New Trucking Authority
Step-by-Step Checklist

Your USDOT number is your federal identification for safety, inspection, and audit records. It's required for any commercial vehicle operating in interstate commerce or meeting certain size/weight thresholds.

• Register at fmcsa.dot.gov using the Unified Registration System (URS)
• Have your business entity information ready (LLC, sole prop, EIN)
• USDOT numbers are free — never pay a third party to get one
• Your number becomes active immediately upon registration
• Display your USDOT number on both sides of your vehicle (2" letters minimum)

Your MC number is your operating authority — permission from the federal government to haul freight for hire across state lines. Without it, you cannot legally dispatch a load.

• Apply through the FMCSA URS portal — same place as your USDOT
• Application fee is $300 per authority type
• After filing, there is a mandatory 10-day protest period before authority is granted
• You will NOT be active until you complete insurance and BOC-3 filings
• Common authority types: Property Carrier (most common), Passenger, Broker

A BOC-3 designates a process agent in every state you operate — a person authorized to accept legal papers on your behalf. This must be filed before your authority activates.

• You cannot file this yourself — it must be done by a registered process agent company
• Cost is typically $20–$40 as a one-time fee
• Most process agent companies file electronically and it reflects in FMCSA within 24–48 hours
• You only need ONE BOC-3 filing to cover all 50 states
• Keep your process agent's contact info on file — you may need to update it if they change

UCR is an annual federal registration required for all carriers operating in interstate commerce. It's not optional — operating without it can result in fines and out-of-service orders.

• Register at ucr.gov — registration opens each fall for the following year
• Fee is based on your fleet size (1 truck = $67/year in 2024)
• Must be renewed annually — set a calendar reminder
• Some states require UCR before issuing apportioned plates
• Keep your UCR receipt in your cab as proof of registration

Insurance is the single most critical step for a new authority. Your carrier files proof of coverage (Form MCS-90) directly with FMCSA. Your authority will not activate without it.

• Primary Liability: $750,000 minimum for general freight; $1,000,000 for hazmat
• Cargo Insurance: $100,000 minimum for most loads; brokers often require more
• Physical Damage: Covers your truck if it's damaged (not federally required but essential)
• Bobtail/Non-Trucking: Covers you when driving without a trailer or for personal use
• Occupational Accident: Income protection if you're injured on the job
• Your insurance agent files the MCS-90 electronically — confirm this is done
• Rates for new authorities are higher — shop multiple carriers and expect $8,000–$16,000/year

If you operate in multiple states, you need IFTA for fuel tax reporting and IRP for apportioned license plates. These ensure you pay the right taxes in each state you travel through.

• IFTA: Apply through your base state DMV — allows you to file one quarterly fuel tax report for all states
• IRP (Apportioned Plates): Also through your base state — plates are valid in all 48 contiguous states + Canadian provinces
• You'll receive IFTA decals (place on both cab doors) and an IFTA license (keep in cab)
• File IFTA quarterly — even if you didn't travel in multiple states that quarter
• Keep ALL fuel receipts organized — you'll need them for IFTA reporting

Federal law requires most commercial drivers to use a certified ELD to track Hours of Service (HOS). Running without one — or using a non-certified device — can result in an out-of-service order at the roadside.

• Your ELD must be registered on the FMCSA-certified devices list at fmcsa.dot.gov/hours-service/elds
• Popular options: KeepTruckin (Motive), Samsara, PeopleNet, BigRoad
• Drivers must be trained on how to use the ELD before operating
• ELD data can be shown to inspectors via display or printout — know both methods
• Exceptions: Vehicles older than model year 2000, short-haul exemptions, drive-away/tow-away operations

All CDL drivers — including owner-operators — are subject to FMCSA drug and alcohol testing requirements. You must enroll in a DOT-compliant testing consortium before your first dispatch.

• Register with the FMCSA Drug & Alcohol Clearinghouse at clearinghouse.fmcsa.dot.gov
• Conduct a pre-employment drug test (negative result required before first dispatch)
• Enroll in a random testing consortium — required for owner-operators
• Maintain records of all tests — FMCSA can audit back 5 years
• Run a full query on any new driver you hire through the Clearinghouse
• Annual limited queries required for all current drivers

Every driver — including you as an owner-operator — must have a complete Driver Qualification file on record. FMCSA inspectors can ask to see these at any time.

• Application for employment (even for owner-operators)
• Copy of current CDL and medical certificate (DOT physical)
• Motor Vehicle Record (MVR) — pulled at hire and annually thereafter
• Road test certificate or equivalent (CDL counts)
• Previous employer safety performance history (3 years)
• Clearinghouse query results
• Annual review of driving record

New carriers are subject to a mandatory New Entrant Safety Audit within the first 12 months of operation. FMCSA will contact you to schedule it — being unprepared is one of the top reasons new carriers lose their authority.

• The audit reviews your safety management practices, not just paperwork
• Key areas: DQ files, HOS records, drug/alcohol testing, vehicle maintenance records
• Failing the audit results in a "Unsatisfactory" safety rating and potential revocation of authority
• Build a written safety policy from day one — even a simple one shows intent
• Keep vehicle maintenance logs for every truck in your fleet
• Document driver training — what was covered and when
• Monitor your CSA scores monthly at safer.fmcsa.dot.gov