for one for free on the IRS website.

EIN numbers:

Contain nine digits in the form of XX-XXXXXXX Cannot be transferred or cancelled Are used for business activities only Should not be used in place of your SSN

Why Do I Need One Now?

You may be wondering why you should begin this process now if you haven’t already, and maybe you’re even thinking that you’ll just get around to it once tax season actually starts. However, the best practice is preparation, so you should go ahead and get prepared now.

The process of filing for and receiving an active EIN can be a bit time-consuming, and if not done in time, can delay your filing and even potentially cost you late penalties. On average it takes the IRS 10 business days to activate an EIN, and in some cases it can even take up to 15. Until your EIN becomes active, your return will be rejected again, and again, and again.

How Can I Get One?

Although the process of obtaining an EIN is free through the IRS, it can be somewhat of a daunting task to handle on your own. The good news is that even if you don’t have the time to go through the strenuous process of filing and waiting for an EIN to become active, there are people that do.

Truck Services of North America specializes in making the entire process as simple and hands-off as possible for truck owners and operators. TSNAmerica’s tax specialists provide countless services for truckers, and will take care of the EIN process in its entirety with a simple five-minute phone call.

Be sure to exercise caution, however, as there are no shortage of scams out there charging upwards of $400 in return for assistance with the process, while TSNAmerica provides this service for only $50.

After you have your active EIN, there’s only one thing left to do and that’s to file your 2290. Don’t want to deal with that process either? With another simple five-minute phone call, TSNAmerica will take care of that for you too and have your stamped Schedule 1 sent to you in a matter of minutes. If your return is rejected for any reason, TSNAmerica will even make any necessary changes and resubmit your 2290 until it is accepted by the IRS, leaving your business to do exactly that, business.

Misplaced Your EIN?

If you have already received your EIN number but forgot or misplaced it, here’s what you can do:

If you’ve ever E-filed your 2290 with our friends over at ExpressTruckTax, then your EIN is automatically stored in your account. Just login and view your business details on your dashboard, or pull up a previously filed return to find your EIN. Check with the bank or the institution that you applied for a license with. Both should have your EIN on record. If all else fails, call the IRS Business and Specialty Tax Line at 1-800-829-4933. After you verify your identity, the IRS will be able to provide you with your EIN.

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.

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.

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.

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!

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.

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

[email protected]

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.

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. 

UCR, IFTA, IRP, MC#, DOT#–the list goes on and on!

Obtaining your operating authority requires filing all of the above and more, making this task a time-consuming nightmare for new transportation companies.

But nothing is more arduous than filing your own BOC-3.

The BOC-3, or blanket of coverage, is also required to obtain your interstate operating authority, and it is typically filed immediately after your MC# is issued.

Submitted to the FMCSA, the BOC-3 filing is used to designate process agents in each state your business operates in or through.

Each process agent serves as your legal representative in that state and accepts all legal documents or court papers that may be served to your business. The agent in turn sends those documents to you, and if the agent is a lawyer, they may advise you on how to proceed appropriately and according to laws in that state.

Ways to File your BOC-3

Here’s where it gets tricky! Should you decide to file the BOC-3 on your own, you must obtain the contact information and consent for an agent in each state you operate in. Moreover, the agent cannot be just anyone. For example, the agent must reside in the state for which s/he is designated. It’s also best that the agent be a lawyer for the reason stated above. For more information on who can serve as an agent, check the FMCSA regulation 49 CFR 366.

Alternatively, you can have a processing agent file your BOC-3 for you. But be cautious when choosing your processing service. The agent must be registered with the FMCSA as a BOC-3 blanket agent. This means they have already leased the services of an agent in all states, which is itself a difficult task that many agents have not completed. Moreover, many processing services will take 3-7 days to complete your BOC-3, which means your MC# will not be activated and you cannot operate.

If you’d prefer to have a processing service handle your BOC-3, there’s no one better equipped to handle it than Truck Services of North America. We’re not only BOC-3 certified, we’re fast too and we’ll complete your BOC-3 filing in 5 minutes or less. No third party involvement. And if we are obtaining your MC# for you, we can automatically complete your BOC-3 at the same time if you so choose.

Change Happens

Changes in designation can only be made by filing a new BOC-3 with the FMCSA. If you have an existing BOC-3, but would like to alter one of your designations, TSNAmerica can E-file the new BOC-3 for you in minutes.

If any of your contact information changes, even slightly, you are legally obligated to notify your blanket agent. This is to ensure that any legal documents served to your business can be promptly delivered. Just give us a quick phone call if you need to update your contact info, and we’ll get you squared away immediately.

Truck Services of North America has authority packages to get your new business up and running with zero hassle. Already have a DOT# & MC#? No problem. If the BOC-3 is all you need, we can still E-file it for you instantly. In fact, whatever your business needs, we have a service that will take care of it for you.

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. 

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. 

We’ve been getting quite a few questions here at TSNAmerica, questions regarding DOT & MC numbers.

Do you need one– the other– or both? And what are they used for?  Well today, we’ll make some sense of the FMCSA’s requirements for DOT & MC numbers, and we’ll cover the part that people most often forget: required biennial updates.

USDOT #

The USDOT Number serves as your vehicle’s identification during inspections, compliance reviews, and more.

The FMCSA (Federal Motor Carrier Safety Administration) requires most interstate vehicles that haul cargo or passengers to obtain a DOT#.

Are you required to have a DOT#? Here are the specific requirements for interstate vehicles: 1. Your vehicle has a gross or combined weight of 10,001 lbs or more. 2. Your vehicle transports 8 or more passengers for compensation. 3. Your vehicle transports 15 or more passengers not for compensation. 4. You transport hazardous materials.

If you travel intrastate only, you will still be required to obtain a DOT# if you transport hazardous materials or if you are based in one of the 33 states that requires DOT#’s for all commercial carriers. Here’s a list of the states that currently require DOT#’s:

Alabama, Alaska, Arizona, Colorado, Connecticut, Florida, Georgia, Indiana, Iowa, Kansas, Kentucky, Maine, Maryland, Michigan, Minnesota, Missouri, Montana, New Jersey, New York, Nebraska, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, South Carolina, Tennessee, Texas, Utah, Washington, West Virginia, Wisconsin, Wyoming

When you first obtain your DOT#, you will be issued a PIN. Keep this information safe as you will need it to update your information with the FMCSA.

If you lose your PIN, TSNAmerica can retrieve it for you. The fastest way for us to retrieve it is via the email you have on file with the FMCSA. Postal mail retrieval will take 7-10 business days, so it’s important to provide the FMCSA with an email address you will have long-term access to for situations like these. Either way, we can get the job done and get you back on track.

Biennial Updates

All DOT#’s must be updated with the FMCSA biennially (every 2 years) in order to remain active. 

Even if your business or vehicle information has not changed, you are still required to update.

If you fail to update your DOT# information, the FMCSA may deactivate your DOT# or may even levy steep penalties against you. 

The deadline for you to update is determined by the last digit in your DOT#. Each digit corresponds to the month in which you should update. For example, DOT#’s ending in 9 must be updated in September every other year. 

For information about when your update is due, or for help filing your update, just call TSNAmerica!

MC #

Now for the tricky part! So you have a DOT#...but do you also need an MC#?

The MC#, also issued through the FMCSA, grants you your interstate operating authority. The type of authority you must obtain is determined by your business operations and the kind of cargo you carry. Some businesses may need more than one. In this case, the MC# is the type of authority required for for-hire carriers. 

TSNAmerica can help you determine which kinds of authority you need to obtain in addition to your DOT#. 

Private carriers are not required to obtain an MC#.

But Wait, There's More...

To be issued an MC#, you will need to have a BOC-3 processing agent on file with the FMCSA. The BOC-3 agent is the designated person or office that will receive legal documents on your behalf in each state.

Now there’s good news, and there’s bad news. The bad news is this: if you choose to do complete the BOC-3 on your own, you will need to seek out a processing agent for every single state you operate in. That’s a lot of work! Here’s the good news: you don’t have to do it!

TSNAmerica is an FMCSA-registered Blanket Agent, meaning we already have the contacts in every state that you need. We can file your BOC-3 for you, same day! No waiting, no third party involvement. Just immediate results. 

Just one last thing! Once you receive your MC#, it will not be active until you provide the FMCSA with your insurance information. To activate your MC#, have your insurance company E-file for the correct amount of coverage that is required for your operation. Then you’re ready to roll!

Knowledge is the first step. As a business owner, it’s important to understand the requirements specific to your business.  Truck Services of North America is the second step. We don’t only know the requirements, we also know how to meet them in a timely fashion.

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, theRenewal 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