Module - Company Authorities Registration

Throughout my career, I have registered dozens of carriers and helped founders establish and update small to large fleets. This is a guide I wrote for everyone looking to register or update a carrier. If you are looking to save some money, or want to learn how to register a commercial carrier, this is for you.

The guide includes more than 20 pages of detailed explanation on how to register and update a commercial carrier. It includes information on all provincial and state authorities with direct links and instructions.

If you have any questions don't hesitate to reach out vanuo@fleetsage.com

Table of Contents

  1. Company Registration – copy of Master Document – Certificate of Incorporation.
    1. Registering a corporation - Canada
    2. Incorporation documents
      3. your business – U.S. Small Business Administration (sba.gov)
  2. CVOR # - Carrier Registration in MTO, Canada
    1. Registration
    2. Renewal
    3. Address Change (CVOR) certificate | ontario.ca
  3. IFTA License & Decal Instructions – IFTA 451, Yearly Renewal
  4. Memorandum of Insurance: General liability, Auto Liability, Freight coverage. Business Insurance Coverage, Key Types of Business Coverage
  5. International Registration Plan (IRP) | FMCSA (dot.gov) – by Jurisdiction.
  6. IRP Manual – Ontario, Ministry of Transportation, IRP Office – Applications
  7. US DOT# and Motor Carrier Identification Report (copy) - Application for US DOT #.
  8. MC# - XXXXXX-C - Docket number
  9. MCS FORMS
    1. FORM MCS-90 – Endorsement for Motor carrier Policy of Insurance for Public Liability in the USA – Common Carrier of Property
    2. FORM MCS-150 – Motor Carrier Identification Report
  10. FMCSA - Unified Registration System for New Applicants
  11. FORM MCS-150B - Combined Motor Carrier Identification Report and Hazardous Materials Safety Permit Application - Carrier of Hazmat
  12. UCR Registration, Yearly Renewal
  13. US DOT Clearance House - Drug & Alcohol Driver Registration
  14. BOC – 3. Designation Of Agents.
  15. IRS - Form W-9 – Request for Taxpayer - Employer Identification number and Certification - EIN
  16. IRS - Form W-8BEN – Certificate of Foreign Status of Beneficial Owner for US Tax Withholding.
  17. Form SS-4 & Employer Identification Number (EIN)
  18. Form 2290, Heavy Highway Vehicle Use Tax Return
  19. NMFTA – Certificate of Standard Carrier Alpha Code – SCAC, PARS Labels
  20. CBSA - ASFC – Carrier Code Application – Canada Customs.
    1. Non-Bonded Carrier
    2. Bonded Highway Carrier
    3. Customs Self-Assessment Program - FAST into Canada
    4. PIP – Registration, Placards
  21. CTPAT: Customs Trade Partnership Against Terrorism
    • FAST into the U.S.
  22. U.S. Customs Bond
  23. Oregon Weight-Mile Tax, Yearly Renewal
  24. Kentucky Weight Distance Tax (KYU)
  25. NY State DOT – Highway Use Tax (HUT) and Automotive Fuel Carrier Consolidated Certificate of Registration. Explanation of all Opportunities for registration, duplicate, update, etc., of carrier Power Units.
  26. New Mexico Weight Distance Tax, Yearly Renewal
  27. British Columbia Financial Responsibility Certificate – BC Insurance Filing
  28. Quebec IGIF Registration.
  29. UIIA - Uniform Intermodal Interchange Agreement - For Intermodal Trucking Companies
  30. Highway Carrier Bond - Continuation Certificate for Bond Location in Canada and the USA: ON, IN, AZ, KY, etc.
  31. Alcohol Permits Requirements by States for Trucking
  32. WSIB – Canada
  33. Workers' compensation | USAGov
  34. Transponders, Cards, Yearly Renewal
  35. 3Electronic logging devices for commercial drivers and motor carriers (canada.ca)
  36. Placards
  37. Power Unit Signs, Stickers
  38. Registration documents, Labels, Forms
  39. List of documents in Cab Binder
  40. Drivers' allowed items in Cab
    P.S. Useful Links:
  • IFTA Application, Ontario - open with Adobe Acrobat
  • T-21-22-Appendix-B-Proof-of-Business-Address-Form-English