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A shiny tanker truck drives along a highway under clear skies. Large text reads, "How to Obtain HAZMAT Permit For Trucking Business".

March 3, 2023

How To Obtain A HAZMAT Permit For Your Trucking Business

Everybody talks about the HAZMAT safety permit. Why is it so important? It is important because you will not be able to work in the hazardous material transport segment if you have not obtained this permit. You definitely are going to need your USDOT number but this permit is what allows you to transport hazardous materials in various quantities within and across state borders.

Yes. Regardless of whether you are an intrastate or interstate motor carrier company, you are going to need this permit. The safety permit has only one aim which is to improve the safety of your drivers and commercial automobiles when they are on public highways.

It also helps reduce the number of transport-related accidents, specifically involving transporting and handling hazardous materials. Because these materials have the potential harm to the public and the environment, there are special requirements that you need to fulfill. Let’s understand some concepts, definitions, and aspects of HAZMAT permit filing right away.

1. Defining Hazardous Materials Before You Start Operating

The secretary of transportation defines a hazardous material as any substance or commodity that poses an unreasonable risk to human health and safety, as well as potential harm to public property during commerce. Such materials receive a hazardous designation. Section 5103 of the Federal Hazardous Materials Transportation Law (49 USC 5103) provides additional information.

2. Let’s Have A Look At Some Of The Examples Of Materials That Classify As Hazardous Materials

  • Class 7 material is radioactive by nature. Transporting a highway route-controlled quantity of the same will necessitate you obtaining a safety permit.
  • If you are transporting more than 25 kg or 55 pounds of explosive materials or articles, you will have to apply for this permit. These are also defined as Division 1.5 materials that require placarding.
  • If your carrier or automobile transports more than 1 l per package of any material or substance that is poisonous by inhalation and effectively meets the criteria for hazard Zone A, then you must obtain this safety permit.
  • If a material that is poisonous by inhalation is being transported in bulk packaging and if it meets the criteria for hazard Zone B, it means you have to apply for this permit without fail.
  • The material poisonous by inhalation is defined in §171.8 under the same title and meets the criteria for hazard Zone C or hazard Zone D calls for a safety permit. If it is being transported in packaging more than 3500 gallons, you must apply for a HAZMAT safety permit.
  • If you intend to transport a shipment of methane whether it is compressed or refrigerated or any other compressed or refrigerated liquefied gas that has a methane content of 85% and is more than 3500 gallons, you must apply for this permit.

3. The MCS-150 B Form – What All You Should Know About The Combined Motor Carrier Identification Report And Hazardous Materials Safety Permit Application

The federal motor carrier safety administration would require you to define the type of business operations that you perform before you fill out the MCS-150B Form. You have two filing options to be precise:

You Can Update It Online

Your third party administrator is going to encourage you to print all the related instructions before you start filling out your online forms

You can register online or let your third party administrator do the needful on your behalf

You Can Mail It To The Authority

  • Take out the printouts of the required forms
  • Complete your applications
  • Make a copy of all of them for your own reference
  • Mail the applications to the address given below

Federal Motor Carrier Safety Administration

Office Of Registration And Safety Information

Attn: MCS-150B update

1200 New Jersey Avenue SE

Room W65-206

Washington, DC 20590

Note: If you are an offerer of transportation or a transporter of certain quantities of these hazardous materials which may also include hazardous wastes, you are required to obtain this hazmat safety permit. The US department of transportation requires due to file an annual registration statement along with a fee. Your third-party administrator can help you with your paperwork relating to your HAZMAT certification.

4. Hazardous Materials Regulations And Your Choice Of Business

Individuals working in rail, water, or air transport, who facilitate or enable the transportation of hazardous materials and hazardous waste materials, are subject to the hazardous materials regulations. The US Coast Guard will have jurisdiction over shipments of hazardous materials transported by water without containers or labels, and received and handled by the vessel carrier without any marking or counting. The vessel considers such shipments as containerized.

5. Understanding Violation Fees For HAZMAT Regulations

The maximum civil penalty that you may have to pay if you end up violating any hazardous materials transportation law or any safety permit-related order can range anywhere between $55,000 and $75,000. The increased civil penalty ranges between $110,000 and $175,000. This happens if the violation results in any serious injuries, illness, or death of an individual. You may have to pay a similar amount if there has been significant harm to any public property as well.

And To Wrap It Up For You

Safety permits related to hazardous materials transport and related operations are very critical for your business. As a carrier involved in transporting such commodities and materials, you must obtain all the necessary permits and licenses before operating in this industry and segment. If you fail to do that and initiate your operations, you will be subject to these fines and penalties and continue to conduct business activities, the authorities may decide to put your company out of business.

It will become extremely difficult for you to reinstate its operational status after that. Choosing a highly skilled and professional third-party administrator for your DOT compliance needs can prevent damage to your business’s reputation.

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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