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November 6, 2024

5 Simple Steps to Correctly File Your USDOT Number Application

Commercial motor vehicles (CMV) are an essential part of the transportation industry, and with that comes certain regulations and requirements.

One of these requirements is obtaining a US Department of Transportation (DOT) number, a unique identifier assigned to commercial vehicles for monitoring safety information and compliance with federal regulations.

Obtaining a USDOT number can be confusing, especially for those new to the transportation industry. However, getting the application process right is crucial to avoid penalties and ensure regulatory compliance.

In this ultimate guide, we will break down the DOT registration steps, walk you through a complete FMCSA application process, and provide expert tips to ensure you file your USDOT number application correctly.

What Is a USDOT Number and Its Importance for Trucking Compliance

What Is a USDOT Number and Why Do You Need It?

A USDOT number is a unique identifier assigned by the Federal Motor Carrier Safety Administration (FMCSA). It’s used to monitor and collect safety information on companies that operate commercial motor vehicles involved in interstate commerce.

Operating without a USDOT number when required can result in severe penalties, including fines and even being ordered to cease operations.

USDOT Number vs MC Number: Key Differences Explained

An MC number (Motor Carrier number), also known as Interstate Operating Authority, is a unique identifier for companies that operate in interstate commerce and transport regulated commodities for hire.

Without an MC number, businesses cannot legally transport goods or passengers across state lines for compensation. This includes both freight carriers and passenger carriers, as well as companies transporting household goods.

While a USDOT number tracks safety information, the MC number specifically authorizes a company to engage in for-hire transportation of regulated goods or passengers.

Step 1: Determine If You Need a USDOT Number or an MC Number

It is essential to determine if your business requires a USDOT number or an MC number before starting the application process. This will save you time and prevent any delays with obtaining the necessary operating authority.

According to the FMCSA, the following are required to obtain a USDOT number:

  • Interstate Carriers: Companies that operate across state lines, transporting cargo or passengers.
  • Intrastate Hazardous Materials Transporters: Companies operating within a state that transport hazardous materials that require placards.
  • Commercial Vehicle Operators: Businesses using vehicles with a gross vehicle weight rating (GVWR) of 10,001 lbs or more are designed to carry more than eight passengers (including the driver) for compensation.
  • For-Hire Carriers: Companies that transport passengers to the public for a fee.

On the other hand, businesses that typically need an MC number include:

  • For-Hire Carriers: Companies that transport passengers or cargo for a fee across state lines.
  • Freight Carriers: Businesses transporting regulated commodities across state lines.
  • Passenger Carriers: Companies offering interstate transportation of passengers for compensation.
  • Brokers: Entities that arrange for the transportation of goods but don’t operate trucks or cargo directly.

Tip: Use the FMCSA Registration website to check if you need an MC number, USDOT number, or both.

Step 2: Gather the Required Information for USDOT and MC Number Application

Before starting the application process, gather the essential details:

  • Company information: Legal name, DBA (if applicable), and employer identification number (EIN) or social security number.
  • Business structure: Sole proprietorship, corporation, LLC, etc.
  • Business operation classification: Are you an interstate or intrastate carrier? Are you transporting property, passengers, or hazardous materials?
  • Vehicle information: Number and type of commercial vehicles, gross vehicle weight (GVW), and whether your vehicles carry hazardous materials.

Step 3: Register Through the FMCSA Unified Registration System (URS)

To register for a USDOT number, visit the FMCSA website and select “Portal Login”:

  • Create an Account: If you don’t have an FMCSA account, you will need to create one by providing your email address and password.
  • Select Your Registration Type: Select “USDOT Number Registration” from the drop-down menu and follow the prompts to enter your business information and complete registration.
  • Pay the Application Fee (if applicable): The filing fee can be paid by credit card or electronic check (ACH).

If you need assistance with the application process, consider using a third-party service like DOT Compliance Group. Our specialists can help you complete your USDOT number application accurately and efficiently, as well as provide ongoing compliance support.

Step 4: Complete the MCS-150 Application Form

Depending on your business operation, you may need to complete additional compliance steps before receiving your USDOT and/or MC number. These may include:

  • BOC-3 Filing: You must designate a process agent to handle legal documents in the states where you operate. This is required for the MC number and can be done through an FMCSA-certified BOC-3 filing agent.
  • Insurance Filings: Businesses operating commercial motor vehicles must provide evidence of financial responsibility by filing proof of insurance with the FMCSA.
  • Unified Carrier Registration (UCR): Companies that operate interstate are required to register and pay an annual fee based on fleet size through the UCR program.

Step-by-Step Guide to Registering for a New USDOT Number

Step 5: Submit Application and Confirm Receipt

Before submitting your application for a USDOT or MC number, it’s important to conduct a final review to ensure that all information is accurate and complete.

After submitting your application, you will receive a USDOT and/or MC number confirmation via email:

  • USDOT Number: If you’ve applied for a USDOT number only, it will be issued immediately after submitting your application. You can begin using your USDOT number right away.
  • MC Number: The MC number undergoes a 21-day vetting period before it becomes active. During this time, the FMCSA will provide further instructions if any additional steps are needed, such as insurance filing or other compliance tasks.

You can check the status of your application on the FMCSA website using your USDOT or MC number.

Common Mistakes to Avoid When Filing for a USDOT Number Businesses often

Businesses make a few common errors when filing for a USDOT number. These can lead to delays in approval, additional fees, or even legal issues down the line. Here are some common mistakes to avoid when applying for your USDOT number:

  • Incorrect Classification of Your Business: It’s essential to determine your business’s correct classification before applying for a USDOT number. For example, companies often misclassify themselves as intrastate (operating within one state) when they are actually engaged in interstate commerce.
  • Missing or Inaccurate Information: Failing to provide accurate information on your application can result in delays or rejection. For example, your fleet mileage must be reported accurately, as it directly affects your compliance with federal regulations and safety requirements.
  • Applying for the Wrong Type of Number: Some businesses mistakenly believe they need an MC number and a USDOT number when not all operations require it. Only those engaging in interstate commerce or transporting hazardous materials, regardless of whether they operate interstate or intrastate, need both. Use the FMCSA Registration website to confirm if your operation requires an MC number before starting the application process.

How to Easily Obtain Your DOT Number for Trucking Compliance

Compliance Steps After Receiving Your USDOT Number

At DOT Compliance Group, we understand that navigating federal regulations can be overwhelming for business owners. That’s why our team of experts is here to help you with every step of the process.

From obtaining your USDOT number to handling BOC-3 filings, insurance filings, and more, DOT Compliance Group can streamline the application process and provide ongoing support for all your compliance needs.

Contact us today to learn more about how we can assist you in getting your DOT number quickly and efficiently.

FAQ

What Happens If You Fail a DOT Inspection?

If the vehicle or driver is deemed unsafe, they may be placed out of service, meaning the vehicle cannot operate until all violations are properly corrected.

Who decides which level of inspection to perform?

Both the Commercial Vehicle Safety Alliance (CVSA) and the Federal Motor Carrier Safety Administration have a part in DOT inspection levels. The CVSA develops the criteria and sets the procedures for every inspection level. The FMCSA establishes overall regulations and determines which vehicles must be inspected.

How often do DOT inspections happen?

DOT inspections can happen at any time. They most commonly happen during roadside stops and weigh stations. Carriers with higher risk, poor safety records, or hazardous material may be inspected more frequently.

What documents are required during an inspection?

Documents required during an inspection include but may not be limited to:

  • State driver’s license or commercial driver’s license
  • Medical examiner’s certificate
  • Record of duty status
  • Vehicle registrations
  • Periodic inspections document for all vehicles being operated
  • Shipping papers or bills of lading
  • Information for hazardous materials being transported
  • Proof of insurance

What are common DOT inspection violations?

According to the FMCSA, the 5 most cited roadside violations are:

  1. False Report of Driver’s Record of Duty Status: log falsification providing inaccurate or intentionally altered duty-status information.
  2. No Record of Duty Status (ELD Required): using a commercial vehicle without the required electronic logging device or valid time records.
  3. Inoperable Required Lamp: crucial lights (headlights, brake lights, turn signals, etc.) are not functioning properly.
  4. Operating a Commercial Motor Vehicle Without a Commercial Driver’s License (CDL)
  5. Operating a Commercial Motor Vehicle Without Proof of a Periodic Inspection: failure to meet FMCSA the maintenance standards of a required annual inspection.

Why is updating VMT important for compliance?

VMT is tracked to determine fuel tax obligations (Vehicle Miles Traveled Tax) used for road maintenance and improvements. Trucking companies must keep accurate records of VMT to ensure they pay the correct amount of taxes.

How often should VMT be updated?

For motor carriers VMT must be updated every two years along with the MCS-150 form for the Biennial Update.

Can VMT be tracked automatically with technology?

Yes, Electronic Legging Devices (ELDs), Fleet Management Apps, and Mileage Tracking Software are all technological advancements that can simplify the process of VMT tracking.

How does VMT affect taxes and fuel reporting?

Accurate VMT records help document mileage for business-related tax deductions, ensuring compliance with IRS regulations. It also supports fuel tax reporting by tracking the miles each vehicle travels in different jurisdictions, which is essential for state and federal fuel tax calculations. Proper tracking reduces errors, prevents penalties, and provides a clear record of operational costs.

How do I know when my Biennial Update is due?

  • Your filing schedule depends on the last two digits of your USDOT number. The last digit corresponds with what month the form needs to be filed in. January is 1, February is 2, March is 3, etc. The next to last digit determines the year (odd-numbered year or even numbered year). For example, DOT number 1234567 files their biennial update in July (7) of every even year (6). Contact us today to see if you’re due.

Does the Biennial Update cost money to file?

While you can file your Biennial Update yourself for no cost through FMCSA. The process can often be confusing and time-consuming. Our team can handle your filing for you, simplifying the process for you.

Do intrastate carriers need to file the update?

Yes, even if carriers stay within state lines, a biennial update is still needed for their USDOT number.

What happens if I miss my filing deadline?

  • Failure to complete biennial update to FMCSA can be subject to fines with a maximum penalty of $10,000. If your update is past due, you can still file it to restore your compliance status. Contact us today to file your form! https://dotcompliancegroup.com/bu-update/ 

What are the new FMCSA rules in 2025?

  1. Civil Penalty Amount Increases
  2. Drug & Alcohol Clearinghouse Becomes Exclusive Source for checking driver history.
  3. ELD Technology Required
  4. SMS (Safety Measurement System) Modernization
  5. Crash Preventability Determination Program Expanded

When do the 2025 FMCSA regulations take effect?

The confirmed dates these regulations take effect is May 30, June 23, October 1, 2025.

How can trucking companies prepare for these changes?

Regularly reviewing your Safety Measurement System (SMS) scores and maintaining personal checklists for inspections, driver qualification files, and drug and alcohol testing helps catch issues before they affect audits. Partnering with DOT Compliance Group streamlines filings, reporting, and ongoing monitoring, taking the guesswork out of FMCSA regulations and keeping your operation audit-ready year-round.

What Triggers a DOT Compliance Review?

A DOT compliance review is triggered when FMCSA wants to ensure a carrier is following safety regulations. Common triggers include high SMS safety scores, a history of crashes or violations, and previous noncompliance. Staying proactive with accurate records, driver files, and regular internal audits helps reduce the likelihood of a review.

Where can I get help with FMCSA filings?

DOT Compliance Group can assist with any help or questions you may have about FMCSA filings. Call 972-476-9962.

How long are violations kept on record?

According to the Clearinghouse rules, drug and alcohol violations remain in the FMCSA Clearinghouse for five years, provided all requirements (such as completing the return‑to‑duty process) have been met before that period ends.

What if an employer makes a mistake in reporting?

In practice, correcting an employer reporting error typically involves identifying the mistake in the database and then submitting a request for correction through the Clearinghouse portal or FMCSA procedures, so the record reflects accurate information. 

What are the penalties for non-compliance?

FMCSA rules allow civil penalties for non‑compliance, and separate authorities note that employers who fail to meet Clearinghouse requirements may face civil fines or criminal penalties under federal regulations.

Do trucking companies check the Clearinghouse?

Yes — trucking companies check the Clearinghouse as part of their hiring and compliance process. The FMCSA Clearinghouse is designed so employers can search a driver’s drug and alcohol violation records before permitting them to operate a commercial vehicle. Employers are required to conduct these queries for both prospective and current drivers as part of compliance.

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