Trucker's Toolkit™ — New Authority Roadmap

From USDOT number to your first load.

A free checklist for new and growing motor carriers. Track the federal and operating milestones, get ready for your insurance filing, and know what to verify before you dispatch.

Start the roadmap Call 815-230-1914

Where are you right now?

Pick the stage that fits your operation. It's included when you email yourself the checklist, so we can give you a more useful answer if you ask for help.

Your roadmap

Tap a number to mark a step complete. Tap a title to see what's involved. Your progress is saved on this device.

0 of 10

Registration and authority

Your USDOT number identifies your operation for federal safety monitoring. Whether you need one depends on your operation, vehicle and type of commerce.
- Use FMCSA's official registration resources to see which registrations apply to you.
- Keep your legal name, address, operation type and fleet information accurate.
- Update your registration when your business changes, and on the required biennial cycle.
Verify current requirements: FMCSA Registration
Many for-hire interstate carriers need operating authority in addition to a USDOT number. The authority type depends on what you do and what you haul.
- Apply only for the authority type your operation actually needs.
- Receiving a docket number does not mean your authority is active.
- Check FMCSA's Licensing & Insurance system for your authority and filing status before operating under it.
Merrill tip: While your application is pending is the best time to get your insurance information together, not the week you want to start hauling.
For motor carriers, Form BOC-3 is filed by a process agent on your behalf. It designates agents for service of process in the states you operate in.
- Use a process agent that can make the filing for you.
- Keep a copy with your business records.
- Confirm FMCSA shows the filing instead of relying only on a vendor receipt.
FMCSA BOC-3 information
Carriers subject to UCR register every year and pay a fee based on fleet size. Fees can change from year to year.
- Use the official UCR Plan site to confirm whether you must register.
- Check the current year's fee instead of relying on an old checklist.
- Save proof of registration with your business records.
Current fees and registration: UCR Plan

Insurance and financial responsibility

FMCSA won't grant operating authority that requires financial responsibility until the required filing is on file. The limits and forms you need depend on your carrier type, vehicle, commodity and operation.
- For public liability insurance, FMCSA lists the BMC-91 or BMC-91X filing (or BMC-82 for a surety bond).
- The MCS-90 is an endorsement on a motor carrier policy. It is not the same thing as the electronic BMC-91/91X filing.
- Not every property carrier has a federal cargo insurance minimum. The federal cargo filing applies to specific operations, such as for-hire household goods carriers. Brokers and shippers often set their own cargo limits by contract.
- Physical damage, motor truck cargo, non-trucking/bobtail, trailer interchange, general liability, occupational accident and workers' compensation may each matter depending on how you operate. They are not interchangeable.
Before you buy: compare more than the premium. Check limits, deductibles, radius, commodities, vehicle values, filings, exclusions and what your brokers require.

FMCSA insurance filing requirements

Operating setup

IRP and IFTA depend on vehicle weight and configuration, where you travel and your base state, not simply on owning a truck.
- Find out whether your vehicles meet the IRP/IFTA thresholds.
- Apply through your base state and keep the mileage and fuel records you'll need for reporting.
- Illinois and Indiana carriers should follow their own state's instructions.
Illinois IRP | Indiana Motor Carrier Services
Most drivers who must keep records of duty status must use a compliant ELD unless an exception applies.
- Find out whether your operation is subject to HOS and ELD rules.
- When an ELD is required, use one on FMCSA's registered-device list.
- Train drivers on logs, malfunctions, roadside data transfer and supporting documents.
FMCSA ELD resources
Employers and owner-operators covered by FMCSA drug and alcohol rules have testing and Clearinghouse responsibilities.
- Complete pre-employment steps before a covered driver performs safety-sensitive work.
- Covered owner-operators generally join a consortium or third-party administrator's random testing pool.
- Run required Clearinghouse queries and keep the required records.
FMCSA Drug & Alcohol Clearinghouse
Build your recordkeeping before an audit or a roadside inspection forces you to. Requirements depend on your operation and the applicable FMCSRs.
- Keep required driver qualification files and driving-record reviews.
- Keep inspection, repair and maintenance records for covered vehicles.
- Document safety processes as you go instead of recreating records later.
FMCSA's New Entrant program monitors new interstate carriers for an initial 18-month period. The safety audit generally happens within 12 months after you begin operating.
- Be ready to show basic safety-management controls and required records.
- Keep your FMCSA contact information current so you receive audit notices.
- Organize driver, HOS, drug and alcohol, maintenance and operating records before the notice arrives.
FMCSA New Entrant Safety Assurance Program

Before you request a trucking quote

Having this ready makes quoting faster and cuts down on back-and-forth.

USDOT and MC/docket number
Legal business name and garaging address
VIN, year, make, model and value of each vehicle
Driver names, dates of birth and CDL information
Driving history (MVR) for each driver
Commodities you haul
Operating radius and states you travel
Expected mileage and gross revenue
Trailer details and any interchange agreements
Prior coverage and loss runs, if you have them

Email yourself this checklist

We'll email you your progress and the steps you still have left. A copy comes to Merrill Insurance Agency so we can help if you want it.

First name *

Last name *

Email *

Phone

Company

USDOT or MC number

State

Insurance status

Still need trucking insurance?

Start your application and we'll shop markets that write new authorities in Illinois and Indiana.

Start my application

Already insured?

Take the 2-minute Trucker Risk Score to see how an underwriter may view your operation before renewal.

Get my Risk Score

Prefer to talk it through? Call 815-230-1914 or book 15 minutes.

Educational disclaimer: Trucker's Toolkit™ is an educational planning resource, not legal, regulatory, tax, safety or insurance advice. Requirements vary by operation, vehicle, commodity, authority type and jurisdiction, and rules can change. Always verify current requirements with FMCSA and the applicable state agency. Insurance coverage is subject to carrier underwriting, policy terms, conditions and exclusions. No coverage is bound, changed or guaranteed by using this Toolkit. Merrill Insurance Agency serves Illinois and Indiana. Protect the Empire — even if it's just you (for now).