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May 11, 2023

MCS-150 Update Tips for Trucking: Stay Compliant

The MCS-150 biennial update is not complicated at all. The federal motor carrier safety administration and the department of transportation have stated clearly that you need to file this update every 2 years regardless of whether you have made any changes to your company’s information or not.

If you have operating authority and work actively in the trucking industry, there are a few rules and regulations that you have to follow if you want to stay 100% compliant throughout the year. There are strict measures in place, especially relating to the MCS-150 form. These are for the safety of every motor carrier working in the United States. MCS-150 form filing is one of those requirements.

The MCS-150 Update – Making Compliance A Necessity

It’s an obligation you can’t escape, but we’re here to help make it simple. The MCS-150 update is a must-do every two years for all trucking companies. This update ensures that you provide the authorities with the latest general information about your business, including the mileage your vehicles have traveled in the previous year. There are also critical details directly related to your business operations that need to be included. It may seem like a hassle but, this update helps FMCSA enforce rules and regulations that keep everybody on the road safe.

Fines And Penalties To Be Wary Of

Remember, if you do not comply with these rules laid down by the FMCSA, your USDOT number may get deactivated. Also, there are several fines and penalties that you may have to pay and can be very expensive.

The MCS-150 Biennial Update Form – Let’s get the timing right

The FMCSA requires all carriers with a USDOT number to fill out the MCS-150 or MCS150B form every two years. The last digit of your USDOT number is going to denote the year you will file your update. For example, if the last digit is a even number you will file your update every even year such as 2024,2026, and 2028. If the last digit is a odd number you will file your update in 2023, 2025 and 2027. To know in what month, you must file in you have to look at the second to last digit of your USDOT number. If that number is a 1 you have to file in January 2 is for February, 3 is for March, and so on. If you have a 0 that is for October which is the last month in which any update is required unless you missed a previous update. Usually, motor carriers and transport companies prefer the services of their third-party administrators to file this update. You can file it through the FMCSA portal online if you choose.

Have You Forgotten To Update Your Company Information Using The MCS-150 Form?

Companies often overlook this crucial update, but failing to comply can have serious consequences. The Federal Motor Carrier Safety Administration (FMCSA) takes these rules and regulations seriously, so it’s vital to stay on top of them.

To ensure compliance, it’s essential to provide accurate and relevant information on the MCS150 update form and submit it every two years. This information is used to score companies’ compliance and safety accountability, so accuracy is paramount

Failing to file the form means risking your company’s DOT compliance status, potentially resulting in the loss of your USDOT number and hefty penalties.

Keep The Biennial Update Form Error-Free

You will also have to make sure that there are no errors in your MCS-150 form. In such a situation, your form will be rejected. You have to fill out a new form every 2 years anyway. This process can be frustrating and very annoying if you haven’t got the hang of it yet. This is where your third party administrator comes into the picture.

The History Of The Biennial Update

You will be surprised to know that the federal motor carrier safety administration was only instituted in the year 2000. Motor carriers were always required to file the MCS-150 form but only once which is when they began their operations. The FMCSA thought about changing this one-time submission rule into a biennial submission routine to improve the quality of its database. Also, keeping a tab on these companies and maintaining their security in addition to ensuring that all are 100% compliant just became very easy after converting it into a bi-annual update system.

And To Wrap It Up For You

In the end, remember that this little update however frivolous it might sound to some motor carriers and transport companies is highly critical. This is what keeps you compliant with the various rules and regulations laid down by the authorities. If you are still having difficulty understanding the MCS-150 form and are not aware of your compliance needs, connect with your DOT compliance provider today.

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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