Frequently Asked Questions

Frequently Asked Questions - Motor Carrier

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1. What is IRP?

International Registration Plan, a cooperative agreement for registering vehicles that travel into two or more jurisdictions. The IRP provides for payment of licensing fees based on fleet miles operated. The unique feature of the IRP is that although license fees are paid to the base jurisdiction and distributed to various jurisdictions in which fleet vehicles are operated, only one license plate or two plates for buses, and one cab card is issued for each fleet vehicle. There are 59 members of IRP (48 States, District of Columbia, and 10 Canadian Provinces).

2. What is a qualified vehicle?

1. A power unit having two axles and having a gross vehicle weight in excess of 26,000 pounds; or

2. A power unit having three or more axles, regardless of weight; or

3. Is used in combination when the weight of such combination exceeds 26,000 pounds gross vehicle weight.

3. What is IFTA?

International Fuel Tax Agreement, an agreement among jurisdictions for the reporting of fuel use taxes by inter-jurisdictional motor carriers.

4. What is UCR?

Unified Carrier Registration Plan and Agreement, is part of a Federally-mandated, State-administered program that went into effect September 10, 2007. Under this program, States collect fees from motor carriers, freight forwarders, brokers and leasing companies, based on the number of qualifying commercial motor vehicles in their fleets (power units only) with a gross vehicle weight rating exceeding 10,000 pounds and crosses state lines.

5. What is the address for the Motor Carrier office in Bismarck and what are the hours?

Motor Vehicle Division – Motor Carrier Section
ND Department of Transportation
608 E Boulevard Ave, Suite 103
Bismarck, ND 58505-0791

Monday through Friday 7:30 a.m. to 4:45 p.m. CT

*Important: If coming to open a new IRP account You need to call first and make an appointment.
(701)328-1287

6. What Motor Vehicle branch offices process IRP, and IFTA?

*Important: Cannot open an IRP account or process renewals at any of branch offices

Dickinson – T-Rex Plaza
1173 3RD Ave W Ste 37
Dickinson, ND 58601
701-227-6540

Fargo – Westfield Business Park
855 45th Street South
Fargo, ND 58103
701-282-5070

Grand Forks – Grand Cities Mall
1726 South Washington Street, Ste 55
Grand Forks, ND 58201
701-772-1390

Minot – Arrowhead Shopping Center
1600 2ND Ave SW, Ste 5
Minot, ND 58702
701-857-8221

Rugby
140 Viking Drive
Rugby, ND 58368
701-776-5734

7. How do I obtain apportioned/prorate license plates?

Must have a US DOT number (if over 10,000 pounds and crossing state lines)
• To obtain a US DOT number, contact FMCSA @ 701-250-4346 or
http://li-public.fmcsa.dot.gov/LIVIEW/PKG_REGISTRATION.prc_option

If leasing onto a company, must provide a copy of the lease agreement.
Once you have obtained your DOT number/ lease papers, please contact the Bismarck Motor Carrier office at 701-328-1287 for further instructions.

8. Where can I file UCR?

9. How do I add and delete vehicle(s) to my account?

10. Do I first need to transfer the title for the vehicle?

No, it is done the same time you open the IRP/IFTA account or add vehicle to existing account.

11. If I have a Manufacturers Certificate of Origin, what do I need to complete to get it titled and registered?

• If opening a new account, please contact Bismarck Motor Carrier at 701-328-1287 for the requirements.

• If adding vehicle to an existing account, complete the SFN 2479 International Registration Plan Supplemental Application Schedule C.

• Provide the properly assigned MCO.

• Complete the SFN 2872 Application for Certificate of Title Registration of a Vehicle.

• Complete the SFN 18609 Damage/Salvage Disclosure Statement.

• Seller and buyer must complete a Secure Odometer Disclosure if the gross vehicle weight rating is less than 16,000 pounds.

• Provide a copy of the Bill of Sale.

• Form 2290 required for vehicles with a registered weight of 55,000 pounds or more and if the date of registration is more than 59 days from date of purchase.

• Proof of legal name.

12. If I have a North Dakota title that is changing ownership, what do I need to complete to get it titled and registered?

• If opening a new account, complete the SFN 2477 International Registration Plan Original Application Schedule A.

• If adding vehicle to an existing account, complete the SFN 2479 International Registration Plan Supplemental Application Schedule C.

• Provide the North Dakota title properly assigned and free of all prior liens.

• If vehicle is less than nine (9) years old, SFN 18609 Damage/Salvage Disclosure Statement must be completed by the seller.

• Seller and buyer must complete a Secure Odometer Disclosure if the gross vehicle weight rating is less than 16,000 pounds.

• Provide a copy of the Bill of Sale.

• Form 2290 required for vehicles with a registered weight of 55,000 pounds or more and if the date of registration is more than 59 days from date of purchase

• Proof of legal name.

13. If I have a North Dakota title that is NOT changing ownership, what do I need to complete?

• If opening a new account, please contact Bismarck Motor Carrier at 701-328-1287 for the requirements.
• If adding a vehicle to an existing account, complete the SFN 2479 International Registration Plan Supplemental Application Schedule C.
• Form 2290 required for vehicles with a registered weight of 55,000 pounds or more and if the date of registration is more than 59 days from date of purchase.

14. If I have an Out-of-State title, changing ownership, what do I need to complete to get it titled and registered?

• If opening a new account, complete the SFN 2477 International Registration Plan Original Application Schedule A.
• If adding a vehicle to an existing account, complete the SFN 2479 International Registration Plan Supplemental Application Schedule C
• Provide the properly assigned title free of all prior liens.
• Complete the SFN 2872 Application for Certificate of Title Registration of a Vehicle
• Complete the SFN 18609 Damage/Salvage Disclosure Statement
• Seller and buyer must complete a Secure Odometer Disclosure if the gross vehicle weight rating is less than 16,000 pounds.
• Provide a copy of the Bill of Sale.
• Form 2290 required for vehicles with a registered weight of 55,000 pounds or more and if the date of registration is more than 59 days from date of purchase.
• Proof of legal name.

15. If I have an Out-of-State title, NOT changing ownership, what do I need to complete to get it title and registered?

• For both options below, complete the following:
• If opening a new account, complete the SFN 2477 International Registration Plan Original Application Schedule A.
• If adding a vehicle to an existing account, complete the SFN 2479 International Registration Plan Supplemental Application Schedule C
• Form 2290 required for vehicles with a registered weight of 55,000 pounds or more and if the date of registration is more than 59 days from date of purchase.

Option 1: Transfer the out-of-state title to a North Dakota title
• Provide the properly assigned title free of all prior liens.
• Complete the SFN 2872 Application for Certificate of Title Registration of a Vehicle.
• Proof of legal name.

Option 2: Keep the title as is and register only in North Dakota
• Provide a copy of the title.

*NOTE: If titled in Alaska, Delaware, Montana, New Hampshire, Oregon, or any Canadian Province, the title must be transferred to ND and excise tax will be due on the fair market value.

16. What are the proofs of legal name requirements?

Business name: Secretary of State filing, top section of the state or federal tax return, or appropriate page within a trust agreement.

Individual name: ND Driver's License or ID number, copy of out-of-state driver's license, or copy of military ID.

17. What vehicles are exempt from odometer disclosures?

• Vehicles 10 years old or older.
• Vehicles with a manufacturer’s gross vehicle weight rating over 16,000 pounds.
• Snowmobiles.
• All-terrain vehicles.
• Vehicles that are not self-propelled.
• Duplicate title only.

18. When is an odometer disclosure required?

An odometer disclosure is required on all passenger vehicles, pickup trucks, trucks with a Gross Vehicle Weight Rating (GVWR) of less than 16,000 pounds, motor homes, and motorcycles that are less than ten years old.

Year of Purchase / Year Model
2019 / 2010 and newer
2020 / 2011 and newer
2021 / 2012 and newer
2022 / 2013 and newer
2023 / 2014 and newer
2024 / 2015 and newer

19. How do I increase a vehicle(s) weight in a jurisdiction?

Send a request via fax to 701-328-3500, email to motorcarrier@nd.gov, go online https://apps.nd.gov/dot/cvisn/login.htm, by mail to the Bismarck office, or go to one of the five branch offices that process IRP. Branch offices charge additional service fees.

Note: If increasing weights for a Canadian province, please list the weight in pounds.
(SFN 53330) IRP Weight Increase

20. How do I get a duplicate plate, cab card, or decal?

Send a request via fax to 701-328-3500, email to motorcarrier@nd.gov, go online https://apps.nd.gov/dot/cvisn/login.htm, by mail to the Bismarck office, or go to one of the five branch offices that process IRP. Branch offices charge additional service fees.
(SFN 61273) Application for Duplicate Motor Carrier Credentials

21. What forms of payments does the Bismarck Office accept?

Payments are accepted using cash, check, or the following credit cards: Visa, MasterCard, or Discover.

22. Do trailers get apportioned/prorate license plates?

Trailers aren’t required to be prorated. They are just required to have a current trailer registration.

23. Does North Dakota have reciprocity with the surrounding states?

Reciprocity Agreements
North Dakota has entered into the agreements below with our bordering states. These agreements could be rescinded by either party with 30 days notice.

Check with the jurisdiction you are travelling into to determine if any permits or other credentials are needed prior to entering the jurisdiction.

South Dakota
North Dakota vehicles may be exempt from the IRP requirements while travelling into South Dakota no further than north of US Highway 12 on the east side of the Missouri River and north of SD Highway 20 on the west side of the Missouri River.

The purpose of this reciprocity agreement is to promote the north-south movement of vehicles only. A vehicle shall enter either state and proceed from the point nearest the destination and return in a like manner. This agreement does not permit you to traverse the length of a state within the free zone.

This agreement does not exempt you from fuel permits or IFTA unless you are a farmer/rancher operating a farm vehicle hauling your own farm products, supplies, or equipment into the free zone.

Minnesota
North Dakota vehicles may be exempt from the IRP and IFTA requirements while travelling within 20 miles of the Minnesota – North Dakota boundary line.

North Dakota farm plated vehicles may be exempt when travelling into Minnesota west of a line drawn north to south from MN Highway 72 to US Highway 71 to Cass Lake, then south on MN Highway 371 to Little Falls, then south on US Highway 10 to St. Cloud, then south on MN Highway 15 to the Minnesota – Iowa border.

Montana
North Dakota farm vehicles are exempt from IRP requirements, but not from fuel permits or IFTA.

24. Can I file my IFTA quarterlies online?

Yes, but you must first register online at The NDDOT Motor Carrier Online Services. The fallowing business day, an authorization code will be mailed out of our office. This code will be required the first time you go online.
We advise this method since it automatically calculates the fees which results in less errors.

25. Can I renew my IFTA online?

Yes, but you must first register online at The NDDOT Motor Carrier Online Services. The following business day, an authorization code will be mailed out of our office. This code will be required the first time you go online.

26. Do I have to file my IFTA quarterly if I don’t have any miles?

Yes. Check no operations.

27. If I file my IFTA quarterly tax return online, do I still need to send in my paperwork?

No. The only thing that needs to be submitted is the payment if you don’t pay it online.

28. How long am I required to keep my records?

Six years plus the current year, unless you are currently under an audit, please keep records until audit is complete, whichever is longer.

29. What must the distant records include?

DISTANCE RECORDS (IFTA AND IRP): You must maintain original driver-prepared Individual Vehicle Distance Record (IVDR) on each vehicle for each trip. Driver prepared source documents must include the following:

- Date of trip (starting and ending)
- Trip origin and destination
- Route of travel (highway numbers)
- Beginning and ending odometer/hubometer reading of trip
- Total trip distance
- Distance by jurisdiction
-Unit number of vehicle identification
-Vehicle fleet number (for multiple fleets)

AGREEMENT TO MAINTAIN RECORDS FOR IRP AND IFTA (SFN 60450)

30. What are the proofs of legal name requirements for a business when opening up an IRP/ IFTA account?

OPPENING IRP ACCOUNT IN BUSINESS NAME:
Three Proofs of a Physical Address are Require. All proofs must have the same business name and physical address. A PO Box is not acceptable. Below is a list of proofs that are acceptable.

1. Lease Agreement, if renting;
2. Copy of real estate taxes, if property is owned;
3. Printout of Secretary of State showing the company is active and in good standing;
4. Utility, gas, cable, or phone bill;
5. State or Federal Income Tax return;
6. Copy of a vehicle titled in ND(other than the vehicle being prorated);
7. Insurance car; and
8. Letter from IRS of FMSCA

Note: Additional proofs may be requested by the Motor Carrier office

31. What are the proofs of legal name requirements for an individual when opening up an IRP/ IFTA account?

OPPENING IRP ACCOUNT IN PERSONAL NAME:

Three Proofs of a Physical Address are Require. All proofs must have the same business name and physical address. A PO Box is not acceptable. Below is a list of proofs that are acceptable.
1. Copy of ND driver’s license;
2. Utility, gas, cable, or phone bill
3. Rental agreement, if renting
4. Real estate taxes, if property is owned;
5. State of Federal Income Tax return;
6. Copy of a vehicle titled in ND(other than the vehicle being prorated);
7. Insurance card;
8. Medical card; and
9. Letter from IRS of FMSCA

Note: Additional proofs may be requested by the Motor Carrier office

32. If I am leased on to a company, how do you change the Motor Carrier responsible for safety on my cab card?

• Lease documents must state the DOT number and who is responsible for reporting the IFTA
• Please complete the (SFN 61274) Lease Change Notification form and provide the current lease agreement.

33. Can I order additional IFTA decals?

No, you can only order as many IFTA required vehicles as you have in your IRP account.

34. Can I file an Amended Tax Return online?

No, please contact the IFTA Department at 701-328-1287 for further instructions.

35. Is there a grace period for renewing IFTA?

No, IFTA License Renewals must be filed with your base Jurisdiction before the end of the current IFTA License year expires. The two-month grace period is for display of renewal credentials, NOT to file your renewal application for those credentials.

36. Is there a form to track mileage and fuel purchases?

37. Can records be used from ELD’s for IFTA/ IRP record keeping?

No, ELD’s are not a substitute for IFTA/ IRP record keeping. For further questions, please contact FMCSA at 701-250-4346.

38. Where can I file my IRS Form 2290?

https://www.irs.gov/businesses/small-businesses-self-employed/trucking-tax-center or make an appointment with the IRS at 1-844-545-5640.

39. Who can I contact regarding hours of service, log book requirements and ELD questions?

https://www.fmcsa.dot.gov or contact FMCSA at 701-250-4346.

40. Who can obtain an Unladen Permit?

Operators who require a temporary registration to move their apportionable unladen vehicle may obtain an Unladen Permit for a $30 fee. The permit is valid for up to 14 days.

41. Can you register your trailer for more a year?

Yes, Motor Vehicle offers a six year registration on trailers.

42. When is an IRS Form 2290 required?

Owners of all trucks with a gross weight of 55,000 pounds or more, must file each year with the Internal Revenue Service an IRS Form 2290. A 2290 stamped by the IRS is required at the time of renewal. The Motor Vehicle Division is not responsible for the collection of the Heavy Vehicle Use Tax. Contact the Internal Revenue Service for the forms and any further questions. Telephone 1-800-829-1040.

43. How can I update/correct my USDOT Number or MCS-150?

44. How do I change my name or address on my IRP/IFTA account?

Before changing our records, you must first have it changed with FMCSA at 701-250-4346.
Once that is changed, you can contact our office by fax at 701-328-3500, email motorcarrier@nd.gov or mail to the Bismarck office.

45. How do I close my account?

Carrier Closing IRP Account. The following document are required:
1. Schedule C - (SFN 2479 International Registration Plan Supplemental Application Schedule C) Deleting all the vehicles in the current account.
2. Letter requesting refund- stating they are “Going out of Business”
3. Return Tab(s), Plate(s) and Cab Card (for all vehicles on account) CAN NOT be copies of the cab card.

Note:
• When closing IRP account you will only get unused ND portion back NOT the fees from other states.

46. If I only received one plate for the front of the truck and don’t pull a trailer, will Law Enforcement pull me over for not having a plate on the back of the truck?

Apportioned/prorate trucks are only required to have the one plate which goes on the front of the truck. You can purchase a back plate which says, “Apportioned Vehicle” for $5.00 from the Bismarck office to display on the back of the truck. This plate is not vehicle specific and can be moved from truck to truck.

(SFN 61273) Application for Duplicate Motor Carrier Credentials

47. If I have my truck licensed for North Dakota only and switch over to an apportioned/prorate license, does my remaining license fees transfer over?

If there is any remaining credit, it will apply towards your North Dakota portion of the prorate license fees.

48. What is the difference between interstate carriers and intrastate carriers?

Interstate carriers operate vehicles that are authorized to operate in multiple jurisdictions. Intrastate carriers operate entirely within a single jurisdiction.

49. Can a license plate and credit be transferred from one account to another?

Yes, but we must have a written statement from the owner in the previous account authorizing the plate and credit to be transferred.

Note: Only the ND credit will transfer.

50. My tabs are expired. Is there a grace period?

No.

51. If I’m crossing state lines and don’t want to prorate, what are my options?

You can obtain a Trip/ Fuel Permit from the state you are entering into. Please contact Motor Carrier for a list of permit offices.

52. I have recently formed a partnership or corporation how do I transfer my titles into that company name?

Title transfers must be completed within 180 days from the effective date formed or incorporated. Title transfers submitted after the 180 days would be taxable on the fair market value of the vehicle. Vehicles transferred back to previous owner are exempt from tax.

SFN 2877 Part 1, Assignment and Warranty of Title must be signed and dated by owner(s) as shown on the front of the title. Legal name and address of new owner (partnership or corporation) must be typed or printed legibly. Odometer information required on all motor vehicles less than ten (10) years old, with buyer's signature, printed name, and date.

SFN 2475 Part 3, Purchaser’s Certification and Application must be completed and signed by new owner with tax exemption and lienholder information, if applicable and date formed or incorporated.

• If vehicle is less than nine (9) years old SFN 18609 Damage/Salvage Disclosure Statement must be completed by the seller.

• Title transfer fee $5.

53. Where do I get a Tero permit?

54. Where do I report a trucking business for improper licensing or for not following requirements?

Contact FMCSA at 701-250-4346.

55. Where can I get an annual inspection done?

Contact businesses that do maintenance work on commercial motor vehicles.

56. Where can I get annual inspection forms?

57. Where can I purchase log books?

North Dakota Motor Carrier Association, call 701-223-2700, or at truck stops.

58. Who can I contact regarding hours of service questions?

59. Where can I get a Truckers Handbook?

60. What distance records for IFTA and IRP am I required to maintain?

You must maintain original driver-prepared Individual Vehicle Mileage and Fuel Report (SFN 16921) on each vehicle for each trip.

61. Am I required to maintain fuel records?

Yes. IFTA requires you to maintain original fuel source documents for each fuel type for each vehicle. Over the road fuel purchases and bulk fuel purchases are to be accounted for separately. An acceptable fuel receipt or invoice must include:
• Date of purchase
• Name and address of seller
• Number of gallons purchased
• Fuel type
• Price per gallon
• Unit number of vehicle identification number
• Purchasers name

62. What records am I required to keep for bulk storage fuel purchases?

Bulk storage fuel purchases must be supported by delivery tickets and/or receipts. You must have a reliable meter on your bulk tank. To receive tax paid credit the following information must be maintained:
• Date of withdrawal
• Number of gallons/liters withdrawn
• Fuel type
• Unit number
• Purchase and inventory records showing tax was paid on all bulk withdrawals
• Meter readings, inventory measurements, and monthly reconciliations

63. Can I be audited?

Yes. IFTA and IRP requires 3% of all carriers enrolled in IFTA and/or IRP be audited each year.

64. What is the process followed in an IFTA/IRP Motor Carrier audit?

A letter from the North Dakota Department of Transportation is sent to a carrier that has been selected for audit.

The audit period is identified. A pre-audit questionnaire and a vehicle listing are included for the carrier to complete and return to the NDDOT Audit Division.

The auditor will contact the carrier to discuss the upcoming audit, request audit period records, and determine a due date for the carrier to have supporting fuel and mileage records sent in to the NDDOT for review. The carrier will have time to assemble the records and should send them by certified mail or similar means so they have a record of their mailing.

The auditor will perform testing to tie the documentation to the carrier’s reported IFTA jurisdictional miles and tax-paid fuel gallons. Variances will be discussed with the carrier. Adjustments will be made to the carrier’s reported fuel and miles based on the audited records, if required. Assessments or credits will be identified in the audit report that is issued to the carrier and all jurisdictions the carrier operated during the audit period.

The carrier has 30 days from the audit report cover letter date to pay the audit assessment, or to appeal the results of the audit. An appeal must be in writing addressed to the Motor Carrier Administrator in the Motor Vehicle Division, and should include the specific reason for the appeal.

65. What records will I have to provide when I am audited?

Original over the road fuel receipts;
Monthly/quarterly summaries of tax-paid fuel gallons;
Driver’s Daily Logs, Trip reports, and IVDRs (Individual Vehicle Distance Records)
that identify trips driven and odometer readings that support reported miles;
Miles are to be based on beginning and ending odometer readings, and odometer readings at jurisdictional lines;
Monthly/quarterly summaries of total and jurisdictional miles;

Bulk fuel support (if applicable):
Fuel vendor invoices for tax-paid bulk fuel for the entire audit period;
Bulk fuel inventory/dispersal logs noting all units using bulk fuel for the audit period.

66. Can I be fined or assessed additional fees if I do not maintain or provide adequate records for audit?

Yes. All records pertaining to IFTA must be kept for four years, including unused decals. IRP distance records must be retained to support the reported distance for the current registration year and three previous registration years.

67. How much could I be assessed for not maintaining and/or providing adequate records for audit?

IRP states that failure to make records available or provide adequate records for audit may result in an assessment based on estimation in the amount of 20% of the apportionable fees paid by the registrant for the registration of its fleet in the registration year to which the records pertain including apportionable fees based on estimated distance for the first offense. In an instance where the registrant has a second such offense, the assessment will be 50%. In an instance where the registrant has a third offense, the assessment will be 100%.

IFTA states that failure to maintain complete records could result in disallowing all tax-paid fuel credit and reducing the MPG to 4.00