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Trucks lined up in a parking area with text: "How To Get Your IRP Plate Today: A Quick 9-Step Guide." String lights decorate the top, adding a festive touch.

June 1, 2023

One of the most frequently discussed topics today is the International Registration Plan which is the IRP. If you haven’t applied for your IRP, chances are that you are confused and reluctant at the moment. You also feel a little intimidated because you are probably new to the industry. If you operate a trucking company in the US, you are required to understand the various rules and regulations related to DOT compliance right now. The International Registration Plan is an agreement that states that if you are a trucking company and are involved in the transport of freight across multiple jurisdictions throughout the country, you must report the miles that your vehicle has traveled in each state. Also, you as the owner of the company are required to pay the correct amount of taxes in every jurisdiction that you travel across. It is an annual requirement and mandatory for every trucking company that is involved in the said operations.

For you to qualify for the international registration plan, you must fulfill the following conditions:

  • The gross weight of the vehicle or the automobile that you drive should be more than 26,000 pounds (gross vehicle weight) also, the automobile should have at least 3 or more axles and this is regardless of the GVM
  • If your vehicle is a power unit or if it is some kind of an attachment or trailer which has a weight of more than 26000 LBS, you are required to apply for an IRP
  • If your motor vehicle is a part of a fleet in the state of Florida (declared), this is going to apply

Does this mean that you are not required to obtain your IRP plate if you focus your business activities within the local area or a single jurisdiction? Yes, that is the case. Only if you travel outside your state jurisdiction, you must register for your IRP without any delay. The International Registration Plan is between the US and numerous Canadian provinces and also the District of Columbia.

Obtaining Your IRP Plate, Simplified In The Following Process

Contact Your IRP Officer

Remember to contact your IRP office in your state. They will explain to you all the important requirements related to registration and all the forms and formalities that you have to fill out and fulfill.

Determine Your Qualification For IRP Registration

This is going to help you determine whether you qualify for an IRP or not in the first place. The requirements given above should be enough to give you the much-needed clarity.

IRP Office Registration

You will always have to select one state as your base jurisdiction or base state which is your state of business operations. This is where you have established your place of business. The local IRP officer will need you to fill out a few forms and submit a few documents including the physical address of your business.

Now let’s talk about a few very important permits that you are required to obtain before or as you register for the International registration plan

USDOT Number

One of the most important documents that you should always carry with you is your USDOT number. It is not exactly a document but a critical detail that the federal motor carrier safety administration always requires you to be aware of. You should obtain your USDOT number because it helps the authorities identify your vehicle and also track any safety violations that you may have committed.

FMCSA Authorization

It is also important to get your FMCSA authorization before you start transporting goods using your commercial vehicles outside your base state or base jurisdiction.

IFTA Permit

The IFTA permit allows you to report fuel used by multiple vehicles that operate or even when a single vehicle operates across multiple jurisdictions throughout the country under your name.

Heavy Vehicle Use Tax HVUT

The HVUT is the heavy vehicle use tax and it will be applied to your automobile if it has a weight of more than 55000 lbs.

Town And City Fee

The local fees and taxes are also very important. The authorities are going to check whether you have paid them in full or not as you register for your International registration plan. You are also required to find out the exact amount of all these fees before you receive your IRP apportioned registration plate and cab card for your vehicle.

Determining/Calculating Your Fee Is Critical

This amount is always going to differ depending on which state you live in. The IRP plate renewal cost too is going to depend on several factors. The most practical way to go about it is to either get in touch with your IRP registration department or simply give your DOT compliance facilitator a call. Your third-party administrator is in a better position to keep track of all your fees, taxes, licenses, and various other forms and formalities that you have to fulfill throughout the year to maintain flawless compliance.

There is a jurisdictional percentage that is at play here. You will have to multiply this percentage by the jurisdiction cost and divide the distance that you have traveled in each jurisdiction by the total distance. There is a lot that goes into calculating the amount of the IRP taxes/fees but it becomes easier when you have your third-party administrator by your side.

Understand Your IRP Plate Registration Forms

As mentioned above, you will need to have your USDOT number, FMCSA authorization, and your IFTA permit to be able to apply for your IRP registration.

  • In addition to this, you are required to fill out the following forms as soon as possible:
  • If you have a new account, Schedule A or E and Schedule B will apply
  • In case you want to make a few changes to your existing account, Schedule C shall apply
  • If you want to add a few jurisdictions, you will have to choose Schedule F

No registration for your IRP is going to exempt you from any city permit fee or any other local charges that you have to pay throughout the year.

Obtain Your IRP Plates Smoothly

For this, you will have to set up your IRP and IFTA accounts. Your cab card that you will receive is going to list down all the member jurisdictions in which you are registered/allowed to operate. After receiving your decal, you must remember to place it right next to your front registration plate. If you have a tractor or a trailer, you can place them anywhere close to the lower right corner. If you have registered with the IFTA for the first time, make sure to place these stickers on both sides of the vehicle. Make sure to carry your license at all times as well.

IRP Plate Renewal

The renewal is also quite easy. However, you are always required to keep track of all the miles that you have traveled through every jurisdiction. Remember that every state is going to have a different deadline for this renewal. Always go through your IRP card to check the date and make sure that you never miss any deadline. In fact, the best approach is to choose a third-party administrator or a DOT compliance group to make sure that you never miss out on any such important dates at all.

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.

How MOTUS Changes Daily Compliance Operations

MOTUS primarily changes system access and verification, not safety rules. Login issues, verification delays, or profile errors could temporarily affect filing ability if not addressed early. Even when regulations themselves remain unchanged, system transitions can create operational confusion. Proper preparation helps prevent disruptions in daily compliance operations.

When will MOTUS fully launch for motor carriers?

Phase 2 of MOTUS, which includes motor carriers, brokers, and freight forwarders, is expected mid-to-late 2026. During this phase, users will create accounts, complete business verification, and begin filing through the system. Post-launch enhancements and refinements will continue afterward.

Who is required to use MOTUS?

MOTUS will apply to interstate carriers, brokers, freight forwarders, passenger carriers, and Mexico-domiciled carriers operating in the U.S. Intrastate requirements remain governed by state regulations, though some states still require USDOT registration. For authority holders, additional insight is available in our guide to Motus registration for carriers and brokers.

Does MOTUS replace the FMCSA Portal?

MOTUS does not directly replace the FMCSA Portal. It modernizes and centralizes functions currently spread across multiple systems. Over time, it will replace legacy registration platforms.

Does MOTUS replace the Unified Registration System (URS)?

MOTUS is part of the FMCSA’s broader modernization effort and is intended to replace fragmented registration processes, including legacy URS functions. It consolidates and modernizes legacy registration systems over time, but does not change the core regulatory requirements for carriers.

Will MOTUS eliminate MC, FF, or MX numbers?

No, MOTUS will not eliminate MC, FF, or MX numbers. The modernization affects access and verification — not authority structure. Existing authority numbers stay valid; MOTUS only changes how registration data is accessed and managed.

What documents are required for a DOT audit?

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

Who must comply with DOT regulations?

Any business operating a Commercial Motor Vehicle (CMV) with a USDOT number is required to comply with DOT regulations. This requirement applies to motor carriers, freight forwarders, brokers, and companies operating under a hazardous materials permit.

How can companies avoid common DOT violations?

Companies can avoid common DOT violations by maintaining accurate records, including driver logs, vehicle inspections, and required documents. Regular vehicle maintenance and pre-trip inspections help prevent safety-related violations. Proper training ensures drivers follow Hours-Of-Service rules, secure cargo correctly, and meet CDL and medical requirements. Using technology like ELDs and fleet management software can streamline compliance and reduce the risk of penalties.

What happens during a DOT compliance review?

During a DOT compliance review, or audit, officers review both the vehicle and the driver to ensure compliance with federal and state regulations. They check registration, insurance, inspection reports, and inspect safety equipment and vehicle systems for proper operation. Drivers’ licenses, medical cards, hours-of-service records, and logbooks or ELDs are also examined. The inspection helps identify violations and ensure safety on the road.

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