Whether you oversee a fleet or your company owns vehicles that regularly take part in interstate commerce, it’s important that you are in-the-know about the ins and outs of the USDOT number system. When compared to other FMCSA guidelines, it’s relatively straightforward, but it still takes some time and dedication to ensure that your vehicles and drivers are on the right side of the strict compliance regulations enforced by the association.
In this article, we’ll walk through everything you need to know about USDOT numbers, from what it is, if you need one, the use cases, requirements, the cost and how to obtain one.
A USDOT number is a unique identifier assigned by the Federal Motor Carrier Safety Administration (FMCSA) to commercial vehicles involved in interstate commerce and certain intrastate operations. It serves as a crucial tracking tool for safety compliance, helping federal and state agencies monitor a carrier’s safety records, conduct audits, and investigate accidents.
Companies that operate large trucks, buses, or transport hazardous materials typically require a USDOT number to remain compliant with federal regulations. Failure to obtain one when required can lead to fines, penalties, and operational restrictions.
If you operate a commercial vehicle that meets certain criteria set by the Federal Motor Carrier Safety Administration (FMCSA), you may need a USDOT number. Generally, a USDOT number is required if your vehicle is used for interstate commerce and meets one or more of the following conditions:
In some states, a USDOT number is also required for intrastate operations, meaning even if you don’t cross state lines, you may still need one. To determine if you need a USDOT number, check with your state’s Department of Transportation or the FMCSA.
Failure to obtain a required USDOT number can result in fines, vehicle impoundment, or other penalties.
To ensure that your fleet is operating legally, you must first determine whether or not you need to register with the FMCSA to obtain a USDOT number. It is the responsibility of the motor carrier operator or driver to know their USDOT numbers, so make sure that you equip your employees/contractors with the right registration information before you send them on the road.
There are a few ways to determine if you need a USDOT number, but the simplest is to visit the FMCSA’s website. There, you will find an interactive quiz that asks a series of questions about your vehicle(s) and your business. Once completed, the administration will give you an answer as to whether or not you will need to register.
If you’d prefer, you can also read the FMCSA’s official guidelines to confirm that you are compliant.
If you operate a commercial vehicle that meets certain criteria set by the Federal Motor Carrier Safety Administration (FMCSA), you may need a USDOT number. Generally, a USDOT number is required if your vehicle is used for interstate commerce and meets one or more of the following conditions:
In some states, a USDOT number is also required for intrastate operations, meaning even if you don’t cross state lines, you may still need one. To determine if you need a USDOT number, check with your state’s Department of Transportation or the FMCSA.
Failure to obtain a required USDOT number can result in fines, vehicle impoundment, or other penalties.
Another quick way to determine USDOT number compliance is to take a quick look at the list of states that require the special registration code. Here are the current states that demand that the specified vehicles obtain the number for intrastate commerce:
If the state(s) in which you operate is not listed above, it doesn’t mean that you aren’t necessarily off-the-hook when it comes to complying to similar regulations. Always be sure to check with your state’s intrastate commerce regulations before you activate your fleet.
The Federal Motor Carrier Safety Regulations (FMCSRs) exist to improve highway safety for passengers as well as other travelers that share the roads with vehicles hauling hazardous materials and engaging in interstate transport. These regulations include limits on the number of consecutive hours of service drivers may clock, which aim to prevent accidents resulting from fatigue.
Property-carrying drivers may drive for a maximum of 11 hours following a minimum of 10 consecutive hours off duty, for instance, while passenger-carrying drivers are limited to 10 hours of driving following a minimum of eight consecutive hours off duty. Additionally, both passenger-carrying and property-carrying drivers may not drive after 60/70 hours on duty within a period of seven to eight days.
While compliance with many FMCSRs is the responsibility of the operator, the hours of service regulations, as well as some other requirements, rest on the shoulders of the drivers themselves. In fact, drivers are now required to maintain electronic logs documenting all hours of service, breaks, and other information to verify that these requirements are being met.
A complete summary of the hours of service regulations can be found here.
Other regulations that fall under the FMCSRs applicable to drivers include (but aren’t limited to):
Requirements for companies include regulations surrounding periodic inspections, maintenance of commercial motor vehicles, and adequate insurance coverage, among other requirements designed to improve the safety of U.S. highways.
There are also some specific requirements pertaining to who is responsible for registering and displaying a USDOT number, particularly in the case of owner-operators. Historically, owner-operators leasing under a carrier’s authority simply used the carrier’s USDOT number and authority, although depending on the state, there are now some circumstances under which owner-operators must obtain their own USDOT Number and authority registration.
As stated, determining whether or not a USDOT number is necessary is a relatively straightforward process, but there are a few challenges associated with the procedure:
There are several steps involved in registering with FMCSA. First, determine if FMCSA registration is required (any operators or drivers meeting the applicability rules outlined above are required to register). This interactive questionnaire can help to determine if you’re required to obtain a USDOT number.
Then, you need to determine if you need an interstate Operating Authority number (known as an MC number). Companies required to obtain an MC number, in addition to a DOT number, include those which:
Operating authority under FMCSA is typically identified by the type of authority granted, including MC, FF, or MX numbers. In some cases, companies may be required to obtain multiple operating authorities, depending on what’s required to support the organization’s planned business operations. USDOT numbers, on the other hand, consist of a single application process for all operations.
The Operating Authority determines both the type of operation a company can run as well as the types of cargo a company is permitted to carry, as well as the insurance coverage requirements set forth by the FMCSA. The various types of authority include:
There are also additional types of authority used in special circumstances such as:
Some carriers are not required to have Operating Authority, including:
If a company determines that Operating Authority is required, the appropriate MC Number must be obtained and the appropriate proof of insurance coverage, if required, submitted to the FMCSA. For first-time registrants who do not already have a USDOT Number should register through the new Unified Registration System here. Those that are already registered and already have a USDOT Number, such as those applying for an additional authority, can apply online through FMCSA’s legacy registration system. Application status can be checked on the SAFER website.
After determining the need for obtaining Operating Authority and applying for an MC Number if required, companies should determine insurance requirements, obtain the appropriate coverage, and submit proof of coverage to FMCSA. Note that liability and cargo insurance forms must be submitted online by the insurance company furnishing the coverage. Coverage requirements include:
After handling proof of insurance requirements, companies must determine what state notification and registration requirements apply. FMCSA maintains a helpful resource with information on state governments, state consumer protection offices, and other entities that may have information on state-specific regulations.
Then, companies should begin the New Entrant Safety Assurance Program, which applies to both U.S. and Canada-based motor carriers. New entrants are monitored for a period of 18 months and are required to operate safely, maintain accurate and up-to-date records, perform regular maintenance and conduct periodic inspections on commercial motor vehicles, and pass a safety audit. During this initial 18-month period, FMCSA will monitor the company’s safety performance via roadside inspections, conduct safety audits on new entrants, and if deemed safe, grant permanent authority to the company.
Safety audits or reviews typically occur within 12 months of the start of operations, and compliance reviews or intervention may occur at any time FMCSA safety data indicates potential problems. New entrants will automatically fail the safety audit for any violations related to the following:
Note that some operators must also comply with other regulations, such as the Household Goods (HHG) Regulations and the Americans with Disabilities Act (ADA). While compliance with these regulations isn’t used as a determining factor in a safety audit, violations may result in investigation by other federal and state agencies as applicable.
To apply for a USDOT Number, there are several application options, depending on the type of operations the company engages in and other permits required:
Other forms and instructions, such as those for filing proof of insurance, applications for Operating Authority, and forms for Process Agents, can be found here.
Only after completing the New Entrant Safety Assurance program can companies apply for permanent USDOT registration. More information on this process can be found here. Even after permanent USDOT registration is obtained, it’s up to companies to maintain and update their USDOT Numbers and Operating Authority information as necessary.
These updates may include routine updates, biennial updates, and inactivation, deactivation, and reactivation of USDOT Numbers.
It’s free to update information, but FMCSA does require that companies update their information at least every two years (biennial update). This requirement applies even to companies that have not changed any information as well as those that have discontinued interstate operations since the last update.
Even companies that are no longer in business are required to complete a biennial update if they have not notified FMCSA of their business status. Companies that fail to complete a biennial update may have their USDOT Number deactivated and may be subject to civil penalties up to $1,000 per day, or a maximum of $10,000.
Obtaining a USDOT number is free when registering through the Federal Motor Carrier Safety Administration (FMCSA) website. However, if you also need to apply for operating authority (MC number), there are fees associated with that, typically $300 per authority type.
Some third-party companies charge fees for assistance with the application process, but if you apply directly through the FMCSA, there is no charge for a USDOT number.
For the most up-to-date details, you can check the FMCSA website: https://www.fmcsa.dot.gov/.
A USDOT number is a crucial identifier for commercial vehicles, required by the Federal Motor Carrier Safety Administration (FMCSA) to track safety compliance and conduct inspections. If you operate a vehicle that meets certain criteria—such as engaging in interstate commerce, exceeding 10,001 pounds, transporting passengers, or hauling hazardous materials—you may be legally required to obtain one.
Some states also mandate USDOT numbers for intrastate operations.
Registering for a USDOT number is free when done through the FMCSA, though additional fees apply if you need operating authority (MC number). Non-compliance can result in fines, penalties, and operational restrictions, so it’s essential to verify your requirements and remain compliant.
For the latest regulations and application details, visit the FMCSA website or check with your state’s Department of Transportation.
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