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A semi-truck drives on a road, emphasized in a circular frame. Text beside it reads, "Weight Distance Tax Requirements You Must Fulfill With FMCSA Authority." The background is dark blue with geometric accents.

May 13, 2022

Yes, there is another requirement that you have to fulfill while you are applying for the FMCSA authority and that is the weight distance tax.

The moment you get your FMCSA authority, you may consider a job that takes you to one of the weight distance tax states.

This is when you decide to go to New York, New Mexico, Oregon, or Kentucky. If you want to travel to or across these states, you will have to take care of the following:

New York State 

After obtaining your FMCSA authority, you will be required to pre-register with the state of New York if you want to enter into it with a vehicle that has a weight of more than 18,000 LBS.

The registration fee is $12 per power unit. You must register for the New York Highway Use Tax and you need to keep accurate records of your miles traveled within the state as well.

They will be useful when you file your quarterly weight distance tax reports.

New Mexico

After you have obtained your FMCSA authority and if you want to travel to New Mexico you can either pay at the port of entry or you can register for an account number.

The latter means that you will be paying a quarterly amount which turns out to be very affordable in the long run. This means that you don’t have to pay every time at the port of entry to enter New Mexico.

If you are plated at 80,000 LBS and want to cross onI-40, you will have to pay at least $60 at the port of entry. If you pre-register for a New Mexico account number, this amount is going to come down to only $16.75 for each trip. This amount is the one that you have to pay at the end of each quarter.

Oregon

Oregon is not going to levy any fuel tax on you. Once you have obtained your FMCSA authority, you can register with a $2,000 bond with the state of Oregon.

You can find your monthly weight distance tax report very easily. You can simply pay at the port of entry when you are about to enter Oregon as well once you have received your FMCSA authority.

Kentucky

So you want to enter Kentucky and you already have your FMCSA authority with you. You will have to register for a Kentucky KYU number if you have a plate of 60,000 LBS or more on your vehicle.

You must have your IRP cab card for your KYU registration. Other than this, if you register for a KYU number before you enter and keep an accurate record of your mileage, it is going to make your quarterly weight distance tax filing very easy.

Understanding Personal Injury And Other Financial Assurances

You must have a personal injury or property damage liability insurance cover when you are applying for your FMCSA authority.

  • If the weight of your loaded vehicle or any of the combined apparatuses that are attached to your vehicles such as a power unit or the trailer is 10,000 LBS or less than that, and if you intend to haul any non-hazardous loads on a for-hire basis, and if you want to cross state lines with that load, you must have at least $300,000 worth of personal injury or property damage liability insurance. 
  • When you are applying for your FMCSA authority and if you have a truck with a GVWR of more than 10,000 LBS or if the power unit or the trailer that is combined with your automobile has a CGVWR of more than 10,000 LBS, and you are hauling non-hazardous materials, you must carry at least $750,000 in personal injury or property damage liability insurance.
  • If you have your FMCSA authority and you are hauling hazardous loads regardless of the weight, you must carry at least $1 million worth of liability insurance and this amount can go up to $5 million as well.

Cargo Insurance And Your FMCSA Authority

When applying for your FMCSA authority, you must have at least $5,000 cargo insurance on you. The point is that you must have sufficient cargo insurance that is able to cover the value of your cargo at the time when you are making the application for your FMCSA authority.

Your FMCSA authority or contract authority does not require you to show proof of cargo insurance. If you want to haul products such as gravel, stone, and sand across state lines, you do not need enough cargo insurance coverage.

If you have a contract with your shipper and if he is in a position to provide you with cargo insurance on its loads, you can apply for contract authority. In any other situation when you are applying for your FMCSA authority, you will need common authority along with it.

In the end, you must remember that when you are trying to obtain your FMCSA authority to haul any kind of loads across state lines, you will need intrastate trucking authority as well. If you want to pick up and deliver loads inside or within the home state, this is a requirement you must fulfill.

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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