Trucking DOT Compliance and Bookkeeping Management

Services We Offer

At Transport Advisor USA, we are dedicated to help trucking businesses stay fully compliant while offering reliable and accurate bookkeeping solutions.

Our team takes pride in managing all the necessary paperwork, freeing up your time to focus on driving your business forward. Let us help you achieve success on the road.

Business Registrations and General Compliance Services

Starting a new trucking company can be a complex process, and it requires a lot of paperwork and administrative work. To ensure that your new trucking company is set up correctly and legally compliant, you may want to consider hiring our company to professionally to handle the registration processes for you.

Trucking companies that operate commercial vehicles on public highways are subject to several regulations enforced by both state and federal Department of Transportation (DOT) agencies. Additionally, these regulations are designed to ensure safety and compliance. These items are crucial for any trucking company to remain in good standing and avoid penalties or fines.

What services to we offer?

LLC Registration

A Limited Liability Company (LLC) is a popular business structure for new trucking companies because it offers personal liability protection for the owners while still allowing for flexible management and taxation options. The LLC registration process involves filing articles of organization with the state where your trucking company is located. This document outlines the structure of your LLC, including the name of the company, the names of the owners, and the purpose of the business.

EIN Number Setup

An Employer Identification Number (EIN) is a unique nine-digit number that the IRS uses to identify your trucking company for tax purposes. You will need an EIN number if you plan to hire employees or if your trucking company is structured as a corporation or partnership. The EIN number setup process involves applying for an EIN number through the IRS website or by filling out Form SS-4.

Secretary of State Registration

In addition to registering your trucking company with the state, you may also need to register with the Secretary of State. This process can vary by state, but it typically involves filing additional paperwork and paying additional fees. The Secretary of State registration process ensures that your trucking company is legally recognized by the state and is authorized to do business in that state.

USDOT Number Registration

The USDOT number is a unique identifier that is required by the Federal Motor Carrier Safety Administration (FMCSA) for all commercial motor vehicles that transport goods or passengers across state lines. This registration process involves completing an online application through the FMCSA website and providing information about your trucking company, including the number and types of vehicles in your fleet.

BOC-3 Filing

BOC-3 is a filing required by the Federal Motor Carrier Safety Administration (FMCSA) for any trucking company operating interstate. It designates an agent for service of process in each state where the company operates, ensuring that legal documents can be properly served.

UCR Registration

The Unified Carrier Registration (UCR) system requires all carriers to register and pay an annual fee based on the number of vehicles they operate. This registration is required for interstate carriers, including those that travel through multiple states.

MCS-150 Biennial Update

The Motor Carrier Identification Report (MCS-150) must be updated every two years by all trucking companies. This report provides important information about the company’s operations, including the number of vehicles and drivers it employs, the types of cargo it transports, and its safety record.

DOT Audit Support

Trucking companies are subject to periodic audits by the DOT to ensure compliance with regulations. Companies can prepare for these audits by maintaining accurate records, providing documentation upon request, and ensuring that their operations comply with all applicable rules and guidelines.

HVUT 2290 Payment

The Heavy Vehicle Use Tax (HVUT) is a federal tax that applies to trucks with a gross weight of 55,000 pounds or more. Trucking companies must file a Form 2290 and pay the HVUT annually for each qualifying vehicle they operate.

DataQ Challenges

Trucking companies can challenge any violations or citations they receive through the DataQ system. This system allows companies to submit documentation or evidence to support their case and potentially have the violation overturned.

MC Authority Application

Trucking companies that operate as for-hire carriers must obtain operating authority from the FMCSA through an MC (motor carrier) number. This number is required for any company that transports property or passengers for compensation.

In conclusion, starting a new trucking company involves a lot of paperwork and administrative work. By hiring our professional services to handle tasks, you can ensure that your new trucking company is set up correctly and legally compliant. This will allow you to focus on growing your business and providing excellent service to your customers..

Driver Qualification Files (DQ)

A commercial driver is required to maintain a DOT driver file to ensure compliance with Federal Motor Carrier Safety Administration (FMCSA) regulations. The DOT driver file, also known as the driver qualification file, contains important documents and information that demonstrate your fitness to operate a commercial motor vehicle (CMV). Additionally, this file contains important information about a driver’s qualifications, training, and safety performance, and helps to ensure that employers are compliant with federal regulations. As shown below, there are the several various components of a DOT driver file. Our solutions include everything you need to be compliant with the DQ File regulations.

Driver Qualification File

The driver qualification file contains all of the documents necessary to prove that a driver is qualified to operate a commercial motor vehicle (CMV). The FMCSA requires that you maintain a driver qualification file for each driver employed by your company. The following documents must be included in each driver qualification file:

Driver’s application for employment (49 CFR § 391.21)
Motor vehicle record (MVR) for each state where the driver held a commercial driver’s license (CDL) (49 CFR § 391.23)
Medical examiner’s certificate (MEC) (49 CFR § 391.43)
Certificate of road test or equivalent (49 CFR § 391.31)
Annual motor vehicle inspection report (if applicable) (49 CFR § 396.17)
Employer’s annual review of driving record (49 CFR § 391.25)
Driver’s certification of violations or annual review of driving record (49 CFR § 391.27)

Driver’s Hours of Service Records

The FMCSA requires that drivers maintain records of their hours of service (HOS) to ensure that they are not driving beyond the allowable limits. Drivers must maintain a logbook or use an electronic logging device (ELD) to track their HOS. The following regulations apply to driver’s HOS records:

Electronic logging devices (ELD) (49 CFR Part 395, Subpart B)
Record of duty status (49 CFR § 395.8)
Supporting documents (49 CFR § 395.11)

Drug and Alcohol Testing Records

The FMCSA requires that drivers be tested for drugs and alcohol as part of their employment. Additionally, you must maintain records of drug and alcohol testing for each driver employed by your company. Below are the following documents must be included in each driver’s drug and alcohol testing record:

Pre-employment drug test (49 CFR Part 40)
Random drug and alcohol test results (49 CFR Part 382)
Reasonable suspicion drug and alcohol test results (49 CFR Part 382)
Post-accident drug and alcohol test results (49 CFR Part 382)

Accident Reports

If a driver is involved in an accident, you must maintain records of the accident. The following regulations apply to accident reports:

Accident register (49 CFR § 390.15)
Accident report (49 CFR § 390.15)

Notably maintaining DOT driver files does involve a number of tasks governed by the FMCSA. However, by properly maintaining these files, commercial motor carriers can help ensure that their drivers are qualified and trained to operate CMVs safely and in compliance with FMCSA regulations.

Vehicle Maintenance Files

The Federal Motor Carrier Safety Administration (FMCSA) mandates that all commercial motor vehicles (CMVs) be regularly inspected and maintained to ensure safe and reliable operation. One way to track these inspections and maintenance tasks is through DOT vehicle maintenance files. Moreover, these files contain records of all inspections, repairs, and maintenance performed on a CMV, and are required to be kept on file for at least one year. Contact us today on how we can simplify this list of tasks that are required to be included in a DOT vehicle maintenance file:

Pre-Trip Inspection

Drivers are required to perform a pre-trip inspection of their CMV before each trip to ensure that it’s safe to operate. This includes checking the brakes, steering, lights, tires, and other important components. (49 CFR § 396.13)

Post-Trip Inspection

Drivers are also required to perform a post-trip inspection of their CMV after each trip to check for any issues that may have developed during the trip. (49 CFR § 396.11)

Preventive Maintenance

CMVs must undergo regular preventive maintenance, including oil changes, filter replacements, and other maintenance tasks as recommended by the manufacturer. (49 CFR § 396.3)

Repair and Maintenance Records

All repairs and maintenance performed on a CMV must be recorded in the maintenance file, including the date of the repair, the nature of the work performed, and the name of the person or facility that performed the work. (49 CFR § 396.3)

Brake Inspections

CMVs must undergo regular brake inspections to ensure that the brakes are in proper working order. The frequency of these inspections depends on the type of vehicle and its usage. (49 CFR § 393.47)

Tire Inspections

CMV tires must be inspected regularly to ensure that they are properly inflated and in good condition. The frequency of these inspections depends on the type of vehicle and its usage. (49 CFR § 393.75)

Lighting Inspections

All lights on a CMV must be in proper working order, including headlights, taillights, brake lights, and turn signals. (49 CFR § 393.9)

In conclusion, keeping accurate and up-to-date DOT vehicle maintenance files is essential for ensuring the safe and reliable operation of commercial motor vehicles. By complying with these FMCSA regulations, motor carriers can help ensure that their vehicles are properly inspected and maintained, which can ultimately help prevent accidents and protect the public.

Federal & State DOT Registrations

What are DOT registrations?

DOT registrations cover a wide range of topics, including vehicle safety, driver qualifications, and financial responsibility. As a result, compliance with DOT regulations helps ensure that motor carriers are operating safely and responsibly.

The DOT registration process involves several tasks that must be completed in order to operate legally as a commercial motor carrier. Moreover, the Department of Transportation (DOT) oversees these regulations, while the Federal Motor Carrier Safety Administration (FMCSA) enforces them. Additionally, DOT regulations ensure that motor carriers are able to compensate individuals who are injured or harmed as a result of their operations.

Notably, the DOT registration process is crucial for commercial motor carriers and other entities engaged in interstate commerce to operate legally in the United States.

These tasks include:

Obtaining a DOT number:

Motor carriers must obtain a DOT number from the FMCSA. This number is used to identify the carrier in the FMCSA’s databases, and it is also used to track safety and compliance information. The FMCSA maintains a database of active DOT numbers, which can be searched online. (49 CFR Part 390)

Registering for a USDOT number:

Motor carriers must also register for a USDOT number, which is a unique identifier assigned to each carrier by the FMCSA. The USDOT number is used to track safety and compliance information, and it is also required for certain filings and applications. (49 CFR Part 390)

Filing for authority:

Motor carriers must file for operating authority with the FMCSA if they intend to operate as for-hire carriers. Operating authority is required for carriers that transport passengers or hazardous materials, and it may be required for other types of carriers as well. (49 CFR Part 365)

Obtaining insurance:

Motor carriers must obtain and maintain insurance coverage that meets the FMCSA’s minimum requirements. This coverage provides financial protection in the event of accidents or other incidents. (49 CFR Part 387)

Registering with your State:

Once a company has obtained a USDOT number and registered with the FMCSA, it can register with the state. This involves completing an application, providing proof of insurance, and paying a fee.

Obtaining Permits:

Depending on the type of operation, a company may need to obtain permits from the state. For example, companies that transport hazardous materials may need to obtain a hazardous materials permit. Companies that operate oversize or overweight vehicles may need to obtain a special permit.

Completing Safety Requirements:

Commercial motor carriers are subject to various safety requirements, including regular inspections and driver training. Companies must ensure that their vehicles and drivers meet all state and federal safety requirements.

Displaying Proper Identification:

Once a company has completed the registration process, it must display the proper identification on its vehicles. This includes the USDOT number, company name, and any required permits.

Lastly, DOT registrations are an important part of operating as a commercial motor carrier in the United States. To comply with DOT regulations, motor carriers must complete a range of tasks, including obtaining a DOT number, registering for a USDOT number, meeting safety requirements, filing for operating authority, and obtaining insurance coverage. By following these requirements, carriers can help ensure that they are operating safely and responsibly, and that they are able to compensate individuals who are harmed by their operations.

FMCSA Drug & Alcohol Clearinghouse

The Federal Motor Carrier Safety Administration (FMCSA) requires commercial truck drivers and employers to comply with the Drug and Alcohol Clearinghouse regulations. To ensure compliance, trucking companies need a comprehensive compliance service that can help them navigate the complex rules and requirements. Listed below are the tasks involved in the registration and annual trucking compliance requirements for the FMCSA Drug and Alcohol Clearinghouse.

Registration and Queries

To comply with the FMCSA Drug and Alcohol Clearinghouse regulations, trucking companies need to register with the Clearinghouse and run queries for all their CDL drivers. The registration process involves creating an account, providing company and driver information, and paying the required fees. Once registered, the company must run queries on all their CDL drivers, both new hires and current employees, at least once a year. The query process involves verifying the driver’s status in the Clearinghouse and recording the results. (382.701)

Reporting and Recordkeeping

Trucking companies are required to report drug and alcohol violations to the FMCSA, as well as maintain accurate records of all testing, results, and follow-up actions. Reporting violations involves submitting an electronic report to the Clearinghouse within three business days of the violation. Additionally, recordkeeping includes maintaining copies of all drug and alcohol test results, as well as any documentation related to follow-up testing and treatment. (382.705)

Driver Consent and Authorization

To comply with the FMCSA Drug and Alcohol Clearinghouse regulations, trucking companies need to obtain driver consent and authorization for queries, as well as for reporting violations and follow-up actions. Driver consent involves obtaining written consent from the driver before running a query, and documenting the consent in the driver’s qualification file. Driver authorization involves obtaining written authorization from the driver before reporting a drug or alcohol violation or initiating follow-up testing and treatment. (382.703)

Compliance with the FMCSA Drug and Alcohol Clearinghouse regulations is crucial for trucking companies. This regulation is to ensure the safety of their drivers and the public. By using a comprehensive compliance service that covers all the tasks and regulations, trucking companies can avoid penalties and maintain a good safety record.

Bookkeeping Services

Bookkeeping for your trucking company involves keeping accurate records of financial transactions related to the operation of a trucking business. Proper bookkeeping helps trucking companies stay organized, save money, and make informed financial decisions. Here are some of the essential bookkeeping tasks required for trucking companies:

Record Keeping:

Keep records of all financial transactions, including receipts, invoices, bills, and bank statements.
Use accounting software or spreadsheets to maintain an organized system of records.

Revenue Tracking:

Keep track of all revenue generated by the trucking company, including payments received from clients, freight brokers, and shippers.
Use a revenue tracking system to organize this data.

Expense Tracking:

Keep track of all expenses related to the operation of the trucking business, including fuel, maintenance, repairs, insurance, and permits.
Use a system to categorize these expenses for tax purposes.

Invoicing:

Create and send invoices to clients and shippers for services provided.
Use accounting software or templates to generate professional-looking invoices.

Accounts Receivable:

Keep track of all outstanding payments from clients and shippers.
Use a system to send reminders and follow up with late payers.

Accounts Payable:

Keep track of all bills and payments owed by the trucking company, including fuel bills, maintenance expenses, and vendor bills.
Use a system to organize and prioritize payments.

Bank Reconciliation:

Reconcile bank statements with the company’s financial records to ensure accuracy and identify any discrepancies.

Payroll:

Calculate and process payroll for truck drivers and other employees.
Keep track of payroll taxes, benefits, and deductions.

Tax Preparation:

Prepare and file tax returns for the trucking company, including income tax, payroll tax, and state and local taxes.
Use a system to track tax deadlines and obligations.

Financial Reporting:

Generate financial reports, including income statements, balance sheets, and cash flow statements.
Use these reports to analyze the financial health of the business and make informed decisions.

In summary, bookkeeping for your trucking company involves a range of tasks, from basic recordkeeping to complex financial analysis and tax preparation. By staying on top of these tasks, you can ensure that your business is running smoothly and making the most of its financial resources.

Oregon Authority and Mileage Permit

If you are planning to conduct operations within the State of Oregon, it is imperative to comply with the state’s regulations by obtaining various permits and registrations.

Before applying for any permits or registrations, motor carriers must determine their specific registration needs. Depending on the size and type of commercial motor vehicles used, different registrations and permits may be required.

Our services can determine the specific permits and registrations required for your business.

Oregon Operating Authority Registration

Operating authority is mandatory if:

Any one vehicle exceeds five temporary passes
A motor carrier account exceeds 35 temporary passes within a twelve-month period
Operate trucks with a combined weight over 26,000 pounds or trucks weighing 26,000 pounds or less and hauling for-hire.
Carriers exempt from this requirement can be found in ORS 825.015 and 825.017.

Prior to operating in Oregon, motor carriers are required to either purchase temporary credentials or enroll their vehicles in the Weight Mile Tax program. To operate with permanent tax enrollment and use Oregon Trucking Online, we can apply for a Motor Carrier Account on your behalf.

What information is required for a Temporary Pass?

Provide your U.S. DOT number if operating privately or for-hire and vehicle(s) weigh over 10,000 pounds.
Date(s) of travel.
Driver(s) full legal name(s).
Route Traveled or number of miles needed to be purchased.
Commodities.
Vehicle Information:
o Power unit base plate.
o Jurisdiction.
o Type.
o Year.
o Make.
o Vehicle Identification Number — Complete 17 digit VIN.
o Unit number.
o Odometer.
o Truck own or lease information.
Registered weight.
Operating weight — The heaviest weight at which the vehicle will operate during the 10 day permit.
Registration Cab Card — Apportioned Registration.
Registration — Temporary or Registration Trip Permit.
Method of payment — credit card (Visa or MasterCard only).
Fax number or email address to send the registration and/or permit.

Motor Carrier Account Requirements

Oregon Requirements

An Assumed Business Name and/or legal entity name must be on file with the Oregon Secretary of State, Corporation Division.
Contact our registration office with any questions.

Out-of-State Requirements

A corporation needs the Corporate Certificate of Standing showing date and status of incorporation.
An LLC needs a copy of the articles of organization.

Oregon Resident Motor Carrier Account Registration

Established place of business in Oregon
Proof of Oregon residency
Oregon driver’s license
Vehicles titled in Oregon
Utility bills in Oregon
Business filings registered in Oregon
Oregon personal income tax or federal tax filed from an Oregon address
Surety Bond of $2000

Interstate For-Hire and Private Carrier Requirements

Complete the permit application and pay a one-time fee if based in Oregon.
Vehicles over 10,000 pounds need a U.S. DOT number.
Business or corporation registered.
Get a federal Taxpayer Identification Number.
Unified Carrier Registration over 10,000 pounds pay annual fees to fund safety and enforcement programs.
Name of drug and alcohol testing facility.
Meet federal insurance requirements.
Meet Oregon insurance requirements if your business is based in Oregon.
Surety Bond of $2000
Motor Carrier Authority Application.

Note: Only Interstate For-Hire needs a Federal Certificate of Authority to be legal (Federal Motor Carrier Number-MC#).

Furthermore, in addition to obtaining operating authority registration, businesses operating commercial motor vehicles in Oregon must carry certain minimum levels of insurance coverage, which are $750,000 liability insurance for vehicles weighing less than 10,001 pounds, and $1,000,000 liability insurance for vehicles weighing more than 10,001 pounds.

Ultimately, for businesses that operate commercial motor vehicles in Oregon and travel more than 5,000 miles per year on public highways within the state, a mileage permit is required. The permit allows businesses to pay the weight-mile tax instead of the fuel tax. Although, the process of obtaining a mileage permit involves several steps, we have the expertise to make sure your trip meets the ODOT requirements.

Additionally, as a carrier representative, we require a Power of Attorney Form (form 9654) to be filed to assist your trucking business. Our services include filing applications for establishing accounts, taxes, and registrations, preparing, signing, and submitting documents and checks necessary

"Great company to work with. Were able to help straighten out my business paperwork and help with my compliance review. I would highly recommend this company."

Phil

transportadvisorusa@gmail.com

(208) 296-9399

Mon - Fri: 9 am - 6 pm

Transport Advisor USA

Trucking Compliance & Bookkeeping Services