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Several trucks are parked in a lot under a cloudy sky. The image promotes a guide with text: “Kentucky KYU Number And Registration: The Complete Guide," indicating USDOT-related services.

July 28, 2022

Kentucky KYU Number And Registration: The Complete Guide

The KYU number is a tax license number and it is issued for the Kentucky weight distance tax. If you are a motor carrier with a weight of more than 59,999 lbs and if you are traveling to Kentucky, you will be subject to this tax.

The Kentucky permit is a one-time permit that you are required to obtain for your commercial vehicles, especially the ones that do not travel through the state regularly. 

The state requires that every commercial vehicle must obtain this permit if it travels through Kentucky and has a gross weight of 60,000 LBS or more than that.

By obtaining this permit, you are giving proof that you have registered with the state and that you are eligible to receive a highway tax form quarterly. You must fill and return this tax form on or before the due date.

The easiest way to get and retain your Kentucky permit is to get in touch with your third-party administrator or DOT compliance facilitator. They can help you out with KYU registration and renewal as well.

How Do I Get My KYU Number?

The ideal and probably the simplest way to get your KYU number or get it renewed is to ask your third-party administrator to do the needful for you. The process to get your Kentucky weight distance tax number is very small and simple:

  • To obtain your permanent KYU tax license number, visit the motor carrier portal.
  • You can also use the Kentucky trucking application form which is the TC 95-1.
  • Or as an alternative, you can ask your third-party administrator or DOT compliance consortium to do the needful.
  • You will get your KYU number within 10 to 14 business days if you do this by mail.

How Long Does The Entire Process Of Application Take?

It is going to take somewhere between 7 and 14 business days from the receipt of the application for the process to get completed. Once your application is fully processed, you will receive a letter of issuance.

This will have your new tax license number on it. It will also contain the necessary quarterly tax forms that you need to file before the due date.

What Is The Cost Of Obtaining Your KYU Number?

There is no fee or charges that you have to pay to obtain your permanent KYU tax license number.

Is Your KYU Number The Same As Your IFTA Number?

No. Your KYU number is different from your IFTA number. Your IFTA is a fuel tax that is based on the amount of fuel that you have consumed through your vehicle across IFTA jurisdictions.

The IFTA taxable vehicles should weigh 26,000 lbs and must have three or more axles. The KYU is a highway usage tax. It is based on KY mileage.

Are There Any Requirements Regarding The KYU Number?

Yes, there are a few requirements that you need to meet before you can apply for your KYU number:

  • You first have to register as an interstate carrier (you can use your USDOT number for the purpose)
  • If you operate an inter-state commercial vehicle, your motor carrier must be active at the moment
  • You must submit the full information regarding your commercial vehicle including the plate number
  • If you run a transportation company, you must have enrolled in the unified carrier registration program and it must have been done for the current year

What Do You Do After You Have Been Issued Your KYU Number?

Once you obtain your KYU number, you must file your KYU quarterly taxes. It is required of you to do that to keep your license in good standing. Your quarterly reports will be due on the last day of the month that follows the end of the quarter.

When you apply, you are given the option to file the quarterly report yourself or have your third-party administrator file the same for you. They can help you stay compliant with all the rules and regulations laid down by the department of transportation and the federal motor carrier administration.

Understanding Applicable Penalties For Late Filing

Yes, if you fail to file your Kentucky weight distance tax on time, there is a penalty for you. The quarterly tax is due on the last day of the month at the end of the quarter.

If the due date falls on a public holiday or a weekend, you must look out for a day that is available before that and file your tax to avoid any penalties. Failing to do that will lead to the cancellation of your KYU license.

If your KYU license is revoked, you will have to pay a failure to file fee. In addition to that, you must also pay interest and additional charges to reinstate your license.

Final Thoughts

So there you go. Now you know what to do to get your KYU number and registration on time. You also know when to file for the tax that is due and how to avoid any fines and penalties. For more information, you should speak with your DOT compliance consortium.

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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