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Trucks parked in a row on a clear day. Text reads, “DOT Biennial Update: 5 Critical Things To Know Before Filing.” Arrows point toward the text.

December 15, 2022

DOT Biennial Update: Key Filing Insights for 2023

Whatever you need to know about the DOT biennial update is right here at this one spot. Yes. You have come to the right place to understand how this update works and what can be the downfall of not being regular with it or missing it completely.

First, you should know what the biennial update is all about. If you are a part of the transport sector in the US, you are regulated by two authorities, namely the federal motor carrier safety Administration and the US department of transportation. If you decide to make any changes to your enterprise whether it is regarding its name, address, operations, or any other little detail about it, you are required to update your USDOT and operating authority record. These are with the FMCSA and there are time constraints as well that are applicable within which you have to make this update effective.

The FMCSA has several entities under its jurisdiction. They all are required to update their information every 2 years. Hence the name is “biennial update.” If you are thinking about associating with a DOT compliance facilitator or a third-party administrator, as everyone calls it, it will probably be one of your most significant decisions.

Does Failing To Update Your Biennial Record With The Authorities Lead To DOT Number Deactivation?

Yes, that can happen. If you do not meet the predefined requirements when you are in the process of updating your details with the authorities, your USDOT number might get deactivated. You will also be subject to civil penalties that can be as high as $1,000 per day. The amount can also reach a staggering $10,000 in total.

The best way to make sure that this doesn’t happen is to call your third party administrator and have him do the needful. They are going to take care of the entire complicated process of filling out your MCS-150 form and make sure that your biennial update is on the file of the authorities without any delay.

You might need to perform a USDOT number reactivation if you fail to complete the new entrant program as specified by the authorities. Also, if you do not complete the biennial update eventually when you complete all the formalities after paying the fines and penalties, you will have to reactivate your number.

Compliance Trivia
If you are a trucking company or a contractor or work in the transport sector in any capacity transporting passengers or cargo, you will have to abide by the rules and regulations laid down by the department of transportation. One of them is fixing your DOT number on the sides of your truck before you begin transporting any materials or passengers, especially across state borders.

In that case, you are required to fulfill these formalities without fail. If you are a motor carrier, you will have to apply for a DOT number before you send out your motor vehicles to conduct your daily business. The most important part is that all the critical information associated with this very number must be updated every 2 years. This can be done by filing or updating your MCS-150 form. This way you will be giving the government the most current information and details about your business, your fleet, and your company operations. It helps them monitor your activities by keeping all the data current and accurate.

Understanding The MCS-150 Form – Performing Your DOT Biennial Update Accurately

By understanding your MCS-150 form correctly, you will be able to perform your biennial update more accurately. This form is what you are going to use to update your company-related information with the authorities. The FMCSA is going to use this record to tally safety scores based on various factors such as safety, compliance, accountability, and many more. But why is accuracy so important when creating your biennial update file with the authorities? Accuracy is of the highest importance because the lack of it is going to impact your business negatively. It also affects your overall score with the authorities. You should proactively file your updated MCS-150 form every 2 years if you have:

  • Added any new trucks, tractors, or vehicles to your already existing fleet
  • Changed or edited the name of your business
  • Made any changes to your business activities or its structure

Managing Your Biennial Update Intelligently

It is very important to understand the entire procedure of filing your MCS-150 form for your biennial update. Look at your USDOT number. Identify the second last digit of your DOT number. If it is odd, you will file your MCS form in odd years, for example, 2021, 2023, 2025, and so on. If it is even, you will complete the form in 2022, 2024, 2026, and so on. The next step is to identify the last digit of your USDOT number. This denotes the number of the month in which you will file and update your MCS-150 form. It is as simple as that.

Hiring The Most Dependable Third Party Administrator To Perform Your MCS 150 Biennial Update

Again, it is one of the most intelligent decisions you could make for your company. If you want to complete your registration or update online, just make sure to provide the following information to your third party administrator:

  • Your USDOT number
  • PIN
  • EIN/SSN
  • Company official information

Mailing And Obtaining The Tracking Number

If you are required to complete your combined identification and hazardous materials safety permit application which is the MCS-150B, you can do that online or let your third party administrator do it for you. The best way to perform all these updates and filings is to do them online. However, if you want your third-party administrator to do it through fax or US mail, that is possible as well. They will scan and upload the completed application forms to the website. Once it is done, they will receive the tracking number of the submission and keep you updated on any developments that take place henceforth.

Final Thoughts

You must remember that completing your DOT biennial update and performing all the paperwork is very necessary if you want to keep your business away from any trouble. This does not only help you stay compliant throughout the year but operational as well. Contact your third-party administrator to understand more about it.

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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