Increase Fleet Productivity

Learn how to increase your fleet of vehicles producitivity

What You Need to Know About Fleet Productivity

Unfortunately, downtime is inevitable when it comes to fleet vehicles whether it’s breakdowns or collisions. When a vehicle is out of service it causes a domino effect; your operations stall, customers become dissatisfied, and your revenue takes a hit. If your company uses a fleet, unplanned and unexpected downtime is not an option. Here is what you need to know about fleet productivity and how to maximize it.

Manage Downtime

Most people associate downtime with maintenance issues and accidents. However, they are many factors that may keep your vehicle out of commission. Some factors are avoidable while other are not like bad weather, vehicle booting, licenses and traffic. Some costs can be immediate, while others affect the budget in the long run. Some expenses caused by downtime can include towing and roadside emergency repair.

When your vehicles are not operating as expected, you won’t be able to transport your experts and tools accordingly, and you will be forced to cancel or reschedule appointments. In the long term, unhappy clients may opt to work with a rival company. Below are tips to help you minimize downtime.

Choose the Right Vehicles

The vehicles you pick for your fleet will determine your fleet productivity. Select vehicles that are specifically built for accomplishing your particular job and avoid overtaxing them; this can lead to issues like wear and tear and increase the need for repairs. If your job involves transporting heavy objects, you will need a vehicle that can handle the cargo. It’s also recommended you pick newer vehicles with the latest technology that reduce maintenance and alert you when problems arise.

Perform Inspections and Maintenance

Fleet inspections are the key to discovering and fixing minor problems before they turn into major ones. Your company should have a fleet inspection program to ensure every vehicle is in good shape; this is not only beneficial but required by law. To reduce downtime, when performing regular maintenance schedule it during off-hours. This will ensure your vehicle isn’t in the auto shop when it should be working in the field.

Minimize Shop Time

The less time your vehicle spends in the repair shop, the more productive your fleet will be. Streamline your maintenance and repair process by scheduling in advance, checking beforehand if parts are available, and working with facilities that utilize the latest technology.

Promote Staff Accountability

Drivers should be accountable for the vehicles they drive. Downtime is significantly reduced when drivers care for the vehicles by properly inspecting them before heading out, observing traffic rules, and taking the vehicle to the auto shop on time. You can start a program to reward your most responsible drivers.

Bottom Line for Increasing Fleet Productivity

If your fleet vehicles come to a standstill so will your business. To minimize downtime and maximize fleet productivity, make sure you lease the right vehicles, perform frequent inspections and maintenance, and promote employee accountability.

To find out more about how our fleet management services can benefit your company, please contact us online or call (877) 914-7973.

July 17, 2020February 5, 2021

Should You Hire a Fleet Management Company?

3 benefits of outsourcing to a fleet management company

Benefits of Outsourcing Fleet Management Services

Should you hire a fleet management company? A large or small fleet can increase revenue and make your business more productive, but it can also increase the amount of paperwork. As your fleet expands you will become responsible for the licensing and registration for each vehicle among other things. Obtaining the initial title and registration for a new fleet of vehicles, trucks or equipment can be an involved, confusing and overwhelming process in many states.

Paperwork can easily slip through the cracks if you don’t have someone solely dedicated to properly managing your fleet. Many companies prefer to partner with an outside fleet management company so they can focus on their core business.

ABS Tag and Title has been providing fleet management services over the past three decades. You can trust us to handle your vehicle registration renewals and other important paperwork. We are unique in that we partner with small, medium size and Fortune 500 companies. Regardless of the fleet’s scale or complexity, we have the knowledge, staff and expertise to improve productivity and optimize performance.

Here are three benefits your company can benefit from when you decide to outsource your vehicle licensing and registration to another company.

1. We Know Current State and Federal Regulations

ABS Tag & Title can professionally register and title your fleet in all 50 states and 1400 jurisdictions; our team also stays on top of current government and state regulations that may affect company vehicles. We’ve found that when companies try and keep track of this on their own, they can easily get confused. There are different licensing and tax rules in every state. Another issue is a lost, unreadable or destroyed title which takes multiple steps to resolve. We provide safe and secure storage of your important documents to ensure they are never lost and that your fleet registration documents are organized and easy to access. We are also proficient with state and provincial laws and requirements and can easily keep track of your fleet’s licensing and registration due dates.

2. We Can Save You Valuable Time

Managing fleet license and title services can be time consuming, overwhelming and complicated. Mistakes can result in tickets, tows or fines if any of your vehicles have expired or missing tags. ABS Tag and Title is the perfect fleet management company to partner with. Why? Because our team of 125+ professionals can save you time by managing all the administrative work associated with titling, licensing and registration for your commercial fleet and so much more. We leverage our expertise and infrastructure to reduce and streamline your administrative work. Our #1 priority is to fully remove the burden from fleet managers and operators and save you valuable time and numerous headaches.

3. We Will Actively Work to Solve Your Fleet Issues

Another benefit of hiring our fleet management company is that our team will actively work to resolve any issues that may come up to make sure your fleet successfully receives their title and registration. We work directly with your fleet managers or with your drivers to ensure necessary paperwork is completed and your fleet is on the road and moving your business forward. Our #1 goal is to provide expert solutions for all your fleet management needs along with superior support to our clients.

Hire An Experienced Fleet Management Company

For over 30 years we have helped countless companies with their vehicle registration and licensing, fleet management solutions, renewals, duplicate titles, out of stock vehicle locating and more. We operate under the founding principle that the only way to do business is with integrity. Thus, we are dedicated to improving efficiency and operating processes for fleet owners, managers and operators. No more burdens for you, no more wait times for your drivers. We keep your business moving and the money coming in.

To find out more about how our fleet management services can benefit your company, please contact us online or call (877) 914-7973.

June 30, 2020February 5, 2021

Driving While Drowsy

Sleep Deprivation is Dangerous for Any Driver

We all know that keeping drivers safe is the key to good fleet management. Sleep deprivation is a risk for any driver who is working long shifts, driving overnight, or simply exhausted. Symptoms of drowsy driving can include having trouble keeping eyes open, drifting from lanes or not remembering the last few miles driven. However, more than half of drivers involved in fatigue-related crashes experienced no symptoms before falling asleep behind the wheel.

A startling 35 percent of U.S. drivers sleep less than the recommended seven hours daily according to the Centers for Disease Control and Prevention. Drowsy driving is involved in more than one in five fatal crashes on U.S. roadways each year. And not surprisingly, the less sleep you get beneath the recommended seven hours, the more likely you are to crash.

How to Prevent Your Drivers from Driving While Drowsy

Educate on the dangers of driving drowsy
Encourage healthy behaviors and a good night’s sleep
Allow drivers to pull over and sleep when they feel drowsy
Caffeine can be a short boost but is not a cure for sleep deprivation

Remember that driving drowsy doesn’t help anyone. It puts the driver, other drivers and the fleet vehicle all at unnecessary risk. The more education and support for preventing driving while sleepy the safer and more efficient your fleet will be.

February 11, 2020February 5, 2021

Reducing Your Vehicle Fleet Management Costs

Fleet Vehicle Compliance is handled expertly by our team of professionals

Your Guide to Fleet Management Expenses

Your company owns a fleet of vehicles and runs on a tight, monthly budget.

If you’re in the fleet management industry, you know how hard it can be to manage a vehicle fleet. You’ve got to make sure that everything is kept in good working order, that the vehicles are fit for purpose, and keep costs down. It’s that last part that often snares people in the world of corporate fleet management. They know their duties but don’t know how to fulfill them cost-effectively.

You’re in luck. We are vehicle experts, it comes with the territory. We’re going to show you the best ways to manage a vehicle fleet while keeping costs low. Are you ready to make your fleet even more efficient? Then keep reading!

Keep an Eye on Your Fleet Size

One of the most crucial elements of truck fleet management is making sure that your fleet is the size it needs to be. Too big, and your fleet will be costing too much. Too small and your duties won’t be getting done as efficiently.

You should analyze each vehicle’s daily workload to find out which ones aren’t being put to their full use. If they’re racking up too much mileage, it could be worth investing in more vehicles.

If you plan to sell your vehicles, keep an eye on the second-hand market and observe price fluctuations. This way, you can sell them for the best price possible. If you’re in corporate fleet management and managing multiple fleets, consider transporting vehicles between fleets. This way, you can keep each fleet at its optimum size.

Watch Out For Increasing Repair Costs

One of the most important things to look for when managing a vehicle fleet is increasing repair costs. If one of your trucks is costing too much in repairs, it may be time to replace it. You should weigh up the costs of a new truck, minus the resale value of the old one, in comparison to keeping and repairing your old vehicles. If you’d save money, it’s time to sell the old vehicle and buy a new one.

The best way to keep maintenance costs down is through proactive repairs. Don’t wait until something breaks to get it fixed. Carry out regular inspections on your trucks and ask your drivers to report any small issues as soon as possible. If you repair these issues while they’re still minor, they won’t turn into more costly issues.

Make Trips as Efficient as Possible

One thing that’s a common cause for concern across all vehicle fleets is inefficient route planning. This is a scourge for company vehicles and not only because inefficient routes use more fuel. If a vehicle has to travel more miles than is necessary, tires wear down quicker. This affects handling, safety, and, obviously, tire costs.

So how do you combat this inefficiency? The best way is through telematics. UPS gathered telemetry from their vehicles and used it to save huge amounts of money. You could also use GPS trackers: plot your trucks’ journeys against Google Maps. Then put these routes under the microscope. Is there anywhere that the routes cross over or where one goes miles out of the way?

If there are, consider combining routes or cutting routes entirely. You’ll find that no matter how well-planned you think your routes are, there will be ways to make them better.

Consider Alternative Fuels For Your Vehicle Fleet

Gasoline and diesel are the most common fuels for commercial vehicles. This isn’t a huge surprise, but they aren’t necessarily the most efficient fuels that you could be using.

Great strides have been made in the fields of alternative fuels and your vehicle fleet could take advantage of them! While electric trucks are still a rarity, there are greener and cheaper alternatives that may be supported in your area. Some of these are propane autogas, natural gas, and liquid petroleum gas. While the availability of these fuels varies from region to region, they do tend to offer improved costs.

If they’re not available in your region, your priority should be to get as good fuel economy as you can. For example, you could replace engines in your fleet with more fuel-efficient blocks. You could also use your telemetry to watch for driver habits that decrease mpg, like hard acceleration or excessive idling.

Get Great Resale Values

One of the best ways to make money back on your vehicle fleet is to sell your vehicles to your employees. Depending on the industry, businesses typically sell 10-20 percent of their vehicles to their employees. There are a lot of ways to improve resale value. One of these is by limiting the number of cosmetic, non-essential repairs that your employer carries out on your trucks. This will eat into the resale value.

You can also improve the odds of reselling your vehicles to your employees by picking the right colors for your commercial vehicles. White is a particularly good bet. If you sell the vehicles on to employees, your drivers will also take better care of the vehicles. You’ll also get the money for the truck faster.

Consider Buying Used Vehicles

Vehicle acquisition can be one of the most expensive parts of corporate fleet management. There are ways to cut down on these costs and one of the best ways is to consider buying used trucks.

Trucks tend to depreciate faster than cars, so you shouldn’t have to look far to get a great deal. If the truck has been well cared for, you shouldn’t worry about high mileage, either. Mileage matters less than age and maintenance status.

Let ABS Tag and Title Help!

Have a few more questions? Take a look at our FAQ section, then give us a call at 877-914-7973 to get started!

January 8, 2020February 5, 2021

How to Get a Duplicate Title: What Steps Do I Take When Replacing Lost Titles

Tired of paperwork? We can take that burden off of your hands.

Get a Duplicate Title in a Few Easy Steps

From time to time, a title can get lost and needs to be replaced. Here’s how to get a duplicate title with our help in just a few simple steps.

Do you know where the title to your car is right now? If you’re like most people, you probably haven’t thought much about it. After all, it’s not something we need every day.

However, you will need your car title if you ever want to sell it or trade it in or you plan to apply for a title loan. This document proves that you’re the legal owner and includes a lot of other important information about the vehicle.

If you can’t find your car title, don’t panic! Here’s everything you need to know about how to get a duplicate title.

5 Easy Steps to a Duplicate Title

Vehicle titles are handled by the Department of Motor Vehicles (DMV) in the state where you reside. For this reason, the process of replacing your title might vary slightly depending on where you live. However, the steps for getting a replacement title are generally the same. Here are the five simple steps you’ll need to take.

1. Confirm It’s Really Missing

First things first. If you can’t find your title, there could be a good reason. When you owe money on your vehicle, most lenders hold onto the title. This protects them in case you don’t pay back what you owe. Once you’ve paid your loan in full, the lender should remove itself from your title and send a new copy to you.

So, if you can’t locate your title and you have an outstanding loan, there’s a good chance that you never had it in the first place.

2. Get an Application for Title Replacement

Once you’ve confirmed that you should have your title (but don’t), you’ll need to apply for a new one. There are several ways to obtain the application.

Call your state DMV and request that they mail an application to you. Make sure you specify that you’re trying to replace a lost title, not get a new one. The paperwork is different, so this is important.
Go to the DMV and get the application in person. This is convenient because you can just fill it out while you’re there and get the process going right away. Just make sure you bring all of the required information with you when you go (see next step).
Go online and print your application. Most DMV offices have copies of important applications online, so you can print it out and complete it in the comfort of your own home. Some states allow you to mail in the application along with the requirements while others require you to come to the DMV and apply in person.

3. Gather the Required Documents

The requirements for title replacement will vary from state to state. In most cases, you’ll need to provide a copy of your driver’s license, your registration, and proof of insurance. There will also be a fee for the replacement service. This varies widely from state to state. For example, in Texas, the fee is $5.45 while in Florida the same request will cost you $75.25.

Check the DMV website to confirm exactly what you need to complete your request. This is an important step because if you get everything right the first time, the process will go much faster.

4. Complete the Application

The application for title replacement is usually fairly simple. You’ll need to provide your name, address, and contact info. It will usually also ask for identifying information about your vehicle including:

Make, model, and body-color
License plate number
VIN (vehicle identification number)
Current odometer reading
Your original vehicle title number (if you have it)

The application may also ask you to provide a reason why you’re requesting a new title. Depending on your answer, there may be other requirements. For example, if you state that the title was damaged, then the state might require to you give back the damaged title.

If there’s a lien holder on the vehicle, you’ll need to disclose that as well. In many cases, the state will only provide a duplicate title to the lien holder. If you get stuck or have questions, you might consider hiring a professional title service to handle things for you.

5. Submit Your Application and Wait for Your Title

Once you have everything ready, you’ll need to submit it all to the DMV either in person or by mail (assuming your state allows this). To help protect against fraud, most states wait 15 to 30 days before they mail out a replacement title. Once you receive your title, make sure you keep it in a safe place! You may also consider scanning a digital copy and storing it on your computer or in a secure cloud storage application. This way, you’ll be able to access it whenever you need it.

Other Reasons for Title Replacement

Note that a lost or stolen title isn’t the only reason you might need a replacement. If you inherited a vehicle from a deceased friend or relative and it didn’t come with a title, you’ll need to go through a similar process. You’ll also need to update your title if you change your name (for example due to marriage or divorce).

In these cases, the requirements could get a bit more complicated. This is a prime example of a time when it’s a good idea to hire a professional to handle your title replacement for you.

Let ABS Tag and Title Help!

Now that you know how to get a duplicate title, you might be thinking that you don’t want to deal with the hassle on your own. No worries, ABS Tag and Title can help!

Have a few more questions? Take a look at our FAQ section, then give us a call at 877-914-7973 to get started!

December 9, 2019February 5, 2021

What Is IFTA and Who Needs It?

Does Your Business Need to Worry About IFTA?

IFTA stands for International Fuel Tax Agreement and it exists to simplify the reporting of fuel use between Canada and the US. Within the contiguous United States and Canada, our roads and highways help us get to where we are going. But who takes care of these roads if they become damaged and in need of repair? Who pays the cost?

Private citizens are not the only ones that benefit from our highway systems. Many companies and individuals depend on it as a means of commerce. Getting goods from point A to Point B is their livelihood, and any deviation in their path could cost them money, which is why maintaining the IFTA is an essential part of the foundation of our economy.

Now, unless you work in the trucking or fuel industry, chances are you wouldn’t know about the IFTA. So, let’s take a look at this integral part of our transportation system and discover who they are and how they keep the world of commerce on the road.

What Is the IFTA?

An acronym for International Fuel Tax Agreement, the IFTA is a way for each state and 10 Canadian provinces to assist in the upkeep and maintenance of our roadways. Currently, in the U.S., the only states that are not a part of IFTA are the District of Columbia, Alaska, and Hawaii. Every other state participates.

For our neighbors to the North, the provinces that have entered into the agreement are as follows: Ontario, Quebec, Saskatchewan, Prince Edward Island, Alberta, British Columbia, Newfoundland, Manitoba, New Brunswick, and Nova Scotia.

Before the IFTA’s formation, each state and province required that trucking companies carried fuel permits for their region. As you can imagine, this process was time-consuming, costly, and extremely inefficient for all parties involved.

The amount of additional work that this process created cut into each companies profitability. If your company owns a fleet of trucks that travel the continental United States and into Canada, and you have to provide fuel permits for each truck. That adds up to a lot of working hours spent filling out applications and thousands of dollars in administrative costs paid by your company alone each year. Thankfully the IFTA fixed what was once a convoluted (and sometimes contradictory) process.

The Process

There is still an application process that companies must abide by; however, it’s one application filled out annually rather than the numerous applications as previously required.

Base State

Each company is required to register with a base state. This base state is where companies will submit their reports, pay their fuel tax, and maintain their records. The main IFTA office in that particular state will then hold the responsibility of disbursing funds to other states and performing audits of companies as needed.

Registering Vehicles

Not every vehicle or truck on the road is required to register with the IFTA. Companies and trucks must meet the following five requirements:

Each vehicle must commercially travel between two IFTA jurisdictions
Must weigh over 26,000 pounds
Must have three or more axels on the power unit
If it’s a bus, it must carry more than 20 passengers
Must use diesel, propane, or natural gas

Application Process

Once you have filed your IFTA application with the main office in your base state, it goes through an approval process. For an application to be considered complete, it must contain the following information:

Legal Business Name
Address of Business
Federal Business ID Number
USDOT Number

Once the application process is complete, and your company or truck is approved, you will receive two decals to place on your vehicle. These decals must be on either the driver’s side or passenger side door, and a copy of the license must be in your vehicle at all times.

Since these decals are sent by mail, the state will send a temporary license via fax or email that you can keep on you until the actual stickers arrive. This small consideration helps trucking companies get to work once the application has been filed rather than waiting until their official documents arrive via snail mail.

The renewal applications will be sent to you automatically each year once your current license is nearing its expiration period.

Fuel Tax Report

IFTA taxes are what help keep our roads safe to drive on, so it only makes sense that they collect taxes every quarter. A tax payment made out to the Secretary of State for your base State and sent in with your reports for your fleet.

The dates each fuel tax report are due are as follows:

First Quarter: covers January to March is due April 30th
Second Quarter: covers April to June is due July 31st
Third Quarter: covers July to September is due October 31st
Fourth Quarter: covers October to December is due January 31st

Should the amount you pay accumulate from year to year causing an overage, that credit can go on to your next year’s statement or, in some cases, refunded to you.

Receipts and Records

Keeping good records is essential in this process. With numerous trucks in your fleet, the information can get convoluted and often quite confusing. Each time you make a payment, a receipt should be printed up and stored with that quarter’s paperwork. Each receipt should disclose the seller’s name and address, fuel type, date of purchase, the purchaser’s name, the vehicle registration number, how many gallons the purchaser acquired, and the total cost of the sale.

As if keeping tabs on your fuel tax reporting isn’t enough work, you must also keep track of the mileage of each vehicle. Per regulation, you must list this mileage in monthly increments. Your report must also include any fuel purchased at service stations.

Keeping Commerce Moving

Our roads and highways are the lifelines that help the trucking industry keep commerce moving. The IFTA helps to monitor those roads to ensure that they stay open and operational so we can get our products and services to where they need to go.

For more details on your company’s tag or title needs, visit our website or contact us for more information.

November 8, 2019February 5, 2021

Playing by the Rules: How to Keep Your Business Vehicles DOT Compliant

Does Your Business Vehicles Fall Within DOT Compliance?

When managing a fleet of vehicles there are many things that can fall through the cracks. Here’s how to ensure your fleet vehicles fall within DOT compliance

A lot can happen on the road, especially to a fleet of vehicles carrying delicate cargo over state lines. If you’re responsible for managing a fleet as such, you’ll want to make sure that your company, drivers, and vehicles fall within DOT compliance regulations.

If you don’t keep everything within DOT compliance regulations, you run the risk of getting audited and having your business shut down for good. If you want to know how to remain compliant and avoid future audits—and what to do if you get audited—then keep reading.

DOT Compliance 101

DOT or Department of Transportation compliance refers to a set of rules and regulations governing all aspects of commercial vehicles. Whether you employ commercial fleet vehicles or corporate vehicles, it’s mandatory to ensure the safety of your workers, drivers, and of course, the general public.

DOT compliance regulations don’t apply to all commercial vehicles, however. Regulations only apply to the following:

Vehicles transporting hazardous waste and other materials
Vehicles that transport eight or more passengers, including a driver—for compensation
Vehicles that transport 15 passengers or more, including a driver—for no compensation
Vehicles with a gross weight rating or combination of 10,001 pounds or more

These types of vehicles, in particular, must be registered with the United States Department of transportation. They must also have a visible USDOT number to show that they are registered and compliant.

DOT compliance requirements pertain mainly to vehicles that travel between states. Of course, laws and regulations vary from state to state, so it’s important to check with the Federal Motor Carrier Safety Administration to see if your vehicles are expected to maintain compliance during their travels.

Understanding the Rules

DOT compliance comes with a long list of rules and regulations. Companies that employ drivers that cross state lines are expected to know all of those rules and regulations from the inside out. To understand the rules of DOT compliance, you must first learn the differences between fleet and driver compliance.

Driver Compliance

Driver compliance applies to every single driver of DOT-registered vehicles that have received a USDOT number. Here’s what you need to ensure that your drivers meet DOT compliance regulations:

Each driver must have a copy of the FMCSA rules
You must collect all drivers’ signed agreements stating that they’ve read and understood FMCSA rules
A record of each driver’s qualifications
A record of each driver’s safety history
A record of each driver’s hours of service (HOS)
You must carry out pre-employee drug testing of each driver, keeping their results on record as well. You must also have records of any known previous drug or alcohol abuse
Carry out random drug testing of all drivers regularly. These need to be kept in your records as well
Ensure that all trainers and supervisors have gone through drug and alcohol testing and are periodically tested as well

Keep in mind that this is a basic list, and should be customized to fit your specific operations and company regulations.

Fleet Compliance

Fleet compliance applies to all vehicles in your fleet that fall under DOT registration. To ensure that your fleet of vehicles meets compliance requirements, here’s what you need:

Your entire fleet must keep a copy of the FMCSA rules at all times
All vehicles must be inspected before and after each trip. All findings must be well documented
You must have a routine vehicle maintenance program, with all activities documented
Each vehicle must be marked with a USDOT registration number
You must keep a detailed record of any accidents or incidents that have occurred during a trip

Just as the driver’s compliance list, this fleet compliance list is general. Be sure to customize it accordingly.

Preparing for a DOT Compliance Audit

There’s a reason that you must keep records of everything including employed drivers’ signatures. Every so often, the US Department of Transportation carries out a compliance audit. This is to ensure that every company is meeting the DOT Compliance regulations.

It’s important to know that audits may be carried out for different reasons. As an employer, you have the right to inquire as to why you’re being audited. If your company is being audited, you’ll receive a notice in the mail at least two weeks ahead of time. This notice is to alert you of your upcoming audit as well as to gather information from you.

The information that the USDOT wants may have to do with your list of drivers, a list of your vehicles, drug and alcohol testing records, your corporate offices, proof of incoming revenue, and other information. It’s in your best interest to respond to your audit letter as soon as possible.

When preparing for a DOT audit, there’s plenty of room for error. This is because the USDOT requires that you provide a minimum of six months of your previous logs and Driver-Vehicle Inspections Reports (DVIRs). A bad audit can lead to fines for both your company and your drivers. In the most extreme cases, a bad DOT audit can result in your business closing down for good.

Keeping in mind the above lists you must follow to remain DOT compliant, here’s a checklist to help you prepare for an audit:

Documentation of proper insurance for your fleet’s carrier and cargo being transported
Documentation of the correct licensing for all drivers within your fleet
The maintained records of drug and alcohol testing for all company drivers
A minimum of six months of DVIRs. The DOT will examine these logs thoroughly for any violations in HOS (Hours of Service), and any errors or falsifications
Your records of vehicle maintenance and inspection—of at least 12 months. These records should include the model, year, identification number, and tire size
A record of any hazardous materials. These records should include licenses, storage information, labels, and placards. This documentation must also include proof of the required training for the transport of hazardous materials
A record of all driver accidents and injuries

This is where having organized records comes in handy. Just be sure that everything is well documented and completed.

Keep Your Fleet Moving

Now that you have an idea of DOT compliance regulations and how to remain within those regulations, you’ll want to make sure that you have the proper licensing and paperwork.

We can help you with that. To find out more, request a free quote today.

November 5, 2019February 5, 2021

Managing Your Fleet: Everything You Need to Know About IRP Registration and Renewal

Keep Your Fleet On the Road

As the fleet manager at your company, you handle multiple challenges every day. You do what’s necessary to make sure your drivers drive safely. You also play a huge role in keeping your vehicles on the road. Keeping commercial vehicles on the road includes keeping IRP registrations up-to-date.

Whether you’re new in your position or are a seasoned fleet manager, keeping your IRP account current keeps your drivers, your customers, and your products on the road. If you’re an owner-operator of a fleet vehicle, this post pertains to you too.

Features of the International Registration Plan

Essentially a plan to simply registration fee processes for each state where fleet vehicles travel, the International Registration Plan (IRP) began in 1994. Imagine a scenario where you operate a fleet vehicle in multiple states. Let’s say each state requires a unique registration card or tag. Of course, each state also charges a fee for your vehicle to travel over its boundaries.

One of the unique features of this plan is that each vehicle gets one apportioned license plate and one registration card. The card, kept inside the vehicle cab, allows travel in multiple states. This certainly cuts down on paperwork, but also makes the drivers’ lives less complicated.

Who Needs IRP Registration?

Your company may operate what it calls fleet vehicles. Fleet vehicles are different than the ones each employee drives to work each day. Even if an employee uses a vehicle for work-related activities, unless they’re driving a company-owned vehicle, they don’t drive one of the fleet vehicles.

Fleet vehicles, in this case, have a much different meaning. These are not the sedans typically issued for employee use. The IRP defines a fleet of vehicles as one or more apportioned vehicles registered in the same jurisdictions.

If you’re new to the task, you should have electronic (or paper) files on each of your fleet vehicles. Typically you can identify whether a specific vehicle needs IRP registration by the following:

Used for inter-state travel.
Used for transportation of property.
Used for the transportation of persons.
2 axels and registered gross vehicle weight of more than 26,000 lbs.
3 or more axels regardless of gross weight.

Keep in mind even if your company only operates one fleet vehicle, if it meets the above requirements, you must obtain IRP registration.

Documents Needed for IRP Registration

This is an international plan because it operates in the U.S. and certain Canadian provinces. Registration, however, happens at the state level. Check with your state’s Department of Motor Vehicles (DMV) for state-specific requirements.

Before you register, you need a base jurisdiction. Your base jurisdiction is the physical location of your business. It must have a street or road name, not a post office box. Proof of business location can include:

Utility bills in the company name.
Documents filed with your state showing corporate residency.
Bank Statements
Tax Returns
Heavy Vehicle Use Tax Form

You’ll also need various forms and schedules required by the IRP. Usually, each state makes an instruction manual available outlining the various rules and regulations of registration. To make things easier, you may also use a service that specializes in helping your company manage its IRP registration.

Don’t Forget to Renew

Once your IRP approves your registration, you’ll get an apportioned license plate for each fleet vehicle. You’ll also receive a cab card for the inside of each vehicle. A registration is valid for 12 months. If you don’t renew and an employee drives the vehicle with an expired registration, it can create a legal issue for you and the driver.

Most jurisdictions mail renewal packets about 90 days before your current registration expires. Each jurisdiction also has deadlines for when they need your completed renewal forms, including proof of taxes, and payment.

Included with your renewal packet you should find the following:

Renewal Checklist – IRP-33
Renewal Printout
Instructions – IRP-34

The renewal printout contains all information currently on file for your account, including vehicle information.

How Much Does it Cost to Register or Renew?

Several factors go into fee calculations for your apportioned plate and cab card. Since you register with your jurisdiction’s state, you’ll pay a registration fee determined by your base state. Each base jurisdiction calculates fees based on gross vehicle weight and the states where you’ll register your vehicles. Some carriers only register in 1-2 states, some register in all the lower 48 states, while others also register for travel in Canada.

Miles also matter. The cost of your IRP apportioned plates and card depends on the percentage of miles each of your fleet vehicles travel in each jurisdiction. Fees usually also include other criteria specific to each vehicle.

The only way you’ll know the exact cost of your registration or renewal is by submitting all required documents. You should then receive an invoice with your complete charges.

IRP and IFTA

Along with your IRP registration, you should also understand the International Fuel Tax Agreement (IFTA). If your fleet vehicles require IRP registrations, they also may require IFTA. IFTA is a system used to report fuel-use between the U.S. and Canada.

Here’s how IFTA works.

Every time you buy fuel for one of your commercial vehicles, you pay a per-gallon fuel tax Those taxes go into your account and each quarter you submit a fuel tax report. The report includes miles traveled in each jurisdiction and gallons of fuel purchased in each jurisdiction. Using data from the report you’ll calculate your average fuel mileage. Based on your calculations, you determine the fuel tax paid by you to each jurisdiction.

Transferring of funds to each jurisdiction isn’t your responsibility. The jurisdiction where you register your IFTA and IRP ensures all funds get transferred appropriately.

Need Help Managing Your IRP Account?

Hopefully, this post clarified information about your IRP account. Registering and renewing are only two tasks associated with fleet management. With so many details and routine changes, maintaining your IRP account can get tedious. Whether you run one or many fleet vehicles, it’s nice to know you have options for getting assistance with your IRP registrations.

If you have questions about IRP registration or want to take advantage of our wide range of motor carrier services, contact us today.