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Guide to understanding vehicle miles traveled with truck driving on open highway through hills under cloudy blue sky.

January 25, 2024

What is Vehicle Miles Traveled (VMT), and why is it essential to keep it updated?

The transportation industry is heavily regulated, with strict laws and regulations in place to ensure the safety of drivers and other road users. One of the rules that trucking companies and owner-operators must comply with is tracking Vehicle Miles Traveled (VMT).

In this article, we’ll cover everything you need to know about VMT and how your trucking company and operators can stay compliant.

VMT Meaning: Understanding Vehicle Miles Traveled

The U.S. Department of Transportation (USDOT) Federal Highway Administration (FHWA) defines Vehicle Miles Traveled (VMT) as the total number of miles traveled by a vehicle within a specific time frame.

The FHWA and the Bureau of Transportation Statistics collect VMT data from state transportation agencies to track the performance and usage of public roads.

VMT data is calculated by adding the combined estimated total miles traveled of all commercial motor vehicles in the company’s operation to the nearest 10,000 miles for the previous 12 months.

This data is then used to assess highway statistics, such as traffic patterns, road user charges, and congestion levels.

The Importance of an Updated Vehicle Miles Traveled (VMT) Record

In the trucking industry, 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.

Additionally, VMT is used for compliance with various safety regulations, including Hours of Service (HOS) rules. These regulations limit the hours a driver can be on the road without mandatory rest breaks.

Highway performance monitoring system (HPMS) data is also collected through VMT tracking, which helps government agencies plan and improve transportation systems.

How do you update your Vehicle Miles Traveled (VMT) record?

One common challenge trucking companies face is dealing with outdated Carrier VMT data.

The process of VMT filing involves reporting the total miles traveled by your vehicle(s) within a specific timeframe. Here’s how you can ensure that your Carrier VMT never becomes outdated:

  • Manual Updates: This is the simplest method to log vehicle miles of travel and the most time-consuming. It involves recording the odometer reading at the start and end of each journey. It’s a good practice to keep a logbook to track these readings.
  • Electronic Logging Devices (ELDs): ELDs can automate the tracking process, making VMT filing more manageable and accurate. They record the distance a vehicle drives and update the VMT in real-time. This eliminates the risk of human errors and can save you a lot of time.
  • Engine Computer Data: Modern trucks come equipped with computers that record various data, including miles traveled. Accessing and downloading this data can provide you with the most accurate VMT for filing.

Why should you prioritize accurate Vehicle Miles Traveled (VMT) entry?

Accurate entry of Vehicle Miles Traveled (VMT) holds utmost significance for various reasons, chiefly among them are the following:

  • Billing Clients: VMT forms the basis for billing clients, as it provides proof of the total miles driven while transporting goods. This ensures that clients are charged appropriately based on the actual vehicle miles traveled.
  • USDOT Compliance: Accurate VMT logs are critical in demonstrating compliance with Hours of Service (HOS) regulations during inspections by the US Department of Transportation (USDOT). These logs confirm that drivers adhere to the prescribed driving hours, thus ensuring road safety.
  • Tax Deductions: VMT data can be utilized to claim business mileage tax deductions. The Vehicle Miles Traveled Tax is based on a vehicle’s miles; hence, maintaining accurate VMT records can help trucking companies avail tax benefits.
  • Route and Operational Cost Efficiency: Keeping track of vehicle miles traveled can aid in route optimization. By analyzing historical VMT data, companies can identify the most fuel-efficient routes, fuel consumption rates, and many more, which leads to cost savings and operational efficiency.

Common Vehicle Miles Traveled (VMT) tracking mistakes to avoid

Despite the straightforward process of logging Vehicle Miles Traveled (VMT), several common mistakes can lead to inaccuracies in VMT records:

  • Failure to log vehicle mile data at each shift: Forgetting to log miles at the start and end of each driving shift can result in a significant discrepancy in the total recorded miles. The ideal practice is to record the odometer reading before and after each trip, ensuring an accurate account of vehicle travel.
  • Relying on trip summaries: While they can provide an overall view of the miles traveled, they may not accurately reflect the specifics of each journey. Individual trip records offer a more detailed account, allowing for more precise tracking and the ability to identify any inconsistencies.
  • Combining personal and business vehicle miles traveled: Allowing unapproved passengers to track personal miles as business miles can also skew VMT data. This practice can drastically inflate the total recorded vehicle miles and result in incorrect VMT filing. Monitoring this aspect and ensuring that only business-related travel is recorded as part of the vehicle’s miles is crucial.
  • Other factors: Not taking into consideration other factors, such as detours, traffic, or additional stops, can result in inaccurate VMT filing. These aspects of transportation can add a significant number of extra miles to a trip and, therefore, should be documented accurately.

Technology options to simplify Vehicle Miles Traveled (VMT) tracking

Here are some technological advancements that can simplify the process of Vehicle Miles Traveled (VMT) tracking:

  • ELDs with Integrated GPS: Electronic Logging Devices (ELDs) equipped with integrated GPS technology can automatically record the miles each truck travels. The data is then compiled into a report that is easy to understand and submitted for VMT filing. Using ELDs can significantly reduce human errors, thus ensuring the accuracy of the VMT report and, consequently, the VMT fee.
  • Fleet Management Apps: These apps sync directly with the trucks’ systems to download mileage data. They can provide real-time tracking and reporting of VMT, thus enabling the creation of a final report that accurately reflects the actual miles traveled. This can help in minimizing costs related to inaccurate VMT filings.
  • Mileage Tracking Software: This software comes with reporting and analytics tools to analyze and interpret VMT data. The research results can be used to identify patterns and trends, optimize routes, and reduce operational costs. Additionally, the final report generated using this software can serve as a robust record of miles traveled for VMT filing.

Vehicle Miles Traveled (VMT) management for trucking companies

Vehicle Miles Traveled (VMT) is a crucial aspect of trucking company operations that must be accurately tracked and managed.

It ensures compliance with regulations and offers various benefits such as tax deductions, route optimization, and cost savings.

However, keeping a precise record of VMT can be difficult, especially for larger fleets. At DOT Compliance Group, we understand the importance and challenges of VMT tracking, so we offer efficient solutions to simplify this process.

Our team of specialists can help you manage your VMT and ensure you’re doing well while maximizing operational efficiency. Contact us today for more information on our VMT management services.

How VMT Data is Used in Transportation Planning and Fleet Decisions

Vehicle Miles Traveled (VMT) data is an essential tool for transportation planning and fleet management. It helps companies make informed fleet decisions, such as determining vehicle allocation, scheduling maintenance, and optimizing driver routes to reduce costs and improve efficiency. VMT also supports compliance with federal and state transportation regulations, including DOT reporting requirements, and can be used to document mileage for tax deductions. Additionally, analyzing areas with lower VMT can help identify locations with reduced traffic exposure, informing safety and risk management strategies.

Leveraging VMT Data for Business Insights

VMT data from ELDs, fleet management apps, and mileage tracking software can do more than ensure accurate reporting—it provides key insights for fleet operations.
On a broader level, VMT trends support strategic decisions, like expanding the fleet or reallocating resources to busy areas. By turning raw mileage data into actionable insights, businesses can improve efficiency, cut costs, and boost overall fleet performance. Properly leveraged, VMT reporting becomes a powerful tool for smarter, data-driven decision-making across the entire operation.

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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