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A black semi-truck stands on grass, encircled by a blue graphic. Text reads, "US DOT Number: General Information and Definitions To Be Aware Of," emphasizing regulatory knowledge for trucking.

March 18, 2022

US DOT Number: Key Info and Definitions You Need

US DOT Number – A Definition

 

 

 

 

 

Your US DOT number is a number issued by the United States Department Of Transportation. There are a few commercial vehicles such as pickup trucks, trucks, vans, semi-tractors, vehicles that transport passengers, and other automobiles involved in commercial activities that get affected directly by the US DOT number requirements.

 

 

 

 

 

 

In other words, if your company or business uses any vehicles for commercial purposes, that have a gross vehicle weight rating stamped on their frame showing 10,000 LBS or more, will be required to be registered for a US DOT number. Likewise, if you have a combination of a powered vehicle and a trailer that has a gross combination vehicle weight rating of 10,000 LBS or more, or is being used as a vehicle to transport passengers will also be required to Register for a US DOT number. According to the rules being followed in a few states across America, any such vehicle as described above must be registered for a US DOT number even when operating exclusively within the borders of the said states.

 

 

 

 

 

 

The Regulation

 

 

 

 

 

The federal motor carrier safety administration regulations part 390.5 defines commercial motor vehicles. It is done to make sure that these vehicles are compliant with the US DOT marking requirements 390.21 and can be understood as follows:

 

 

 

 

 

 

Any self-propelled motor vehicle will be categorized as a commercial motor vehicle if:

 

 

 

 

 

 

  • It is being used on public roads and highways
  • Its gross vehicle weight rating or gross combination weight rating is 10,000 lbs or above
  • The vehicle is designed to transport 8 passengers or more including the driver (for compensation)
  • The vehicle is designed to transport 16 people or more including the driver (but not for compensation)
  • The automobile is being used to transport hazardous materials in certain quantities that it necessitates for the vehicle to be placarded

 

 

 

 

 

Note: Any vehicle that transports hazardous materials will not be subject to any weight stipulations. It can have any weight if it is transporting materials in quantities that require placarding in the first place and this applies to both intrastate and interstate operations.

 

 

 

 

 

 

  • It is a towed vehicle used for interstate commerce as well as to transport property or passengers

 

 

 

 

 

Understanding Semi-Tractor/Truck Operations Associated With DOT Number Registrations

 

 

 

 

 

  • You will need a US DOT number if you are a private carrier service hauling your own products across state lines. If the gross vehicle weight rating of that automobile is 10,000 LBS or above, this will apply to you. If the gross weight or combined gross weight exceeds 26,000 lbs when the vehicle crosses the state line, you will have to register for an IRP license plate, IFTA Fuel Tax, and Unified Carrier Registration.
  • You will need an employer identification number if the gross vehicle weight rating of the vehicle exceeds 54,999 lbs. You will also have to file the annual 2290 Federal Highway Use Tax. If your vehicle, it can be a semi-tractor, truck, or a trailer, weighs 60,000 lbs or more, and if you are crossing into Kentucky, you will be required to preregister for a Kentucky KYU Number. If your vehicle crosses into New Mexico or Oregon, you can pay the Port Of Entry or may decide to pre-register with these states for your Weight Distance Tax.
  • You will need ICC Authority /DOT Authority or Trucking Authority / MC Number or ICC Number/ICC Carrier or Truck Authority /Operating Authority if you intend to haul loads for any pay across state lines that require a Motor Carrier Permit.
  • In case of a “leased to a trucking company” that works with a straight truck or semi-tractor as an owner-operator vehicle weighing above 26,000 lbs, you will have to register for US DOT number. The US department of transportation classifies you as a registrant and not a carrier. Whenever you decide to cross state lines, you will have to get an IRP license plate. Most trucking companies across the states provide IFTA Fuel Tax stickers and cab cards. You may apply for them on your own if your company does not do that. If the gross vehicle weight rating of your vehicle exceeds 54,999 lbs, you must register for an Employer Identification Number and will have to file for the Annual 2290 Federal Highway Use Tax as well.
  • Your exempt loads can be hauled across state lines. Loads that require a motor carrier number or permit can also be taken across state lines but for that, you will have to register for Interstate Authority/Federal Highway Authority, ICC number or ICC MC Number, FMCSA authority, or ICC Permit (they all mean the same). Remember the Unified Carrier Registration as well.
  • You will have to register for a US DOT number if you haul exempt products such as logs, livestock, and grain. If you operate a “for-hire” vehicle with a gross vehicle weight rating of 10,000 LBS or more, you need to comply with this requirement. You will need an IRP license plate if the vehicle weight exceeds 26,000 LBS while you are crossing state lines. When transporting exempt commodities, you will be classified as a carrier and you will need IFTA fuel tax as well as unified carrier registration. If the vehicle gross vehicle weight rating crosses 54,999 LBS, you will have to register for an Employer Identification Number along with 2290 Federal Highway use tax filing. You must register for proof of liability insurance in certain states according to their rules and regulations. Other documents that you will have to register for include Motor Carrier Number, ICC filing, Interstate Trucking Authority, ICC MC Authority, Federal Transportation Authority, or DOT US Authority.
  • In case you already have ICC authority or DOT authority and your gross weight exceeds 26,000 lbs, you will be required to have a DOT number/US DOT number in addition to an IRP license plate, IFTA Fuel Tax, and Unified Carrier Registration. This applies to you if you are going to apply for a Motor Carrier Number, ICC Interstate Authority, Interstate Trucking Authority, or DOT MC Number, or ICC Motor Carrier Authority.
  • If you are a farmer working with a straight truck or a semi-tractor with a farm plate but do not cross state lines, you are not required to register for a US DOT number. Farm plated trucks only haul livestock and other agricultural items. If the gross weight exceeds 54,999 LBS, you will be required to get an Employer Identification number along with 2290 Federal Highway Use Tax Filing.
  • If you are hauling loads on a for-hire basis, you will be deemed as commercial and you will have to comply with state rules and regulations that apply to commercial operations. You will have to register for a commercial license plate and the state fuel tax if your semi-tractor weight exceeds 26,000 lbs. Hauling loads such as grain and livestock across state lines will necessitate you to apply for an IRP license plate, IFTA fuel stickers, and UCR. You may also have to apply for a Motor Carrier Number, ICC number, Trucking Authority, Absolute Trucking Authority, and ICC Carrier if you want to haul loads across state lines that require these permits.
  • If you are a farmer crossing state lines with your truck, trailer, semi-tractor, with a gross vehicle weight rating of 10,000 lbs or above and a farm plate, you will be required to register for a US DOT number. If the gross weight of your vehicle exceeds 26,000 LBS, you will also be required to register for IFTA Fuel Tax and UCR. You must also obtain an Operating Authority, Federal Highway Authority /ICC number /ICC MC Number, ICC Permit/FMCSA authority, (all mean the same thing).

 

 

 

 

 

 

 

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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