INTERNATIONAL REGISTRATION PLAN Trucking Manual
INTERNATIONAL REGISTRATION PLAN Trucking Manual OUR MISSION PROVIDING HIGHWAY SAFETY AND SECURITY THROUGH EXCELLENCE IN SERVICE, EDUCATION, AND ENFORCEMENT OUR VISION A SAFER FLORIDA! FLORIDA IRP TRUCKING MANUAL HSMV 85500 – 02/11 INTRODUCTION TO FLORIDA’S IRP This manual explains how to obtain “apportioned” registration for commercially owned and privately owned vehicles based in the State of Florida. Please retain this manual for future reference purposes. We update the manuals approximately every two years. Technical assistance and any other information pertaining to the International Registration Plan, can be obtained by contacting the Bureau of Motor Carrier Services at the following address, telephone number, or Website: Department of Highway Safety and Motor Vehicles Division of Motor Vehicles BUREAU OF MOTOR CARRIER SERVICES Neil Kirkman Building, Room A-110, MS 62 2900 Apalachee Parkway Tallahassee, Florida 32399-0626 (850) 617-3711 http://www.flhsmv.gov WALK-IN SERVICE AVAILABLE FOR YOUR CONVENIENCE Bureau of Motor Carrier Services 2900 Apalachee Parkway, Room B-138 Tallahassee, Florida 32399 (850) 617-3711 8:00 a.m. – 5:00 p.m. (Monday - Friday SUNSHINE STATE FLEET MANAGEMENT 2820 54th Avenue, South St. Petersburg, Florida 33712 (727) 290-4203 www.SunshineState.com You may choose any of the above locations to process your IRP application. However, if you choose Sunshine State Fleet Management, a Private agency, you should call for an appointment,. There is a processing fee at Sunshine State Fleet Management. Office hours at the Neil Kirkman Building are from 8:00 a.m. to 5:00 p.m., Monday through Friday. The bureau’s Walk-in Service Center is open for walk-ins from 8:00 a.m. to 5:00 p.m., Monday through Friday. Even though we make every attempt to process walk-in applicants on the same day they request service, in some cases, this may not be possible due to the number of walk-in applicants requesting service or due to the time of day or day of month. The Bureau of Motor Carrier Services is closed on Saturdays, Sundays, and all official state holidays. MOTOR CARRIER SERVICES E-COMMERCE The Division of Motor Vehicles, Bureau of Motor Carrier Services, now provides the ability to e-file your International Fuel Tax Agreement (IFTA) tax return, renew your IFTA and International Registration Plan (IRP) licenses, and process most IRP supplements online. To e-file, you must first obtain a login identification (ID) and a personal identification number (PIN #). If you are not already registered for e-filing with us, you may obtain the application online at http://www.flhsmv.gov. Just go to “Online Services”, click on More…, and then click “Motor Carriers’ IFTA & IRP Electronic Services”. Complete the form and send it to the mailing address on the form for e-filing approval. An additional benefit to this process is that you will have electronic access to your account(s), and will be able to verify all of your information. Additional online IRP transactions will become available in the future. TABLE OF CONTENTS What is “IRP”? ----------------------------------------------------------------------------------- 1 How Does IRP Work?-------------------------------------------------------------------------- 1 What Are the Florida IRP Requirements? ------------------------------------------------ 1 What Is A Commercial Motor Vehicle? ---------------------------------------------------- 1-2 What Other Vehicles Must Be Apportioned? --------------------------------------------- 2 Semi-Trailers and the IRP -------------------------------------------------------------------- 2 Important Semi-Trailer Information --------------------------------------------------------- 2 What Vehicles Are Exempt From the IRP Process? ----------------------------------- 2-3 How Are IRP Fees Apportioned? ----------------------------------------------------------- 3 Table Indicating How IRP Fees Are Apportioned----------------------------------- 3 IRP Application ---------------------------------------------------------------------------------- 3-5 Sample of Schedule A of the IRP Application --------------------------------------- 4 Sample of Schedule B of the IRP Application --------------------------------------- 5 PRISM ----------------------------------------------------------------------------------------------6-7 Estimated Miles---------------------------------------------------------------------------------- 7 Inactive Miles------------------------------------------------------------------------------------- 8 Obtaining and Submitting Applications and Forms ------------------------------------- 8 Express or Overnight Delivery Mail --------------------------------------------------------- 8 New Florida IRP Registrations (for first time registrants) ----------------------------- 9 Florida IRP Renewal Applications ---------------------------------------------------------- 9 IRP Renewal Process (Step-By-Step) ----------------------------------------------------- 9-10 Be On Time…You May be Charged Delinquent Fees --------------------------------- 10-11 IRP Enforcement Process -------------------------------------------------------------------- 11 Filing a Supplemental IRP Application ----------------------------------------------------- 11-12 Changes and/or Corrections Allowed on a Supplemental IRP Application ------- 12 Descriptions of Changes and/or Corrections --------------------------------------------- 12 Adding a Vehicle ---------------------------------------------------------------------------- 12 Deleting a Vehicle and/or Retiring a Vehicle----------------------------------------- 12 Increasing the Weight of a Vehicle ----------------------------------------------------- 13 Adding a Jurisdiction----------------------------------------------------------------------- 13 Transferring a Plate from One Vehicle to Another --------------------------------- 13 Transferring Vehicles Between Fleets------------------------------------------------- 13 Change in Type of Operation ------------------------------------------------------------ 13 Change in Ownership of a Vehicle ----------------------------------------------------- 13 Administrative Corrections --------------------------------------------------------------- 13 Replacing a Lost or Stolen Cab Card ------------------------------------------------- 13 Replacing a Lost or Stolen License Plate -------------------------------------------- 13 Supporting Documents for IRP Registration --------------------------------------------- 13 Proof of Ownership------------------------------------------------------------------------- 14 Proof of Insurance Coverage ------------------------------------------------------------ 14-15 Proof of Payment of Federal Heavy Vehicle Use Tax ----------------------------- 15 Established Place of Business ---------------------------------------------------------- 15 Fleet and Weight Groups --------------------------------------------------------------------- 16 Example of When to Establish Separate Fleets ------------------------------------ 16 Example of When to Establish Separate Weight Groups ------------------------- 16 VIN and Unit Numbers ------------------------------------------------------------------------- 16 Ceasing Operations ---------------------------------------------------------------------------- 16 TOC – 1 of 3 Change of Address ----------------------------------------------------------------------------- 16-17 Change of Address Form ----------------------------------------------------------------- 18 Payment of IRP Bill ----------------------------------------------------------------------------- 19 Florida Temporary Operational Permits (TOP’s) ---------------------------------------- 19-20 Florida Trip Permit Requirements ----------------------------------------------------------- 20 Hunter Permit Requirements ----------------------------------------------------------------- 20-21 Temporary Fuel Use Permit Requirements ---------------------------------------------- 21 Types of Operations ---------------------------------------------------------------------------- 21 For-Hire Owner-Operator ----------------------------------------------------------------- 21 Definition of Lessor and Lessee -------------------------------------------------------- 21 For-Hire Out-of-State Vehicle Ownership -------------------------------------------- 21 Household Goods Carriers --------------------------------------------------------------- 22 Private Carriers ----------------------------------------------------------------------------- 22 Common Carriers and Buses ---------------------------------------------------------------- 22 Leased Vehicle Information ------------------------------------------------------------------ 23 Audits and Records Retention --------------------------------------------------------------- 23-24 Using Estimated Miles ------------------------------------------------------------------------- 25 Refunds of IRP Fees --------------------------------------------------------------------------- 25 Credits for IRP License Plates --------------------------------------------------------------- 26 Unified Carrier Registration System (UCR)----------------------------------------------- 26 U.S. Department of Transportation Motor Carrier Registration Regulations and the Federal Motor Carriers Safety Regulations ------------------------------------ 26 “DOT” Number ------------------------------------------------------------------------------ 26 “MC” Number -------------------------------------------------------------------------------- 26 Obtaining the Florida DOT “Trucking Manual” Guidebook ---------------------------- 27 FREQUENTLY ASKED QUESTIONS & ANSWERS ---------------------------------- 27-29 ADDRESSES AND TELEPHONE NUMBERS ------------------------------------------ 29-31 Florida Bureau of Motor Carrier Services Offices ---------------------------------- 29 IRP Jurisdiction Locations and Other Information ---------------------------------- 30 United States DOT ------------------------------------------------------------------------- 31 Florida DOT Motor Carrier Compliance Field Offices ----------------------------- 31 Hazardous Materials Enforcement ----------------------------------------------------- 31 Highway Interdiction Program ----------------------------------------------------------- 31 Commercial Motor Vehicle & Cargo Theft -------------------------------------------- 31 Oversize/Overweight Permits ----------------------------------------------------------- 31 Live Stock Hauler Plates ------------------------------------------------------------------ 31 Fuel Importation----------------------------------------------------------------------------- 31 Licensing-------------------------------------------------------------------------------------- 31 Import/Diversion Authorization Numbers --------------------------------------------- 31 Office of Florida’s Turnpike -------------------------------------------------------------- 31 Tallahassee Location of the IRS -------------------------------------------------------- 31 Use of Comcheks--------------------------------------------------------------------------- 31 Commercial Driver Licenses ------------------------------------------------------------- 31 Sample of Acceptable IRS Form 2290, Schedule 1 ------------------------------------ 32 Sample of Temporary Operational Permit (TOP), Form HSMV 85018 ------------ 33 Sample Audit Forms---------------------------------------------------------------------------- 34-37 Definitions ----------------------------------------------------------------------------------------- 38-39 TOC – 2 of 3 Quick Reference Guide for the Temporary Operational Permit Requirements ------------------------------------------- 40 Wire Service Companies Authorized to Sell Florida Temporary Permits ------------------------------------------- 41 Weight Classification List -------------------------------------------------- Inside Back Cover Florida Trucking Information for Commercial Vehicle Operations --------Back Cover TOC – 3 of 3 WHAT IS “IRP”? “IRP” stands for International Registration Plan. The IRP is a special plan for registering vehicles that must travel in two or more member jurisdictions. A jurisdiction may be a state or a Canadian province. The International Registration Plan is a reciprocal agreement, which serves to promote and encourage the fullest possible use of the highway systems by authorizing the proportional registration of commercial motor vehicles, and the recognition of commercial motor vehicles proportionally registered in other jurisdictions. The purpose of the IRP is to implement the concept of one registration plate to each vehicle. All IRP member jurisdictions have agreed to allow one jurisdiction to collect the registration fees (apportioned fees) for each jurisdiction at one time. These fees are then divided among the other IRP jurisdictions according to: Percentage of mileage traveled in each jurisdiction; Vehicle identification information; and Maximum weight. The IRP requires all member jurisdictions to comply with the following three basic principles: A single registration plate; A single registration cab card; and Allowing registrants to perform both interstate and intrastate vehicular movements. APPORTIONED REGISTRATION WILL NOT… Waive or exempt a truck operator from obtaining operating authority from any jurisdiction in which the apportioned vehicle travels; or Waive or exempt the payment of heavy vehicle use tax or motor fuel taxes in any state; or Permit the truck operator to exceed the maximum length, width, height or axle limitations, in any jurisdiction; or Permit violation of any “bridge law”, oversize permit, proof of ownership, or insurance requirements in Florida and other jurisdictions. IRP vehicle must be compliant with FMCSA safety requirements. HOW DOES IRP WORK? Under the IRP, interstate truck operators are required to file an application with their base jurisdiction. The base jurisdiction, in turn, issues one registration cab card and one tag for the vehicle. In member jurisdictions, the single apportioned license plate and cab card are the only registration credentials required to operate interstate and intrastate. The cab card indicates all jurisdictions and weights for which the carrier paid apportioned fees. WHAT ARE THE FLORIDA IRP REQUIREMENTS? All commercial motor vehicles based in Florida and engaged in interstate commerce must register under the provisions of the International Registration Plan and must display apportioned license plates. (See section 320.0715(1), Florida Statutes) WHAT IS A COMMERCIAL MOTOR VEHICLE? Section 320.01, Florida Statutes, defines a commercial motor vehicle as any vehicle which: Is not owned or operated by a governmental entity; Uses diesel fuel or motor fuel (gasoline) on the public highways; and Has an actual or gross vehicle weight (GVW) in excess of 26,000 pounds; including any power unit and trailer whose combined gross vehicle weight is in excess of 26,000 pounds; or has three or more axles, regardless of gross vehicle weight. -1- The vehicle must be a part of a declared fleet that operates or intends to operate in Florida and at least one other IRP jurisdiction for the transportation of persons or property, and the carrier must have an established place of business in Florida. The fleet must accrue mileage in Florida, and maintain (or make available) the operational records of the fleet in Florida. (See Established Place of Business on Page15.) IMPORTANT INFORMATION Special Permits may be required for travel in Mexico, the Northwest Territories, Yukon and Alaska. WHAT OTHER VEHICLES MUST BE APPORTIONED? You must apportion any truck, tractor, truck-tractor, or combination vehicle, in which you plan to haul intrastate commercially in a jurisdiction other than your base state. Any power unit that will travel interstate may be apportioned at the option of the registrant. Registrants often register their vehicles under the IRP even though apportioned registration is not required, because the weight of their vehicle or combination is close to 26,000 pounds. Intrastate requirements apply to vehicles under 26,000 pounds, and an IRP registration fulfills this requirement. SEMI-TRAILERS AND THE IRP The Bureau of Motor Carrier Services no longer issues IRP apportioned trailer plates or apportioned trailer decals since there is no longer a requirement to apportion semi-trailers. We calculate your apportioned fees for all jurisdictions (except Quebec) using your gross vehicle weight, which includes the semi-trailer and any load your vehicle is carrying. You will need to contact your local Florida tax collector’s office to obtain a permanent semi-trailer plate or an annual semi-trailer plate for any semi-trailers in your fleet. IRP reporting does not require the maintenance of mileage records for semi-trailers. IMPORTANT SEMI-TRAILER INFORMATION You must register semi-trailers using one of the following options: The local county tax collector’s office (tag office) can provide a non-apportioned (straight) license plate, which must be renewed annually. You may obtain a Florida permanent semi-trailer plate from the local county tax collector’s office (tag office), which is valid for the life of the semi-trailer. (See section 320.0659, Florida Statutes) WHAT VEHICLES ARE EXEMPT FROM THE IRP PROCESS? IRP specifically exempts the following vehicles from apportioned registration; however, you must obtain a regular Florida straight plate for use on these vehicles: Government-Owned Vehicles City Pick-Up and Delivery Vehicles Buses Used in Transportation of Chartered Parties (NOTE: A registrant may want to apportion its chartered party buses, if they plan to travel in any of the western states. This is due to some western states’ “non-IRP” registration requirements.) Recreational Vehicles (NOTE: Defined as a vehicle used for personal pleasure or travel by an individual or the individual’s family. You cannot use this vehicle in connection with any business endeavor.) Vehicles Operating Intrastate Florida Miles Only Vehicles Operated with a Restricted License Plate (NOTE: Restricted plate is a registration that has less time than a one-year registration period; or geographic area, mileage, or commodity restriction.) See next paragraph for additional information on restricted license plates. Additional Restricted Plate Information -2- Florida carriers desiring restricted plates; i.e., forest products, fertilizer, farm products, milk, etc., must apply for this registration through the local county tax collector’s office. A restricted commodity plate may allow a Florida carrier to move specified commodities (unprocessed forest products, fertilizer, farm products, milk) within all jurisdictions; however, ONLY Florida will appear on the cab card (registration). Back hauling of finished or unrelated products is strictly prohibited. Back hauling is transporting a load on the return trip. NOTE: Due to the operational aspects of restricted license plates, carriers are not required to maintain operational records. Check with all jurisdictions you plan to travel through to confirm that they recognize the restricted plate. HOW ARE IRP FEES APPORTIONED? The percentage of miles traveled in each jurisdiction is the basis of IRP registration fees. The number of miles traveled in each jurisdiction for which the registrant apportioned determines the total fees due for an apportioned license plate and cab card. Due to the volume and complexity of the calculations, a computerized system calculates the apportioned fees. In most cases, the declared gross vehicle weight of the truck or combined gross vehicle weight of the power unit and any trailer determines the fees. IRP FEES ARE APPORTIONED AS FOLLOWS: Assume an 80,000-pound registered power unit (Florida-based for-hire operator) operates in Florida, Georgia, South Carolina, and North Carolina. The total annual actual mileage for the power unit was 100,000 miles, with the amount of miles in each state as shown in the following table. The IRP computes license fees as shown in the table. Mileage Percent of Total Full Year Fee Per State Apportioned Fee South Carolina 25,000 (25 % X $800.00) = $200.00 North Carolina 25,000 (25 % X 963.00) = 240.75 Georgia 15,000 (15 % X 725.00) = 108.75 Florida TOTALS 35,000 100,000 (35 % 100 % X 979.00) = 342.65 $892.15 In the table above, the IRP apportioned plate fees are $892.15. Please note the total miles do not determine the fee. The percentage in each state determines the fee. Of the total funds, Florida would retain $342.65 and would send the remaining money to the other apportioned states as indicated. The above example does not include Florida service fees or miscellaneous fees. IRP APPLICATION Completion of the IRP Application It is the applicant’s responsibility to complete the application and to submit the documents required to register a vehicle under the IRP. If the application submitted is incomplete, or if one or more of the required documents are missing, we will return the application. Helpful Information for You: If you plan to open an IFTA account and an IRP account, both the accounts should have the exact same business name and use the same FEID number. The name must be the same as the one used on your Internal Revenue Service Form 2290, and your DOT from MCS150. A sample of the IRP Application (HSMV 85900) can be found on the next 2 pages. For detailed assistance in completing the IRP application, please refer to the booklet entitled, “Instructions for Completing the IRP Application”, HSMV 85901, which can be obtained by calling (850) 617-3711. -3- -4- -5- PRISM What is PRISM? The Performance and Registration Information Systems Management (PRISM) program developed by the Federal Motor Carrier Safety Administration (FMCSA) links the commercial vehicle registration process to motor carrier safety to achieve two purposes: Determine the fitness level of the motor carrier responsible for safety (MCRS) prior to issuing the registration. Influence motor carriers to improve their safety performance through an improvement process and, where necessary, the application of registration sanctions. The PRISM program includes two major processes – the Commercial Vehicle Registration Process (Registration) and Enforcement, which work in parallel to identify motor carriers and hold them responsible for the safety of their operation. The performance of unsafe carriers is improved through a comprehensive system of identification, education, awareness, data gathering, safety monitoring and treatment. How does PRISM affect the Florida IRP Registration Process? For IRP registrations or Temporary Operational Permits (TOP) with an effective date of January 1, 2011 or later, the USDOT Number and Taxpayer Identification Number (TIN) of the MCRS of every vehicle registered must be identified during the registration process. In addition, the Motor Carrier Information Report, MCS-150, for each MCRS on your IRP account or TOP must be updated within the 12 months prior to the first day of the registration period. This update may be done by mail or directly on the FMCSA web site at www.fmcsa.dot.gov. In order to avoid delays in the registration process, it is strongly recommended that the MCS-150 information be updated on-line prior to submitting your IRP application/renewal. Do not submit the MCS-150 with your IRP application. Information for Obtaining a Temporary Operational Permit When obtaining a TOP, you will need to provide your USDOT Number and TIN, and if applicable, the USDOT Number and TIN of the MCRS for the vehicle shown on the TOP. You will need to indicate whether the MCRS is expected to change during the registration year. Information for Completing Your IRP Application or Renewal If you are filing an Original Application for an IRP account you will need to provide the USDOT number and TIN for the account and for the MCRS for each vehicle being registered. Mark the appropriate box indicating whether the MCRS is expected to change during the registration year. If you are renewing your IRP account, the USDOT Number you previously provided the department for your account will be preprinted on your renewal form. You will need to provide the USDOT number and TIN for the MCRS for each vehicle in the space provided. Mark the appropriate box indicating whether the MCRS is expected to change during the registration year. For many IRP accounts, the registrant that maintains the IRP account and the MCRS are the same. In some instances though, the IRP account registrant and the MCRS for the individual vehicles on the account may be different. The following examples outline the USDOT Number requirements associated with different registration situations: If the IRP account is in your name, you own the vehicles, and you are the MCRS for the vehicles registered under the account, you will need to provide your USDOT Number only. -6- That number will be shown at both the account and vehicle level. Your USDOT Number cannot be classified as a Vehicle Registrant Only. If the IRP account is in your name, you lease some or all of the vehicles from a rental/leasing company or an owner/operator, and you are the MCRS for the vehicles registered under the account, you will need to provide your USDOT Number only. That number will be shown at both the account and vehicle level. Your USDOT Number cannot be classified as a Vehicle Registrant Only. If the IRP account is in your name, you register vehicles in your name and lease those vehicles to others (lessees) who are the MCRS for the vehicles; you must provide your USDOT Number and TIN, along with the USDOT Number and TIN for all the lessees who are the MCRS for the vehicles registered under the account. A copy of a valid lease with the lessee will be required. The USDOT Number of the lessee cannot be classified as a Vehicle Registrant Only. Additional information and an interactive Step-by-Step Help with the Registration Process guide are available at www.fmcsa.dot.gov. FMCSA Rules are Changing for “Vehicle Registrant Only’ USDOT Number Classification Owner/operators that never operate their trucks under their own USDOT Number or Operating Authority and companies that own and register their trucks for the sole purpose of renting or leasing those trucks to motor carriers who are responsible for safety are required to obtain a USDOT number classified as a “Vehicle Registrant Only”. In other words, the company is a “Vehicle Registrant Only” if its base state of operations requires the company/individual to obtain a USDOT Number as a required part of its state commercial vehicle registration process AND the individual that is listed on the vehicle registration and to whom license plates are issued will never operate the CMV under its own assigned USDOT Number or Operating Authority. Effective September 1, 2011, FMCSA will no longer issue USDOT Numbers with the classification of “Vehicle Registrant Only”. In addition, USDOT Numbers previously issued with that classification will no longer be valid. If you currently have a USDOT Number and operate or plan to operate as a MCRS, you must update your status to Motor Carrier. ESTIMATED MILES On original IRP applications for Florida as the base state, you may estimate mileage for the various jurisdictions you anticipate traveling in. You may also estimate mileage on your renewal for jurisdictions where you have no actual mileage history. Estimating mileage for jurisdictions where you will not travel may increase your bill. You should carefully consider where you will travel. ALL estimates must include an explanation for the estimated mileage amount, unless the bureau estimates the mileage for you. The IRP provides that the base jurisdiction may accept an estimate if satisfactory explanation or documentation is submitted with the application. If the Bureau determines that your explanation is not reasonable we will return your application for you to revise the estimate or provide a better explanation. For more Information regarding use of estimated mileage, please see page 25. -7- INACTIVE MILES Inactive miles are miles traveled in a jurisdiction that the carrier was apportioned for during the reporting period, but in which the carrier does not want to be apportioned during the new registration year. The IRP does not charge the carrier for “Inactive Miles”, and we do not print the jurisdiction on the carrier’s cab card. All mileage schedules submitted should be historically accurate and based on actual mileage records for the fleet. Subsequent year applications (renewals) will require actual mileage for Florida and all other jurisdictions where travel occurred during the mileage year. You may not change mileage figures as a means to adjust the bill. The Bureau of Motor Carrier Services office located in Tallahassee, Florida processes all IRP applications. The mail in office address is Neil Kirkman Building, 2900 Apalachee Parkway, MS-62, Tallahassee, Florida 32399-0626. You may also use the Walk-in Service Center walk in office located at: room B-138 of the Kirkman Building, Tallahassee, Florida 32399. However, In order to avoid long waiting lines, you should submit your renewal by mail. Just filing an IRP application DOES NOT constitute authorization to operate an apportioned vehicle. Every applicant must obtain a current IRP cab card (registration) and license plate or temporary operational permit before operating any vehicle. You must carry the original registration in the vehicle at all times. Copies of cab cards are not acceptable. PLEASE BE AWARE – Even though your cab card indicates a Gross Vehicle Weight (GVW) of over 80,000 pounds for a particular jurisdiction, you must also contact that jurisdiction to determine if you will need an overweight permit. OBTAINING AND SUBMITTING APPLICATIONS AND FORMS IRP applications, forms, manuals, and brochures are available at the local tax collector’s office and the department’s website, as well as the following location: Department of Highway Safety and Motor Vehicles Bureau of Motor Carrier Services 2900 Apalachee Parkway, Mail Stop 62 Tallahassee, Florida 32399-0626 Telephone (850) 617-3711 Please submit all completed IRP applications and the supporting documents to the mail-in address listed above. REMEMBER –To avoid having your application returned, be sure that all requested information on the form is complete and all supporting documents are included at the time of submission. EXPRESS MAIL OR OVERNIGHT DELIVERY MAIL The Bureau of Motor Carrier Services will forward license plates and cab cards by express mail or overnight mail, at your request. However, you must provide the bureau with a valid account number currently; the department only offers overnight service through FedEx. DO YOU HAVE A DEADLINE??? If you are in a RUSH and plan to send your IRP application and documents by express or overnight mail services, please check and re-check your application. Make certain it is complete and that the package contains all the necessary supporting documents before sending it to the bureau for processing. -8- NEW FLORIDA IRP REGISTRATIONS A “First Time Registrant” must meet the following qualifications in order to register an apportioned vehicle in the state of Florida: Have an established place of business located in Florida, or be “leased on” to a carrier that has an established place of business in Florida. (See page 15 for additional information on established place of business.) You must provide a copy of the lease as well as documentation that will allow the bureau to verify your physical business location. (For more lease information, see page 23.) Complete Schedules A and B of the IRP Application (HSMV 85901). All applications must be typed or printed in ink, and signed prior to submission to the Bureau of Motor Carrier Services. (See sample of IRP Application, Schedules A and B on pages 4 and 5.) Provide a copy of the current title. (For more proof of ownership information, see page 14.) Provide a copy of current proof of insurance. (For more insurance information, see pages 14 and 15.) Provide proof of prior registration, if the same owner in another jurisdiction registered the vehicle. Provide proof of payment (or exemption) of Federal Heavy Vehicle Use Tax, if the vehicle is to be registered at a weight of 55,000 pounds or more. (For more information on heavy vehicle use tax, see page 15. A sample of the IRS Form 2290, Schedule 1, is on page 32.) Sign the application. This signature certifies that the information furnished in the application and the documents submitted are true and correct. It also certifies that the person signing the application has read and understands the record retention requirements for the IRP and will comply with them. (For more information regarding Retention of Records, see pages 23 and 24.) Once the bureau receives the completed renewal and the supporting documents, we will generate an IRP bill and mail it to you for payment. Review the bill for accuracy, check the vehicle(s), the jurisdictions and the weights. Submit the payment of the bill generated by the Bureau of Motor Carrier Services in the form of cash, money order, cashier’s check, certified check, or ComChek. After the first renewal of an account, you may pay with a personal check or a business check. (For more information on how to submit payment, see Payment of IRP Bill, on page 19.) FLORIDA IRP RENEWAL APPLICATIONS Staggered IRP Renewal Months - The Bureau of Motor Carrier Services provides staggered monthly renewal of license plates. IRP accounts are assigned a month (January through October) in which all vehicles in the account have their registrations renewed. Florida IRP license plates expire at midnight on the last day of the assigned renewal month. What is a Renewal Vehicle? – A renewal vehicle is any vehicle that had a Florida IRP license plate during the previous registration period. Florida does not issue Temporary Operational Permits (TOP’s) for “renewal vehicles”. IRP RENEWAL PROCESS (Step by Step) STEP #1 Approximately 3 months prior to the carrier’s license plate expiration date, the Bureau of Motor Carrier Services will send a computer generated renewal packet by mail. This packet will contain: Basic Carrier Information (name, address, type operation, account #, etc.) Vehicle Information (fleet #, make, year, owner equipment #, VIN, etc.) Weight Schedule (IRP jurisdictions and weight limits) Blank Mileage Form. -9- STEP #2 Open the renewal packet immediately upon receipt, and Read any notices that may be included. These notices will list all of the documentation that you must submit with your renewal; as well as provide any additional information you may need to complete the renewal. Complete and update the computer-generated renewal. Make sure your FEID # is correct. Review Schedule A of the IRP renewal. If the computer-generated printout includes vehicle(s) that you do not wish to register, draw a line through the vehicle(s) no longer in service. Use Schedule A “additions” to add any new vehicles. Include all mileage period information. Make corrections on the computer generated printout as needed; i.e., delete vehicles, address correction, telephone number correction, etc. Provide proof of ownership. For more information, see Proof of Ownership on page 14. Provide proof of payment of Federal Heavy Vehicle Use Taxes (Federal Internal Revenue Service Form 2290, Schedule 1). For more information, see Proof of Payment of Heavy Vehicle Use Tax, page 15. A sample of IRS Form 2290, Schedule 1, is on page 32. Update your MCS-150 form (required for your DOT number). For more information (see page 4). Provide proof of insurance with your renewal. For more information, see Proof of Insurance Coverage, pages 14 and 15. Provide verification of physical location, if your physical location has changed. For more information, see page 15. STEP #3 Mail the completed computer generated printout renewal, the proof of payment of Federal Heavy Vehicle Use Taxes, insurance, and the verification of physical location, when required, to the Bureau of Motor Carrier Services in Tallahassee. Once the bureau receives the completed renewal and the supporting documents, we will generate an IRP bill and mail it to you for payment. STEP #4 Review the bill for accuracy; check the vehicle(s), the jurisdictions and the weights. Submit to the bureau, the amount indicated on the bill in the form of cash, money order, cashier’s check, certified check or ComChek, or depending on the account’s length of existence, a personal or business check. DO NOT SEND CASH BY MAIL! Maintain the original bill for your records and send a signed copy of the front page of the bill to the bureau along with your payment. For more information, see Payment of IRP Bill, on page 19. We request that you please return either the first page of the bill or a photocopy with your payment. This will assist us in applying your payment to the appropriate account. STEP #5 Upon receipt of the bill amount and any other requested documents, the bureau will ship the license plate(s) and cab card(s) to you at your business/mailing address via regular mail. BE ON TIME…YOU MAY BE CHARGED DELINQUENT FEES Chapter 320.07(4)(a), Florida Statutes, requires the department to charge a delinquent fee beginning on the 11th calendar day after your renewal month ends. FOR EXAMPLE: If your registration renewal is due in March, you will be assessed a delinquent fee beginning on April 11, if you have not already submitted your renewal application and paid the renewal fees. - 10 - The following tax categories determine the delinquent fees: LICENSE TAX DELINQUENT FEE (amount paid for license plate) Tax of $5, but not more than $25 Tax over $25, but not more than $50 Tax over $50, but not more than $100 Tax over $100, but not more than $400 Tax over $400, but not more than $600 Tax over $600 and up = = = = = = $5 flat $10 flat $15 flat $50 flat $100 flat $250 flat IRP ENFORCEMENT PROCESS Staggered monthly renewals allow registrations from January 1 through October 31 of each year. Under staggered registration, license plates expire at midnight on the last day of the assigned renewal month. FOR YOUR INFORMATION! Operation of a vehicle without a current license plate and a current cab card, a valid trip permit, or a valid temporary operational permit will subject the driver to penalties and fines in all jurisdictions traveled. The original cab card verifies that vehicles are properly registered and registration fees paid. Enforcement Facts that Affect YOU! The original cab card must be carried in the described vehicle at all times and must not be mutilated or altered in any way. A duplicate copy or photocopy of any kind is not acceptable. Enforcement personnel will be verifying the vehicle identification number on the vehicle itself as well as on the original cab card. Extreme care should be used to accurately list the vehicle identification number on the IRP application when applying for apportioned registration. It is the responsibility of the Florida carrier to be fully aware of the requirements of all jurisdictions prior to traveling in those areas. FILING A SUPPLEMENTAL IRP APPLICATION Supplements are changes/corrections to an original or existing account. You should complete the IRP Application (HSMV 85900) and indicate on the form the changes/corrections that you want. You may add or delete vehicles and change weights and jurisdictions by filing a supplemental application for each type of transaction needed. - 11 - CHANGES AND/OR CORRECTIONS ALLOWABLE ON A SUPPLEMENTAL IRP APPLICATION FORM OR SCHEDULE REQUIRED CHANGES AND/OR CORRECTIONS Adding a Vehicle Deleting a Vehicle Increasing the Weight of a Vehicle Adding a Jurisdiction Transferring a Plate from One Vehicle to Another Transferring Vehicles Between Fleets Change in Type of Operation Change in Ownership of Vehicle Administrative Corrections Replacing a Lost or Stolen Cab Card Replacing a Lost or Stolen License Plate Schedule A No Paperwork Required Schedule A Schedule A & B *Schedule A *Schedule A Schedule A, possibly B Schedule A Schedule A, possibly B Florida Form HSMV 85100 Florida Form HSMV 85100 *If these transactions are requested, the cab card must be returned to the Bureau of Motor Carrier Services Note: You must sign and submit Schedule B for all transactions listed above requiring only Schedule A to be completed. The reason for this is that the signature line is in Schedule B, which is on the back of Schedule A. You must use the Florida IRP form or IRP Schedule listed above to make changes during the license year. The following changes can only be done during the vehicle’s renewal period: Delete States, Reduce Miles, or Change a Name on a Registration. NOTE: Descriptions of the above changes and corrections are detailed on the following 2 pages. DESCRIPTIONS OF CHANGES AND/OR CORRECTIONS Adding a Vehicle – A registrant may submit an IRP application to the Bureau of Motor Carrier Services requesting additional vehicles be added to an apportioned fleet. Vehicles added to an apportioned fleet must have a Florida title (or evidence that a Florida title has been applied for), proof of insurance, copy of lease agreement (if applicable), and evidence of payment of heavy vehicle use tax (Federal Internal Revenue Service Form 2290), and the DOT number and TIN of the motor carrier responsible for the safety of the vehicle. If the vehicle is titled out of state, a letter from the lien holder stating there is an outstanding lien on the title is required, unless the vehicle is leased then a copy of the lease will be accepted. A vehicle identification number (VIN) verification form (HSMV 82042) is also required on all out-of-state titled vehicles. The Bureau will not issue the apportioned registration without proper documentation. Deleting a Vehicle and/or Retiring a Vehicle – Florida law does not provide for a refund of the registration tax for vehicles sold or withdrawn from service during the registration year. The license plate may, however, be used on a replacement vehicle provided the new vehicle is registered in the same name as the previous registrant during the valid registration period. You do not need to file paperwork with the Bureau of Motor Carrier Services. Also, please do not return license plates of deleted and/or retired vehicles to this office unless you are requesting credit. - 12 - Increasing the Weight of a Vehicle – A registrant may increase the weight of a vehicle at any time throughout the registration year. We will calculate fees from the date of the increase. Complete and submit Schedule A of the IRP application. Adding a Jurisdiction – Submit a completed IRP application, Schedules A and B, to the Bureau of Motor Carrier Services to add jurisdictions (states and/or provinces) to your cab card. Make sure Schedule B (back of the application) indicates only the specific jurisdictions you wish to add. FYI: We will add the requested jurisdictions to all vehicles in that fleet. Transferring a Plate from One Vehicle to Another – IRP plates may be transferred from one vehicle to another vehicle providing the new vehicle is registered in the same registrant’s name. If the new vehicle is of a heavier weight class, you will be billed for the difference. No credit will be given if the vehicle is of a lighter weight. NOTE: Submit the original cab card from the deleted unit along with proof of ownership for the new unit to the Bureau of Motor Carrier Services when transferring a plate from one unit to another. (See page 14 for acceptable proof of ownership.) Not every IRP state allows for the transfer of registration fees. Some jurisdictions may charge a full registration fee for the transfer. Complete and submit Schedule A of the IRP application and attach the cab card from the deleted vehicle. Transferring Vehicles Between Fleets – Florida allows fleet-to-fleet transfers. Complete and submit Schedule A of the IRP application. You must already have an active fleet to transfer the unit into. *This can only be done if you have an active fleet to transfer the unit to. Change in Type of Operation –If this is a new operation, the registrant may be able to estimate mileage. To change your type of operation, complete Schedule A, and possibly Schedule B, if there will be a change in the jurisdiction/weight information for the new operation. You can only change from a private to for-hire carrier at renewal time. Change in Ownership of a Vehicle – A change in the ownership of a vehicle requires completion of the IRP application, Schedule A, and the submission of all required supporting documentation; i.e., proof of ownership, insurance, heavy vehicle use tax, etc. Administrative Corrections – Administrative corrections are items such as correcting inaccurately entered vehicle identification numbers, title numbers, misspelled names, addresses, etc., on cab cards. Complete and submit the IRP application, Schedule A, and possibly Schedule B, if there is a jurisdiction/weight correction necessary. Replacing a Lost or Stolen Cab Card – To replace a lost, stolen, or destroyed IRP cab card, submit the following: 1) Application to Replace an Apportioned License Plate and/or Cab Card (Florida Form HSMV 85100), and 2) Replacement fee of $5.00 per cab card, plus mail fee if requested through the mail. Replacing a Lost or Stolen License Plate – To replace a lost, stolen or destroyed IRP license plate, the following must be submitted: 1) Application to Replace an Apportioned License Plate and/or Cab Card (Florida Form 85100); and the case # assigned by the Police Department or Sheriff’s Office (there is NO replacement fee for a stolen license plate, if the case # is submitted); or 2) Application to Replace an Apportioned License Plate and/or Cab Card (Florida Form HSMV 85100); and a replacement fee of $39.00 including the mail fee. SUPPORTING DOCUMENTS FOR IRP REGISTRATION You must submit specific supporting documents before we can issue an IRP license plate and cab card. These supporting documents include: Proof of Ownership, Insurance Coverage, Heavy Vehicle Use Tax, and Location Verification. DOT number and TIN of motor carrier responsible for the safety of the vehicle. - 13 - --PROOF OF OWNERSHIP – May be one of the following: Copy of current Florida registration; Florida Title receipt (Form HSMV 82041); or In the case of an out-of-state title with an outstanding lien, submit a copy of the front and back of the out-of-state title and a statement on letterhead stationery from the lien holder stating there is an outstanding lien on the described vehicle. Out-of-State Vehicle Titles: For any vehicle with an out-of-state title, submit a completed Vehicle Identification Number Verification form (HSMV 82042). This form is available at all Florida county tax collector offices, or the Bureau of Motor Carrier Services in Tallahassee. Vehicles titled out-of-state must submit proof of ownership each year at the time of renewal. NOTE: Owner-operators not operating under their own authority should provide a copy of their proof of ownership to the motor carrier lessee for submission to the Department. --PROOF OF INSURANCE COVERAGE – Combined Bodily Injury Liability, and Property Damage Liability (referred to as Combined Single Limits – CSL) Proof of valid coverage may be the original or a photocopy of any one of the following: Form E, Uniform Motor Carrier Bodily Injury and Property Damage Liability; or Certificate of Self-Insurance issued by the Department of Highway Safety and Motor Vehicles, Division of Motorist Services, Bureau of Financial Responsibility; or Copy of the insurance policy which provides the required coverage and contains a statement that the insurance company will give the Department of Highway Safety and Motor Vehicles not less than thirty (30) days written notice of cancellation of coverage, such notice to begin from the date notice is received by the department, or Copy of Certificate of Insurance issued on an insurance company form only; or (NOTE: This form must reflect the policy number, levels of insurance, and state that the insurance company will give the Department of Highway Safety and Motor Vehicles not less than thirty (30) days notice of cancellation, such notice to begin from the date notice is received by the department. DHSMV must also be the Certificate Holder.) Insurance policy binder; or Surety bond deposited with the Department of Highway Safety and Motor Vehicles by a surety company authorized to do business in Florida, or a combination of a surety bond and an insurance policy, which satisfies the requirements of section 627.7415, Florida Statutes. Any PROOF OF INSURANCE submitted must include $10,000 PIP and the following minimum levels of combined bodily liability insurance and property damage liability: $50,000 coverage per occurrence for a private carrier with a gross vehicle weight of 26,000 pounds or more, but less than 35,000 pounds; $100,000 coverage per occurrence for a private carrier with a gross vehicle weight of 35,000 pounds or more, but less than 44,000 pounds; and $300,000 coverage per occurrence for a private carrier with a gross vehicle weight of 44,000 pounds or more; or MUST meet the minimum levels of coverage specified under Title 49 C.F.R., Part 387, Subpart A, for all for-hire interstate carriers or all carriers transporting hazardous materials with vehicles having a gross vehicle weight of 10,000 pounds or more; or MUST have a minimum of $750,000 Combined Single Limits (CSL) coverage for all forhire carriers. - 14 - INSURANCE REQUIREMENT FOR BUSES less than 16 passengers is $1.5 million and 16 or more passengers is $5 million. (For more information on buses, see page 22.) For Your Information… Private carriers transport goods they own. For-hire carriers transport goods owned by someone else. --PROOF OF PAYMENT OF FEDERAL HEAVY VEHICLE USE TAX Heavy vehicle use tax is a tax paid to the Internal Revenue Service for highway commercial motor vehicles having a gross or combined gross vehicle weight (GVW) of 55,000 pounds or more. A carrier may not register a vehicle for GVW that is greater than the GVW on the Form 2290. For a vehicle to operate in the state of Florida, the registrant must provide proof of payment of this tax. See page 32 for a sample of the IRS Federal Form 2290, Schedule 1. For additional information, please call IRS at 1-800-829-1040. Proof of current payment of federal heavy vehicle use tax may be one of the following: Original Federal Form 2290, Schedule 1, receipted (certified payment stamp for current taxable year) by the Internal Revenue Service, United States Treasury Department; or Copy of Federal Form 2290, Schedule 1, (with receipt stamp) submitted with a copy of the front and back of the cancelled check, indicating current payment has been made for heavy vehicle use tax. The electronically filed form 2290, Schedule 1, showing the watermark receipt. Heavy Vehicle Use Tax and Newly Purchased Vehicles You may register a newly purchased vehicle without proof of payment of heavy vehicle use tax, if a copy of the bill of sale is submitted showing that you purchased the vehicle during the preceding sixty (60) days. IMPORTANT - PLEASE NOTE… Carriers with 25 or more vehicles for a taxable period must file the 2290 electronically. If you have 25 or more vehicles, you can obtain information on how to file electronically at http://www.irs.gov/efile/article/0,,id=170570,00.html. --ESTABLISHED PLACE OF BUSINESS The International Registration Plan requires that motor carriers based in a particular state or jurisdiction must have an “established place of business” in that jurisdiction. An established place of business is a physical structure owned, leased, or rented by the registrant, which is open during normal business hours and has located within it: A person conducting the registrant’s business, and The operational records of the fleet. An applicant must have either an established place of business or be able to demonstrate residence in Florida, in order to claim Florida as their base state for IRP. To establish residence you must provide at least three (3) items from the list below: Current copy of a Florida driver’s license in your name. Copy of a document indicating your company is a Florida corporation or is registered to conduct business as a foreign corporation in Florida. Copy of document indicating you are a resident of Florida and the principal owner of a Florida corporation. Current copy of a Federal income tax return, in your name, indicating the return was filed from your Florida address. Current copy of a tax bill indicating real estate or personal property taxes have been paid in your name for your Florida address. Current copy of a utility bill paid in your name for your Florida address. Copy of a vehicle title or registration for a vehicle titled in Florida in your name. All records provided must be in the name of the registrant and document the current physical business address. - 15 - FLEET AND WEIGHT GROUPS To register your vehicle in Florida you must place all vehicles in FLEET and WEIGHT GROUPS. A fleet is one or more apportioned vehicles that all travel in the same jurisdictions under the same company name. You must submit each designated fleet on a separate IRP application form. EXAMPLE OF WHEN TO ESTABLISH SEPARATE FLEETS The company has five vehicles listed on the same account traveling in Florida, Alabama and Louisiana. The company also has three other vehicles listed on this same account traveling in Florida, Alabama, Tennessee and Kentucky. Designate the first group of five vehicles as FLEET #1, and designate the second group of three vehicles as FLEET #2. A fleet may be subdivided into weight groups. A weight group represents the same type units traveling in the same jurisdictions at the same designated weights. EXAMPLE OF WHEN TO ESTABLISH SEPARATE WEIGHT GROUPS Establish the five vehicles traveling in the states of Florida, Alabama and Louisiana, registered at 80,000 GVW, as FLEET #1, GROUP #1. Establish the three separate vehicles traveling in Florida, Alabama, Tennessee and Kentucky, registered at 80,000 GVW, as FLEET #2 and GROUP #1. The 2 other vehicles traveling in Florida, Alabama, Tennessee and Kentucky, registered at 70,000 GVW, would be established as FLEET #2 (because they are traveling in the same jurisdictions), but would be established as GROUP #2 (because they have different weights from those vehicles assigned to FLEET #2, GROUP #1). VIN AND UNIT NUMBERS The registrant of each of the company’s units must assign unit numbers (equipment numbers) to each of the vehicles. Duplicate unit numbers or equipment numbers are not acceptable. For your information, it is a good idea for you to locate and identify the vehicle identification number (VIN) on your vehicle(s). CEASING OPERATIONS Section 320.413(1), Florida Statutes, requires a motor carrier that stops doing business within the state because the business was closed, sold, or transferred, to notify the Bureau of Motor Carrier Services in writing within ten (10) days prior to the time the action is effective. This notice must give the date of closure and in the event of a sale or transfer of the business, the date of the sale or transfer and the name and address of the purchaser or transferee. CHANGE OF ADDRESS In accordance with section 320.413(4), Florida Statutes, every motor carrier shall submit to the Bureau of Motor Carrier Services, in writing within ten (10) days after such change becomes effective, any change in address of the principal place of business. NOTE: To change your physical address you must submit 3 items from the following list of acceptable proof of residency documents along with the Change of Address form. - 16 - ACCEPTABLE PROOF OF RESIDENCY DOCUMENTS Current copy of a Florida driver’s license in your name. Copy of a document indicating your company is a Florida corporation or is registered to conduct business as a foreign corporation in Florida. Copy of document indicating you are a resident of Florida and the principal owner of a Florida corporation. Current copy of a Federal income tax return, in your name, indicating the return was filed from your Florida address. Current copy of a tax bill indicating real estate or personal property taxes have been paid in your name for your Florida address. Current copy of a utility bill paid in your name for your Florida address. Copy of a vehicle title or registration for a vehicle titled in Florida in your name. The following Change of Address form (HSMV 85041) is available on the DHSMV Website and may be completed and submitted instead of written correspondence. - 17 - - 18 - PAYMENT OF IRP BILL Upon receipt of all registration forms and requested information, the Bureau of Motor Carrier Services will calculate the apportioned fees and will send a bill to the carrier. Do not send money with your application. The bill you receive will reflect the “total amount due” for IRP fees for Florida and each member state in which the carrier will operate. You should verify the information on the bill and sign it, before returning it to the bureau. Payment of the bill is due from the carrier upon receipt of the invoice for original applications. In the case of renewal applications, it is suggested that the renewal be submitted as early as possible so you can obtain a bill. It is not necessary to pay the bill immediately. We will mail the apportioned license plates to the actual mailing address listed on the application. Make sure you are able to receive mail at this address. Registrants who have multiple fleets should send payments for all fleets in the same envelope, at the same time, to avoid delays in processing the transaction. Acceptable Forms of Payment Guaranteed Funds on Original Applications - Because of the number and dollar amount of insufficient funds checks received on IRP transactions, the Bureau of Motor Carrier Services will not accept personal and business checks on newly established IRP accounts. Payment for all transactions processed for new IRP accounts must be in the form of guaranteed funds; i.e., cash, money order, cashier’s check, certified check, or ComChek. This policy remains in effect for the first two (2) years of the account’s existence. Effective with the second renewal on an account, you may pay with personal and business checks as well as the other payment methods noted in the above paragraph. COMCHEKS: You may also use a ComChek to pay for IRP credentials. For more information on the use of ComCheks, please contact telephone number 1-800-741-3030. Send Payments to: Department of Highway Safety and Motor Vehicles Division of Motor Vehicles Bureau of Motor Carrier Services Neil Kirkman Building – MS 62 2900 Apalachee Parkway Tallahassee, Florida 32399-0626 FLORIDA TEMPORARY OPERATIONAL PERMITS (TOP’s) The department may issue a 60-day temporary operational permit if it is unable to immediately issue the apportioned license plate to an applicant. A sample copy of the Temporary Operational Permit (TOP) Form, HSMV 85018, is on page 33 of this manual. TOP’s are available through all local county tax collector offices at a cost of $8.00 or $8.50, which includes a service charge of $5.00 or $5.50 respectively. The additional .50 cents represents a branch office fee charged by the county tax collector. TOP’s are valid for sixty (60) days. The original TOP permit must remain with the vehicle throughout the authorization period. A duplicate or photocopy of a Florida TOP is not acceptable for law enforcement purposes. Renewal vehicles may not receive TOP's. A renewable vehicle is any vehicle that had a Florida IRP plate during the previous registration period. - 19 - TOP’s MAY BE ISSUED: On New Vehicle Additions (title work being performed); For Florida Registration Issuance Only; To Transfer a Florida Straight Plate to an IRP Plate; To Transfer an IRP Registration from One Vehicle to Another Vehicle; To Increase the GVW of a Vehicle; and For a Lost or Stolen Cab Card or License Plate. (See TOP Requirements’ Guide on page 40 of this manual.) The Florida Department of Highway Safety and Motor Vehicles reserves the right to refuse TOP’s to any carrier whose account is not in good standing. The following proof is required: Proof of Ownership; Proof of Combined Bodily (Injury) Liability, and Property Damage Liability Insurance (Referred to as Combined Single Limits – CSL) PIP; and Proof of Sales Tax Paid. ADDITIONAL SALES TAX INFORMATION Under a "Registration Only" situation (out-of-state) proof of sales tax must be verified when the vehicle is within six (6) months of its purchase date, If the carrier did not pay sales tax in the state of purchase, or the sales tax rate was less than the Florida sales tax rate, Florida sales tax is applicable. WARNING: Within ten (10) days after issuance of a TOP, the carrier is responsible for completing the vehicle registration requirements as set forth by this Department. If you do not complete the registration within this period, the Department may suspend the TOP. The carrier must use the same name and declare the same jurisdictions and weights when applying to obtain permanent registration as used on the TOP. FLORIDA TRIP PERMIT REQUIREMENTS A Florida IRP Trip Permit is required for any vehicle having a permanent registration, but not registered or apportioned for a particular jurisdiction. The Florida IRP Trip Permit is valid for ten (10) days for a fee of $30.00 (plus wire service fees) and is available through one of the various wire service companies listed on page 41 of this manual. Out-of-state carriers MUST secure a Trip Permit prior to entering the State of Florida. The original Trip Permit must remain with the vehicle while in the state. A duplicate or photocopy of a Trip Permit is NOT acceptable for law enforcement purposes. Florida-based carriers that need to travel in a jurisdiction not on their cab card must either contact that jurisdiction to obtain a trip permit, or submit an add jurisdiction supplement. HUNTER PERMIT REQUIREMENTS A Hunter Permit is a limited permit, available to a Florida-based owner-operator not currently leased to a motor carrier, who does not have an IRP registration. The Hunter Permit will allow an operator to move his empty truck or truck tractor from place to place as needed. In other words, it allows an owner-operator the ability to move his vehicle from jurisdiction-to-jurisdiction without carrying a load. Hunter Permits are valid for ten (10) days for a fee of $5.00 (plus wire service fees) through one of the various wire service companies listed on page 41 of this manual. - 20 - The Hunter Permit must remain with the vehicle described. Duplicates or photocopies of the Hunter Permit are not acceptable for law enforcement purposes. Florida will recognize a valid Hunter Permit issued by another jurisdiction and will allow the carrier to travel in Florida without the purchase of a “Florida” Hunter Permit. In addition, other jurisdictions recognize valid “Florida” Hunter Permits. TEMPORARY FUEL USE PERMIT REQUIREMENTS Vehicles subject to the provisions of Chapter 207, Florida Statutes, (fuel taxes) must secure an International Fuel Tax Agreement (IFTA) decal or a Temporary Fuel Use Permit before operating over Florida highways or the highways of any IFTA jurisdiction. Temporary Fuel Use Permits are available to motor carriers through any of the wire service companies listed on page 41 of this manual. For more detailed information regarding IFTA, please request a copy of Florida’s International Fuel Tax Agreement Trucking Manual, Form HSMV 85920. TYPES OF OPERATIONS A carrier’s type of operation determines the amount of insurance coverage that is required. See pages 14 and 15 for additional insurance information. The following information will assist the carrier in determining the correct type of operation. For-Hire Owner-Operator Owner-Operator means an equipment lessor who leases his vehicle equipment with a driver to a motor carrier. An owner-operator may choose to register an apportioned vehicle in his or her own name, or in the motor carrier’s name. In either case, the registrant is responsible for maintaining accurate operational records of their operation. Definition of Lessor and Lessee: Lessor – If the owner-operator (lessor) is the registrant and the vehicle is registered in the name of the owner-operator, the apportioning of fees is based on the operational records of the owner-operator, and the license plate and cab card are the property of the owner-operator Lessee – If the motor carrier (lessee) is the registrant (vehicle is registered in both the owner-operator’s name and that of the motor carrier as lessee), the apportioning of fees is based on the records of the motor carrier and the license plate and cab card are the property of the motor carrier. If the motor carrier (lessee) is the registrant, a copy of the lease agreement between the lessor and the lessee (and a copy of the out-of-state title, if applicable), must be submitted. Additional “Leased Vehicle Information” is on page 23. For-Hire Out-of-State Vehicle Ownership Vehicles owned by an out-of-state resident and having an out-of-state title may register in Florida without transferring the title, providing that a current lease agreement exists between the out-of-state owner and a Florida-based company or resident, or a letter from the out of state lien holder is provided. Florida “base jurisdiction” requirements apply (see pages 1 and 37). A photocopy of the front and back of the out-of-state title and the lease agreement are required. A VIN verification form (HSMV 82042) is also required. - 21 - Household Goods Carriers For equipment leased from service representatives, the household goods carrier may elect to register in the base state of the service representative, or that of the carrier. If the household goods carrier elects to register in the service representative’s base state, the registration will reflect both the name of the service representative, and that of the carrier as lessee. We will calculate the apportioned fees based on the service representative’s records. The service representative must make the records available in his base state. If the household goods carrier elects to register in his base state, the registration will reflect the name of the carrier, and that of the service representative as lessor. We will calculate the apportioned fees according to the mileage records maintained by the carrier. The carrier must include both interstate and intrastate miles operated by those vehicles under the IRP agreement. The household goods carrier must make the records available in his base state. If the owner-operator uses his equipment exclusively to transport cargo for a household goods carrier, he must register the equipment in his base state, but in both his name and that of the carrier as lessee. This requirement does not apply to Service Representatives. The carrier's mileage records determine the apportioned fees. Additional “Leased Vehicle Information” is on page 23. Private Carriers A “Private Carrier” is an individual or company whose primary vehicle use is for the advancement of his business, which is not a transportation business. Private carriers haul their own goods using their own equipment, and are responsible for all mileage records. This type of carrier is not required to meet certain Federal Motor Carrier Safety Regulations (FMCSR). See page 26. COMMON CARRIERS AND BUSES If you are a common carrier of passengers operating interstate on a regularly scheduled route, you must register as an apportioned fleet. Insurance requirements for buses: Less than 16 passengers requires $1.5 million 16 or more passengers requires $5 million If you are a common carrier of passengers and have any doubt as to whether or not you should file for an apportioned registration, please contact the Bureau of Motor Carrier Services at (850) 617-3711. Summing Total Bus Miles – There are two options offered to the registrant for summing total bus miles. These are: 1) to sum all actual in-jurisdiction miles, or 2) to sum the scheduled routed miles per jurisdiction from the farthest point of origination to the farthest point of destination of the scheduled pool. Buses used exclusively for chartering are exempt from apportioned registration. “Chartered Party” means a group of persons who, pursuant to a common purpose and under a single contract, have acquired the exclusive use of a passenger-carrying motor vehicle to travel together as a group to a specified destination or for a particular itinerary, either agreed upon in advance or modified by the chartered group after leaving the place of origin. For additional information on Federal Motor Carrier Safety Regulations, see page 26. - 22 - LEASED VEHICLE INFORMATION Apportioned owner-operators may lease equipment to another apportioned fleet operator and the lessor shall be responsible for reporting on the apportioned application the miles traveled by the leased equipment. The lessee shall be the person using and operating the equipment under the lease agreement. Leased vehicles must display apportioned credentials and may operate only in the jurisdictions listed on the cab card or a trip permit will be required. A non-apportioned carrier may lease an apportioned vehicle. The lessor of the vehicle shall be responsible for reporting the mileage traveled by the leased equipment. The leased vehicle must display apportioned credentials and can operate only in IRP jurisdictions listed on the cab card; otherwise a trip permit will be required. AUDITS AND RECORDS RETENTION Mileage Records/Operational Records All information furnished to this department by a registrant on the application mileage schedule, supplemental form, or renewal form, is subject to verification by the Bureau of Motor Carrier Services, Audit Section. Audit Facts… Your account may be selected for an audit or you may request an audit at any time. The Bureau will notify you or your representative in advance to arrange the audit. Audits will be conducted during normal business hours. The audit may cover the operational records of one, two, or three years; therefore, you are required to maintain records for the prior three years’ registration periods. As an example, during the 2007 registration year, the following operation mileage records could be subject to audit and must be available if an audit is requested: July 1, 2003 – June 30, 2004 (mileage records used for 2006 registration) July 1, 2002 – June 30, 2003 (mileage records used for 2005 registration) July 1, 2001 – June 30, 2002 (mileage records used for 2004 registration) If records are not available to substantiate the information shown on the registrant’s application, the registrant shall be given thirty (30) days written notice to provide such records. After an Audit… When the IRP audit has been completed, you will be notified of all findings and recommendations, and a complete audit report will be sent to all IRP jurisdictions in which you were registered during the period audited. It is the registrant’s responsibility to provide acceptable records of all interstate and intrastate movement, including miles traveled under a trip permit. SUGGESTED ACCEPTABLE FORMS to assist you in your record keeping requirements are located on pages 34 thru 37 of this manual. These forms are the 1) Quarterly Mileage & Fuel Purchase Recap, 2) Monthly Mileage & Fuel Purchase Recap, 3) Individual Vehicle Mileage/Fuel Record, and 4) Individual Vehicle Mileage Record (IVMR). Each of these forms may be accessed and printed on the department’s website under “forms” as Worksheets 1-4. Acceptable Audit Records Acceptable records must include the following information for each trip: Dates of Trip (starting and ending) Origin of Trip Destination of Trip Routes Traveled and Odometer Readings Total Trip Miles (including Trip Permit mileage) - 23 - Mileage by Jurisdiction Unit Number or Vehicle Number Fleet Number Registrant’s Name Signature of Driver To assist you with the proper record keeping requirement, an auditor from the Bureau of Motor Carrier Services’ Audit Section should contact you within ninety (90) days of your initial registration as a Florida-based IRP carrier. If you have not been contacted within ninety (90) days of your initial registration, or you are just looking for suggestions on setting up an acceptable record keeping system, please contact the Bureau of Motor Carrier Services, Auditing Section at (850) 617-2910. You may also request copies of the record keeping forms shown on pages 34 thru 37 at this telephone number. Summarizing Records The mileage recorded on your individual vehicle mileage report shall be summarized monthly by equipment number and shall show the total number of miles operated in each jurisdiction by apportioned power units. Registrants may include non-apportioned vehicles on the monthly summary. However, apportioned vehicles must be clearly identified and their miles completely separated. Only those miles generated by apportioned units shall be reported for apportioned registration purposes. From the monthly summaries, the registrant shall prepare a yearly recap for each jurisdiction, as well as a total recap for all jurisdictions. Monthly summaries will cover the mileage period from July 1 through June 30. Carriers with more than one (1) apportioned fleet MUST also prepare monthly summaries as well as a yearly recap for each apportioned fleet. Vehicle Purchase Prices All reported purchase prices and unladen weights (on which fees are based) must be substantiated by acceptable documentation for all apportioned vehicles. Acceptable documentation to support vehicle purchase prices and dates include the following: Invoices Bills of Sale, and Security Agreements. Records Retention A carrier is required to maintain the mileage records used for the current application plus the three (3) preceding mileage years. Records must be made available by the carrier to any jurisdiction upon request. Penalty for Failure to Maintain Adequate Records Florida and other states assess penalties when adequate records are not maintained. In the event acceptable records are not available, the department may estimate mileage based on the best information available or assess 100% of the registration fees less what was paid at the time of registration to the base state. BE AWARE OF THESE AUDIT GUIDELINES: If the audited percentage of miles for Florida is greater than the Florida miles registered, you will be invoiced for additional fees due Florida. Likewise, other jurisdictions will bill you for applicable fees. If the audit shows you are due a refund of Florida fees, we will issue the refund. If you are due a refund from other jurisdictions, you must contact them directly for the refund. Because IRP and IFTA audits are frequently combined, additional audit records may be required and additional charges may be made as necessary. - 24 - USING ESTIMATED MILES If a registrant uses estimated miles, the registrant must explain in writing on the application the estimated mileage by giving the type of operations, routes, frequency and any other information needed to explain the basis for the estimate. We review the estimated mileage and explanation for inconsistencies, as this mileage should be an accurate estimate of the future operations of the fleet involved. If you allow the bureau to estimate mileage for you, you do not need to explain the mileage figures. Place an E in the estimated mileage column next to the jurisdiction that you want us to estimate for you. A registrant that apportions vehicles in a jurisdiction where there is no mileage experience for the previous mileage-reporting period may estimate miles for that renewal year. If your actual operations did not exceed three (3) months of the mileage-reporting year, you may estimate miles for a second year. REFUNDS OF IRP FEES Florida will issue a refund for IRP registration fees: When a vehicle has been registered twice (duplicate registration) for the same registration period, such as the duplicate purchase of a straight plate and an IRP plate during the same registration period; or If your vehicle registration was issued in error and you return the plate to the Bureau of Motor Carrier Services before the first day of the registration period. Florida law allows a credit for the unused portion of the registration when you remove a vehicle from the state. See page 26 for additional credit information. APPLYING FOR A REFUND… To apply for a refund due to a duplicate registration: Submit a signed “Application for Refund on Taxes or Fees Paid Under the International Registration Plan,” Form HSMV 85028, to the Bureau of Motor Carrier Services, along with proof of the duplicate registration (copies of both registrations). To apply for a refund for a license plate that renewed in error: Submit an “Application for Refund on Taxes or Fees Paid Under the International Registration Plan,” Form HSMV 85028, to the Bureau of Motor Carrier Services. Along with the completed and signed application, forward the license plate and a letter stating why you are requesting a refund of the registration fee. Where to File for an IRP Refund The Bureau of Motor Carrier Services, in Tallahassee, issues IRP registration refunds for the reasons listed above as well as refunds based on an audit. A refund from a Florida IRP audit to Florida registrants will be issued automatically. The entire refund process takes approximately 6 to 8 weeks. NOTE: A registrant must apply to the specific jurisdiction for a refund due from any other IRP jurisdiction. Mail all Florida IRP registration refund requests to: Bureau of Motor Carrier Services Neil Kirkman Building – Room A-110, MS-62 2900 Apalachee Parkway Tallahassee, Florida 32399-0626 For additional information regarding refunds of IRP fees, please contact the Bureau of Motor Carrier Services at (850) 617-3711. - 25 - CREDITS FOR IRP LICENSE PLATES If your vehicle is sold, destroyed or permanently removed from service and you do not plan to transfer the registration, you may apply for a CREDIT. This CREDIT decreases each month for the remainder of the registration period. UNIFIED CARRIER REGISTRATION SYSTEM (UCR) The 2005 Federal Highway Bill eliminated the Single State Registration System (SSRS) and replaced it with the Unified Carrier Registration (UCR) system. Because Florida is not a member of the UCR, Florida based motor carriers must register with either the state of Georgia or Alabama, whichever is more closely located to you. Also, for your convenience, you may log on to the State of Indiana’s website to register and pay for UCR online. Contact information for all three states is listed below: STATE OF ALABAMA (334) 242-5176 STATE OF GEORGIA (404) 362-6484 STATE OF INDIANA (317) 615-7350 http://www.ucr.in.gov U.S. DOT MOTOR CARRIER REGISTRATION REGULATIONS AND THE FEDERAL MOTOR CARRIER SAFETY REGULATIONS “DOT” Number (Department of Transportation Number) – Any commercial motor carrier (for-hire or private) who operates a commercial motor vehicle interstate with a gross vehicle weight or combined gross vehicle weight over 10,000 pounds must obtain a DOT number from the United States Department of Transportation (U.S. DOT), Office of Motor Carriers. You may obtain a DOT number at NO COST. “MC” Number (Motor Carrier Number) – In addition to a DOT number, if the motor carrier is a “for-hire” carrier under the same circumstances above, the carrier must obtain a MC number, with the exception of carriers hauling certain commodities, such as produce and logs. The U.S. DOT, Office of Motor Carriers, also issues the MC number and it currently costs $300 for the life of the company. SPECIAL NOTE: If the carrier has both the DOT number and the MC number, he should display only the DOT number. Effective with the January 2012 registration year, Florida will be participating in PRISM (Performance and Registration Information System Management). The U.S. DOT number, tax payer ID number (TIN) and information concerning who is responsible for the safety of each vehicle are required for IRP registrations. PRISM is a program of the Federal Motor Carrier Safety Administration (FMCSA) to determine the safety fitness of a motor carrier prior to registration and to positively influence motor carriers to improve their safety performance. For more information about PRISM you may call U.S. DOT at 800-832-5660 or visit their website at www.fmcsa.dot.gov. -------------------------------------------------------------------------------------For more specific information, brochures, forms and applications regarding U.S. DOT safety regulations, contact the following offices: United States Department of Transportation Federal Motor Carrier Safety 545 John Knox Road, Suite 102 Tallahassee, Florida 32303-4117 Telephone (850) 942-9338 OR U.S. Federal DOT located in Washington, D.C. Telephone (202) 366-4000 www.safersys.org/ For Oversize/Overweight Permits – Telephone (850) 410-5777 - 26 - OBTAINING THE FLORIDA DOT “TRUCKING MANUAL” GUIDEBOOK The Florida Department of Transportation provides detailed information in a guidebook entitled “Trucking Manual”. This guide outlines the State of Florida’s requirements for truckers regarding: Size and Weight Limits Overweight/Oversize Permits Safety Rules/Hazardous Materials International Registration Plan (IRP) Enforcement International Fuel Tax Agreement (IFTA) Enforcement Fuel Importation Florida DOT Numbers You may obtain a copy of the “Trucking Manual” guidebook from the: Florida Department of Transportation Motor Carrier Compliance Office Headquarters 325 John Knox Road, Building K Tallahassee, Florida 32303 Telephone (850) 245-7900 Toll Free (866) 374-3368, ext. 7900 www.dot.state.fl.us (Other DOT addresses and telephone numbers on page 31.) FREQUENTLY ASKED QUESTIONS & ANSWERS How long does the IRP registration process take? One to two weeks from receipt of a completed International Registration Plan Florida Application (HSMV 85900) and the correct supporting documents by the Bureau of Motor Carrier Services. An application is considered complete if all of the requested information on the front and back of the application has been accurately completed; the required supporting documents, such as insurance, heavy vehicle use tax (Form 2290), and lease agreement, have been submitted; and the application has been signed. What is the cost of an IRP registration? The IRP bases fees on the percentage of miles traveled in each jurisdiction (state) as well as the weight, age and cost of the vehicle. Due to the volume and complexity of the calculations, a computerized system calculates apportioned fees. In order for the computerized system to calculate fees, we enter mileage figures and states from your application into the IRP database where they are automatically calculated and a bill is prepared. Because of the computer calculation, we cannot provide an exact cost of an IRP registration prior to the submission of an application. A close estimate of cost would be approximately $150.00 per month per vehicle for the registration period of an 80,000 pound vehicle. (For more detailed information regarding the calculation of IRP fees, see page 3.) What is the expiration date of an IRP registration? The state of Florida implemented staggered monthly IRP registrations in 1997. As a result, license plates expire at midnight on the last day of the assigned renewal month. The renewal month shown on the IRP cab card must match the month sticker (decal) on your IRP license plate. NOTE: If the renewal month shown on your cab card and the month sticker on your license plate does not match, notify the Bureau of Motor Carriers Services immediately! Is there a grace period for enforcement after the expiration date of the registration? No. Enforcement begins at 12:01 a.m. on the first day of the month following the last day of the assigned renewal month. - 27 - Can I renew an IRP registration for less than one year? No. You cannot renew an IRP registration for less than one year. However, you may transfer the plate to another vehicle if the original vehicle is sold or destroyed before the end of the current registration year. Alternatively, you may submit the plate to the Bureau of Motor Carrier Services (along with a copy of the bill of sale or a police report) for a credit on the unused portion of the registration period. (Also, see page 13, Transferring a Plate from One Vehicle to Another.) How do I transfer an IRP license plate? To transfer an IRP license plate, submit a completed International Registration Plan Florida Application (HSMV 85900) indicating the transfer, to the Bureau of Motor Carrier Services in Tallahassee. The fee for transferring a plate depends upon the jurisdictions (states) the vehicle will be operated in (all jurisdictions do not charge the exact fees for transferring an IRP plate). You must submit the original cab card of the old vehicle at the time you transfer the vehicle. (Also, see page 13, Transferring a Plate from One Vehicle to Another.) When can I receive a refund for an IRP registration? If your vehicle is registered twice (duplicate registration) for the same registration period; i.e., purchase of a straight plate and an IRP plate, you may apply for an IRP refund of the duplicated Florida fees. In addition, if you renew a vehicle in error, but return the plate to the Bureau of Motor Carrier Services before the first day the registration begins, you may apply for a refund. To apply – for a refund due to a duplicate registration, submit a signed Application for Refund on Taxes or Fees Paid Under the International Registration Plan form (HSMV 85028) to the Bureau of Motor Carrier Services, along with proof of the duplicate registration (copies of both registrations). To apply – for a refund on a tag renewed in error, submit a signed Application for Refund on Taxes or Fees Paid Under the International Registration Plan form (HSMV 85028) to the Bureau of Motor Carrier Services, along with the tag and a letter stating why you are requesting a refund of the registration fee. The Bureau of Motor Carrier Services in Tallahassee issues IRP registration refunds and the entire process takes approximately 6 to 8 weeks. How do I add a jurisdiction to an IRP registration? Submit an International Registration Plan Florida Application form (HSMV 85900) to the Bureau of Motor Carrier Services requesting the additional jurisdiction(s). On the back of the application (Schedule B), make sure you indicate only the additional jurisdiction(s) you wish to add. If you have more than one vehicle in your fleet, we will add the requested jurisdictions to all vehicles. How do I add a vehicle to an IRP registration? Submit an International Registration Plan Florida Application form (HSMV 85900) to the Bureau of Motor Carrier Services requesting us to add the additional vehicle. Complete all the information requested on the front of the application (Schedule A), i.e., account name, account number, etc., and make sure that all vehicle information is included. In addition, proof of ownership, heavy vehicle use tax (IRS Form 2290), DOT number and TIN, and the lease agreement (if applicable) must be submitted along with the application. Do I have to pay an entire month’s registration fees, if I purchase a vehicle on the last day of the month? Yes. IRP calculates registration fees from the first day of the month in which you purchased the vehicle. Therefore, if you purchase a vehicle on the last day of any month, IRP charges for that entire month in the registration fee. When and how can I change a registrant’s name on an IRP registration? Is there a fee? You may only change an IRP registrant’s name at the time of renewal. To change a registrant’s name on an account, indicate the new name on the International Registration Plan Florida Application form (HSMV 85900) and submit it along with the computer generated renewal. There is NO fee to process a name change. - 28 - How do I replace a lost apportioned license plate or cab card (registration for IRP license plate)? You may purchase replacement license plates and cab cards through the Bureau of Motor Carrier Services in Tallahassee by submitting an Application to Replace an Apportioned License Plates and/or Cab Card form (HSMV 85100). You may apply by mail or in person at the addresses listed in this manual. The fee to replace a license plate is $36.85 ($39.00 via mail). We will replace a stolen license plate at no charge, if you submit the case # of the police report with the application. In all cases, an application requesting the replacement of a cab card requires a fee of $5.00 ($5.70 via mail) per cab card. (See Replacing a Lost or Stolen Cab Card and Replacing a Lost or Stolen License Plate on page 13.) Does the Bureau of Motor Carrier Services have any electronic filing options? Yes, you can currently order IFTA decals and file IFTA tax returns on line. You may also process your IRP renewals and most other IRP transactions on-line and pay for all via the internet. The e-filing options may be viewed on the Department’s website, http://www.flhsmv.gov. For more information on e-filing, see the Introduction page of this manual. ADDRESSES AND TELEPHONE NUMBERS FLORIDA INTERNATIONAL REGISTRATION PLAN Department of Highway Safety and Motor Vehicles Bureau of Motor Carrier Services BMCS Audit Headquarters Neil Kirkman Building – Room A-118 2900 Apalachee Parkway – MS 58 Tallahassee, Florida 32399-0626 Telephone (850) 617-2910 Fax (850) 617-5187 BMCS Headquarters Neil Kirkman Building, Room A-110 2900 Apalachee Parkway – MS 62 Tallahassee, Florida 32399-0626 Telephone (850) 617-3711 Fax (850) 617-5185 BMCS Audit Field Offices 2900 Apalachee Parkway Neil Kirkman Building, Room A-139, MS58 Tallahassee, Florida 32399-0626 Telephone (850) 617-2910 Fax (850) 617-5187 4101 Clarona-Ocoee Road, Suite 160 Orlando, Florida 32810 Telephone (407) 445-7400 Fax (407) 445-7411 318 Southeast 25th Avenue Ocala, Florida 34471 Telephone (352) 620-3993 Fax (352) 732-1459 5701 East Hillsborough Avenue, Suite 2228 Tampa, Florida 33610 Telephone (813) 612-7120 Fax (813) 740-4307 323 10th Avenue, West, Suite 200 Palmetto, Florida 34221 Telephone (941) 723-4634 Fax (941) 723-4553 1135 Banks Road Margate, Florida 33063 Telephone (954) 969-4233 Fax (954) 969-4233 3200 Armsdale Road, Suite 13 Jacksonville, Florida 32218 Telephone (904) 924-1528 Special Note: You cannot obtain IRP plates from these locations, only audit information. - 29 - IRP JURISDICTION LOCATIONS AND OTHER INFORMATION You may obtain the most current addresses and telephone numbers as well as other information for the International Registration Plan jurisdictions (states) on an individual basis by visiting the IRP Website, as follows: www.irponline.org/InfoExchange/JurisdictionInformation/ Scroll down and click on Directory to view jurisdiction information. If you do not have access to a personal computer, you may contact the MCS Help Desk (Call Center) at (850) 617-3711, for assistance. - 30 - ADDITIONAL SPECIFIC INFORMATION Federal Motor Carrier Safety Washington, D.C. Telephone (800) 832-5660 www.fmcsa.dot.gov/ UNITED STATES DEPARTMENT OF TRANSPORTATION FLORIDA DOT HQ’S AND FIELD OFFICES Call Florida DOT MOTOR CARRIER COMPLIANCE HQ’s 325 John Knox Road, Building K Tallahassee, FL 32303 Telephone (850) 245-7900 Toll Free (866) 374-3368, Ext. 7900 www.dot.state.fl.us HAZARDOUS MATERIALS ENFORCEMENT HIGHWAY INTERDICTION PROGRAM COMMERCIAL MOTOR VEHICLE AND CARGO THEFT OVERSIZE / OVERWEIGHT PERMITS Florida Department of Transportation PERMIT OFFICE 2740 Centerview Drive Tallahassee, FL 32301 Telephone (850) 410-5777 Fax (850) 410-5779 LIVE STOCK HAULER PERMITS Telephone (850) 410-0926 FUEL IMPORTATION Florida Department of Revenue General Tax Administration 1379 Blountstown Highway Tallahassee, FL 32304-2716 Telephone 1-800-352-3671 LICENSING IMPORT / DIVERSION AUTHORIZATION NUMBERS OFFICE OF FLORIDA’S TURNPIKE Florida DOT Telephone 1-800-749-7453 TALLAHASSEE LOCATION OF THE INTERNAL REVENUE SERVICE Internal Revenue Service 1211 Governor Square Blvd. Room 401 Tallahassee, FL 32301 Telephone 1-800-829-1040 USE OF COMCHEKS Telephone 1-800-741-3030 Florida Department of Highway Safety and Motor Vehicles Division of Driver Licenses Public Service Information Neil Kirkman Building, Room B-133 2900 Apalachee Parkway Tallahassee, FL 32399 Telephone (850) 617-2000 or 617-2606 COMMERCIAL DRIVER LICENSES - 31 - SAMPLE COPY OF IRS FORM 2290 SCHEDULE 1 - 32 - SAMPLE COPY OF TOP FORM HSMV 85018 - 33 - This EXAMPLE FORM is used to summarize your miles traveled and fuel purchased for a three-month period that will coincide with an International Fuel Tax Agreement (IFTA) quarter. QUARTERLY MILEAGE & FUEL PURCHASE RECAP For _______________ quarter ending _______________ Identify and list all miles and fuel purchases for each jurisdiction separately. All non-IFTA state miles and non-IFTA fuel purchases may be added together. All miles and fuel purchases reported on this summary must be supported by IVMR’s and fuel receipts. It is recommended that those source documents be filed with this recap for verification. Non-IFTA miles __________ Non-IFTA fuel purchases __________ Florida miles __________ Florida fuel purchases __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ Total miles: __________ Total fuel purchases: __________ Use the space below to designate IRP miles by jurisdiction that are included in the non-IFTA miles above. These miles are already included in your total miles. JURISDICTION _____________ _____________ _____________ _____________ _____________ _____________ _____________ MILES _________ _________ _________ _________ _________ _________ _________ QCAP 0996 - 34 - This EXAMPLE FORM is used to summarize your miles traveled and fuel purchased for each month. It is only required that you maintain a monthly summary or a quarterly summary. However, maintaining a monthly summary makes it easier to maintain the quarterly summary. In addition, using a monthly summary and then adding up the three months for your quarterly summary reduces the chances of errors and omissions. MONTHLY MILEAGE & FUEL PURCHASE RECAP For the month of: ____________________ Identify and list all miles and fuel purchases for each jurisdiction separately. All non-IFTA state miles and non-IFTA fuel purchases may be added together. All miles and fuel purchases reported on this summary must be supported by IVMR’s and fuel receipts. It is recommended that those source documents be filed with this recap for verification. Non-IFTA miles __________ Non-IFTA fuel purchases __________ Florida miles __________ Florida fuel purchases __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ Total miles: __________ Total fuel purchases: __________ Use the space below to designate IRP miles by jurisdiction that are included in the non-IFTA miles above. These miles are already included in your total miles. JURISDICTION _____________ _____________ _____________ _____________ _____________ _____________ _____________ MILES _______________ _______________ _______________ _______________ _______________ _______________ _______________ MCAP 0996 - 35 - This EXAMPLE FORM is an individual vehicle mileage report (IVMR) and is used to record miles traveled and fuel purchased for only one trip at a time. It is normally used for extended trips that take a motor carrier through many jurisdictions for a long period of time. The information recorded on this form will be used to complete either your monthly or quarterly summary forms. INDIVIDUAL VEHICLE MILEAGE/FUEL RECORD Power Unit # ________ Trailer Unit # ________ Fleet # ________ Report beginning and ending mileage for each trip or day traveled. Also, record the odometer reading each time you cross a state line and complete the miles driven for each jurisdiction. There may be more than one entry per trip or day. Date Jurisdiction Beginning Odometer Ending Odometer Places Traveled & Routes Used Miles Traveled Gallons Purchased Explain how jurisdictional miles are derived if odometer readings are not recorded when crossing jurisdiction boundaries: ___________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________ Driver’s Name IVMR __________________ Date - 36 - This EXAMPLE FORM is an IVMR, but it is used for multiple trips. A motor carrier will use this form to record two or more trips over a specific time period as determined by the operator. It may be used for weekly, monthly, or quarterly trips depending on how many trips a registered vehicle makes in any given period. Some carriers choose to use other types of IVMR forms when two or more motor vehicles are running different trips. INDIVIDUAL VEHICLE MILEAGE RECORD Power Unit # ________ Trailer # ________ Fleet # ________ Trip # ________ Terminal Address ___________________________________________________ Trip Origin _____________________ Destination ________________________ Ending Odometer Reading ___________ Beginning Odometer Reading ___________ Date Jurisdictions Places and Routes Traveled Odometer Reading At State Line Miles Traveled Gallons Purchased In Each Jurisdiction TOTAL MILES TRAVELED: Explain how jurisdictional miles are derived if odometer readings are not recorded when crossing jurisdiction boundaries: ___________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________ Driver’s Name __________________ Date IVMR 0896 - 37 - DEFINITIONS APPORTIONABLE FEE — Any periodic recurring fee required for licensing or registering vehicles, such as, but not limited to, registration fees, license or weight fees, which are the result of proportioning license taxes based on the percentage of miles in a given jurisdiction. APPORTIONABLE VEHICLES — Any power unit (except as listed below) that is used or intended for use in two or more member jurisdictions and that is used for the transportation of persons for-hire or designed, used or maintained primarily for the transportation of property, and: Has 2 axles and a gross vehicle weight in excess of 26,000 pounds; or Has 3 axles or more regardless of weight; or Is used in combination, when the weight of such combination exceeds 26,000 pounds gross vehicle weight. The following vehicles are exempt under the IRP: a recreational vehicle; a vehicle displaying restricted plates; a bus used in the transportation of chartered parties; or a government-owned vehicle. A truck or truck tractor, or the power unit in a combination of vehicles having a gross vehicle weight of 26,000 pounds or less and a bus used in the transportation of chartered parties, may be registered at the option of the registrant. BASE JURISDICTION — For the purpose of fleet registration, the jurisdiction where the registrant has an established place of business, where the fleet accrues mileage and where operational records of such fleet are maintained or can be made available in accordance with the provisions of Article III, of the International Registration Plan. BOBTAIL — A power unit without any trailer. CAB CARD — An evidence of registration, other than a plate, issued for an apportioned vehicle registered under the IRP and carried in or on the identified vehicle. CARRIER — An individual, partnership or corporation engaged in transporting goods or persons. COMBINED GROSS WEIGHT — The weight of the power unit and trailer and the maximum load. COMMERCIAL VEHICLE — Any vehicle, which is used or maintained for transportation of persons or property for-hire, compensation, profit or in the furtherance of a commercial enterprise. ESTABLISHED PLACE OF BUSINESS — A physical structure that is owned, leased or rented by the fleet registrant, and whose street address the registrant specifies. This physical structure shall be open and staffed during regular business hours. Operational records concerning the fleet shall be maintained or made available at this location. FLEET — One or more apportionable vehicles that all travel in the same jurisdictions. GROSS VEHICLE WEIGHT — The weight of the vehicle and the laden weight of the trailer or semitrailer. GROUP — Same type units traveling in the same jurisdiction at the same weights. INTERSTATE OPERATIONS — Vehicle movement between or through two or more jurisdictions. IVMR — An “Individual Vehicle Mileage Record" is required on all apportionable vehicles. JURISDICTION — A state, territory, or possession of the United States, the District of Columbia, a province of Canada, or Mexico. - 38 - LEASE — A written document vesting exclusive possession, control and responsibility for the operation of the vehicle by the lessee for a specific period. LESSEE — A person authorized to have exclusive possession and control of a vehicle owned by another under terms of a lease agreement. LESSOR — A person that, under the terms of a lease agreement, authorizes another person to have exclusive possession, control of, and responsibility for the operation of a vehicle. LICENSEE — A person who holds a valid license issued by the base jurisdiction. MOTOR FUEL — Fuel commonly known and sold as gasoline, and fuels containing a mixture of gasoline and other products. OPERATIONAL RECORDS — Documents supporting miles traveled in each jurisdiction and total miles traveled (such as fuel reports, trip sheet, logs, IVMR's). OWNER-OPERATOR — An equipment lessor who leases his vehicle with a driver to a carrier. PRECEDING YEAR — The period of July 1 through June 30, which immediately precedes the registration or license year. PROPORTIONAL REGISTRATION — The registration of a fleet of apportionable vehicles with each jurisdiction's mileage divided by all jurisdiction miles traveled by such fleet in the preceding year. REGISTRATION YEAR — The twelve-month period during which the registration plates issued by the base jurisdiction are valid according to the laws of the base jurisdiction. ROAD TRACTOR — A vehicle designed without a fifth wheel for drawing other vehicles by use of a ball hitch and so constructed as to carry part of the weight of a vehicle or load so drawn (commonly referred to as a "mobile home toter"). SEMI-TRAILER — A vehicle without motive power designed to be drawn by a motor vehicle and constructed so that a part of its weight rests upon or is carried by a towing vehicle. SERVICE REPRESENTATIVE — One who furnishes facilities and services including sales, warehousing, motorized equipment and drivers under contract or other arrangements to a carrier for transportation of property by a household goods carrier. SPECIAL FUEL — Any liquid product or gas product or combination thereof, including but not limited to, all forms of fuel known or sold as diesel fuel, kerosene, butane gas, propane gas, and all other forms of liquefied petroleum gases, except those defined as "motor fuel", used to propel a motor vehicle. TOTAL DISTANCE — means all distance, including that accrued on Trip Permits, operated by a fleet of apportioned vehicles in all member jurisdictions during the reporting period. TRACTOR — A motor vehicle designed and used primarily for drawing other vehicles, but not so constructed as to carry a load other than a part of the weight of the vehicle and load so drawn. TRUCK — Any motor vehicle designed or used principally for the carriage of goods and includes a motor vehicle to which has been added a cabinet box, a platform, a rack or other equipment for the purpose of carrying goods other than the personal effects of the passengers. TRUCK TRACTOR — means a motor vehicle designed and used primarily for drawing other vehicles, but so constructed as to carry a load other than a part of the weight of the vehicle and load so drawn. UNLADEN WEIGHT — The weight of the vehicle fully equipped for service, excluding the weight of any load. - 39 - QUICK REFERENCE GUIDE TEMPORARY OPERATIONAL PERMIT REQUIREMENTS 40 TITLE WORK (New IRP Vehicle) REGISTRATION ONLY STRAIGHT PLATE TO IRP TRANSFER IRP PLATE INCREASE GVW LOST OR STOLEN IRP CAB CARD OR IRP PLATE REPLACEMENT TOP TOP CORRECTIONS Obtain TOP at tax collector office when submitting title application Vehicles not titled in FL must be leased to a FL-based motor carrier in order to register IRP in FL Obtain TOP at tax collector office Obtain TOP at tax collector office – Expiration date of TOP will not exceed expiration date of IRP Obtain TOP at tax collector office – Expiration date of TOP will not exceed expiration date of IRP Obtain TOP at tax collector office – Provide case # of police report, if applicable A replacement TOP may be obtained at the tax collector office (in the case of a lost TOP) A corrected TOP may be obtained at the tax collector office (in the case of an error on TOP) Send IRP application to BMCS within 10 days of TOP issuance TOP will be issued in the name of the IRP account holder Turn in straight plate Send IRP application to BMCS – Attach cab card of the vehicle that was replaced Special BMCS Authorization required for this transaction Expiration date of TOP will not exceed expiration date of IRP The expiration date of the replacement TOP will be the same as the one on the original TOP The expiration date of the corrected TOP will be the same as the one on the original TOP Weights and jurisdictions must match TOP Send IRP application to BMCS within 10 days of TOP issuance Send IRP application to BMCS within 10 days of TOP issuance BMCS will send bill for the transfer fees Send IRP application to BMCS – Attach cab card of the vehicle that had the weight increase Send IRP application to BMCS BMCS will send bill for the new vehicle effective from the TOP issuance date Weights and jurisdictions must match TOP Weights and jurisdictions must match TOP BMCS will send bill for the weight increase BMCS will send bill for the replacement cab card and/or plate BMCS will send bill for the new vehicle effective from the TOP issuance date BMCS will send bill for the new vehicle effective from the TOP issuance date PLEASE NOTE !!! TOP’s are not issued to add a jurisdiction, for a late renewal or for an expiring IRP registration. 40 WIRE SERVICE COMPANIES AUTHORIZED TO SELL FLORIDA TEMPORARY OPERATIONAL PERMITS COMPANY NAME Custom Permit Service InterState Permit Services Jet Permit Services Transceiver / Comdata Trans / Mid-America TYPE OF PERMITS ISSUED TELEPHONE NUMBER FAX NUMBER Fuel 800-669-5014 614-351-1744 Trip/Hunter/Fuel 800-343-4889 800-851-1252 Trip/Hunter 800-788-0603 800-760-7434 Trip/Hunter/Fuel 800-749-9143 800-749-9114 Trip/Hunter/Fuel 800-228-7577 402-493-7376 41 WEIGHT CLASSIFICATION CHART JURISDICTION GVW ON CAB CARD MAX. GVW ON INTERSTATE ALABAMA QUAL 80,000 80,000 GVW ON CAB CARD MAX. GVW ON INTERSTATE NORTH CAROLINA NORTH DAKOTA 80,000 80,000 105,500 105,500 80,000 OHIO 80,000 80,000 ALASKA ARIZONA JURISDICTION ARKANSAS 80,000 80,000 OKLAHOMA 90,000 90,000 CALIFORNIA 80,000 80,000 OREGON 105,500 105,000 COLORADO 80,000 80,000 PENNSYLVANIA 80,000 80,000 CONNECTICUT None None 80,000 80,000 DELAWARE 80,000 80,000 80,000 80,000 DISTRICT OF COLUMBIA 80,000 80,000 RHODE ISLAND SOUTH CAROLINA SOUTH DAKOTA None None TENNESSEE 80,000 80,000 FLORIDA 80,000 80,000 TEXAS 80,000 80,000 GEORGIA 80,000 80,000 UTAH 80,000 129,000 IDAHO 105,500 105,500 VERMONT 80,000 80,000 ILLINOIS 80,000 80,000 VIRGINIA 80,000 80,000 INDIANA 80,000 80,000 WASHINGTON 105,500 105,500 IOWA Unlimited No Maximum WEST VIRGINIA 80,000 80,000 KANSAS 85,500 80,000 WISCONSIN 80,000 80,000 WYOMING 117,000 117,000 KENTUCKY 80,000 80,000 LOUISIANA 88,000 83,400 MAINE 100,000 100,000 MARYLAND 80,000 80,000 MASSACHUSETTS None None MICHIGAN 160,001 160,001 MINNESOTA Unlimited 80,000 ALBERTA 139,992 139,992 MISSISSIPPI 80,000 80,000 BRIT.COLUMBIA 139,994 141,100 137,770 137,770 CANADIAN PROVINCES MISSOURI 80,000 80,000 MANITOBA MONTANA 138,000 138,000 NEW BRUNSWICK NEBRASKA 94,000 94,000 NFLD / LBR NEVADA 80,000 129,000 NOVA SCOTIA NEW HAMPSHIRE 80,000 80,000 ONTARIO 139,992 139,992 NEW JERSEY 80,000 80,000 PRINCE ED. ISL. 137,788 137,788 NEW MEXICO 80,000 86,400 QUEBEC NEW YORK None None SASKATCHEWAN 137,787 137,787 NOTE: Any questions regarding weight classification should be referred to the specific jurisdiction. 42 FLORIDA TRUCKING INFORMATION for COMMERCIAL VEHICLE OPERATORS The State of Florida provides you with a number of resources to help you find answers to your questions quickly and efficiently. On the Web: www.FloridaTruckingInfo.com – Link to regulatory agencies’ home pages, download forms, apply for oversize/overweight permits, and find important information all in one location. By Telephone: 850-414-4700 – Connect to any commercial vehicle operations regulatory agency in the State of Florida and the FMCSA (Federal Motor Carrier Safety Administration). STATE MAINTENANCE OFFICE Overdimensional Roaduse Permits The Florida Department of Transportation (DOT), in an effort to streamline the permitting process, offers a web-based permit application system for overweight and over dimensional permits over the Internet. Once your permit application is submitted over the Internet, the application will be reviewed by the State Permits Office for compliance with Chapter 14-26, Florida Administrative Code. Payment for the permit can be made by credit card, check or a pre-paid ARI account. Those applications receiving approval for permit will be issued a permit by the Florida Department of Transportation State Permits Office. Trip permits can be faxed directly to the permit applicant if requested, or sent by U.S. Mail. Annual permits will be sent by U.S. Mail. To access the permits’ website, visit www.FloridaTruckingInfo.com and click on Department of Transportation Oversize/Overweight Permits Office. By Telephone: 850-410-5777 511 Florida Traffic and Travel Information The Florida Department of Transportation (DOT) announces its free statewide traffic and travel information service. If you’re in Florida simply call 511 or visit www.FL511.com for easy and direct access to real-time information on road construction, traffic incidents, hurricane evacuations and weather conditions. Florida 511 is available 24 hours a day, 7 days a week. Truckers and Dispatchers…you can access Florida 511 to get real-time traffic information toll free from anywhere in the U.S. by calling (866) 511-3352. FLORIDA IRP TRUCKING MANUAL HSMV 85500 – 02/11 43
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