Blogs

Trucks are parked in a row at a busy transport hub. The text reads, "Unified Carrier Registration: Important Things to Know About It in 2023," set against a bold, geometric background.

January 19, 2023

2023 Unified Carrier Registration Guide: Key Insights

The UCR stands for the Unified Carrier Registration Program. If you do not currently have a UCR, you should contact your third-party administrator or not compliance facilitator right away. It is important to apply for it immediately if you want to stay compliant. But why do you need to do that other than for the mandatory compliance requirement? Remember that unregistered motor carriers who intend to cross state lines could be held by the authorities and fined heavily.

Their trucks might get pulled off the road for an indefinite period of time. This is not going to look good on your company record. It can put your business operations on hold without any knowledge of what may happen in the future and for how long you are going to stay out of business. It is important to understand whether you need to file UCR filing at all or not.

What if you don’t live in a state that participates in the unified carrier registration plan? You need to get in touch with your consortium / third-party administrator so that they make can do the needful for your company.

1. Understanding The UCR Registration Plan/Program

As pointed out, the UCR stands for the united carrier registration program. It is a federally mandated program/system under which you as an operator of commercial vehicles are required to register. If you are involved in interstate or international travel, this applies to you immediately. The filing needs to be renewed by the end of every year which is the 31st of December. Registration for the upcoming year usually begins somewhere around October.

2. Do You Qualify As An Entity To File A UCR?

If you are a motor carrier and if you have commercial vehicles that carry cargo all over the state borders or across international lines, you are required to file your UCR filing. Even if you are a company or an individual that makes arrangements for goods to be shipped, you must file your UCR. You could be a broker a freight forwarder, or even a leasing company. If you are a motor carrier, the cost of the UCR filing will largely depend on the total number of vehicles in your fleet. Usually, brokers and leasing companies have to pay the least amount of fee to register for their Unified Carrier Registration filing.

3. Consequences Of Not Registering For Your UCR Registration

Things could get a little complicated for your company if you do not register for the UCR program. If you qualify for this registration, you must pay your UCR filing fee and register without any delay. This is because if your drivers or any safety-sensitive position holders are found operating machinery over state lines, the enforcement officials may detain your vehicle. You may also have to pay additional fines and penalties which is not going to look good on your reputation. Depending on which state you are from, the fine or the amount of penalty you have to pay could range anywhere between $100 and $5,000. This is for first-time offenders. Second-time offenders might have to pay double or triple the amount.

4. Belonging To A State That Does Not Participate In The UCR Program

So you just found out that you belong to a state that does not participate in the UCR program. Currently, there are 41 states in the country actively participating in this program. The states that do not take part in this plan are Arizona, Florida, Hawaii, Maryland, Nevada, New Jersey, Oregon, Vermont, Wyoming, and the District of Columbia. Remember, this is not an excuse to not get registered for the UCR program. If your state of residence is not on this list, it does not mean that you are off the hook. If you are a motor carrier regularly crossing state lines for commerce, you are required to purchase UCR without fail. Make sure to purchase or file your UCR filing in the nearest state that participates in the program.

5. Registering For The United Carrier Registration Program As A Carrier

Whether you are a private motor carrier or a for-hire motor carrier, you will have to register for this program if you intend to operate in interstate commerce or perform international commercial activities. If you function as a broker or a freight forwarder or in the capacity of a leasing company, you must also register for the UCR.

6. Understanding What A Commercial Motor Vehicle Is And If You Should Worry About UCR Registration

A commercial motor vehicle has the following characteristics:

  • It is a self-propelled vehicle that is used on country highways
  • The purpose is to perform commercial activities such as transporting passengers or cargo
  • The gross vehicle weight rating is at least 10,001 LBS or more
  • These vehicles are particularly designed to transport more than 8 passengers which do include the driver
  • They are also used to transport material that is hazardous as defined by the Secretary of Transportation under Section 5103 of Title 49 USC Section 31101
  • If the hazardous materials are transported in a quantity that requires placarding, you will have to apply for your UCR registration

7. The Cost And Term Of UCR Registration

The term of the UCR registration is a typical calendar year starting from January 1st and ending on December 31st annually. If any of the qualifications mentioned above are relevant to you and your business, you must complete your UCR filing annually without missing it even once.

The cost of the procedure depends on the number of commercial motor vehicles that you operate. The MCS-150 form that you have filled out usually displays the number of motor vehicles that you operate under your official business name. If you operate as a private motor carrier and also a for-hire motor carrier, and also function as a broker or freight forwarder, and/or a leasing service provider, you will have to pay the fee that applies to a motor carrier only.

Conclusion

Upon registering for your Unified Carrier Registration application, you will receive a receipt. Enforcement officers keep an eye on every receipt that is generated and make sure to check the same on the internet as well. Everything is recorded and the database is with the federal motor carrier safety administration and the US department of transportation. This means your every move is under their radar. It is advised to stay compliant. It is better to connect with a qualified, experienced, and highly suitable third-party administrator/consortium that understands the compliance needs of your company well enough.

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.

0 Comments

Submit a Comment