CONTENTS
What is International Fuel Tax Agreement (IFTA)? .................................................................... 1
Do I need IFTA? ..................................................................................................................... 1
New IFTA Licensee .................................................................................................................... 1
Proof of Address Verification .............................................................................................. 1
IFTA License & Decals ........................................................................................................... 2
Important IFTA License Information ................................................................................... 2
Important IFTA Decal Information ....................................................................................... 3
IFTA Tax Returns for the New Licensee ................................................................................. 4
IFTA Tax Return Reporting Quarters ...................................................................................... 4
All IFTA licensee’s responsibilities & information ........................................................................ 4
IFTA Renewals ...................................................................................................................... 4
IFTA Tax Returns ................................................................................................................... 4
Measurement Conversions ................................................................................................. 4
Blended Fuel/Biodiesel on IFTA Tax Returns ..................................................................... 5
Bulk Fuel on IFTA Tax Returns .......................................................................................... 5
Getting Started and Filing an IFTA Tax Return Online ........................................................... 5
Additional Decals and 30-Day Temporary Permits ................................................................. 5
Closing an IFTA account ........................................................................................................ 5
Refunds ................................................................................................................................. 6
Penalties and interest ............................................................................................................. 6
Bond Requirements ............................................................................................................... 6
Record Keeping Requirements .............................................................................................. 6
Distance and fuel accounting system ..................................................................................... 7
Audits ..................................................................................................................................... 9
Records not maintained in base jurisdiction........................................................................ 9
Appeal ................................................................................................................................ 9
Cancelling an IFTA License ....................................................................................................... 9
Payment Methods .....................................................................................................................10
Online Payments ...................................................................................................................10
Other Payment Options .........................................................................................................10
Sample Audit Forms..................................................................................................................11
Trip record – sample 1 ..........................................................................................................11
Trip record – sample 2 ..........................................................................................................11
Trip record – sample 3 ..........................................................................................................12
Monthly individual unit summary – sample ............................................................................13
Monthly fleet summary – sample ...........................................................................................14
Annual mileage summary – sample .......................................................................................15
Annual mileage summary – sample .......................................................................................16
General information – sample ...............................................................................................17
Sample Forms...........................................................................................................................18
International Registration Plan/International Fuel Tax Agreement Record Retention Statement
(Iowa DOT form 442069) .......................................................................................................18
IFTA Renewal .......................................................................................................................19
IFTA Application ....................................................................................................................19
Other Licensing Information – What else do I need to know? ....................................................22
What is the International Registration Plan (IRP) ...................................................................22
Do I need IRP? .....................................................................................................................22
What is Unified Carrier Registration (UCR)? .........................................................................22
Do I need to register for UCR? ..............................................................................................22
What is Travel Authority and do I need it? .............................................................................23
IFTA Carrier Manual Page | 1 June 3, 2024
WHAT IS INTERNATIONAL FUEL TAX AGREEMENT (IFTA)?
IFTA is a base state agreement among all states, (except Alaska and Hawaii, and the District of
Columbia) and Canadian provinces (except Northwestern Territories, Nunavut and Yukon) to
simplify the reporting of fuel used by motor carriers operating in more than one jurisdiction.
Do I need IFTA?
If you are based in an IFTA jurisdiction and operate a qualified vehicle in two or more IFTA
jurisdictions, you must comply with IFTA laws. Motor carriers from any IFTA jurisdiction operating
in another IFTA jurisdiction must obtain an IFTA license from their base state or purchase a
temporary fuel permit for the jurisdiction in which they are operating.
A qualified motor vehicle means a motor vehicle used, designed, or maintained for transportation
of persons or property and:
1. having two axles and a gross vehicle weight or registered gross vehicle weight exceeding
26,000 pounds or 11,7191 kilograms; or.
2. having three or more axles regardless of weight; or.
3. is used in combination, when the weight of such combination exceeds 26,000 pounds or
11,797 kilograms gross vehicle or registered gross vehicle weight. Qualified motor vehicle
does not include recreational vehicles.
Note: Recreational vehicles, such as motor homes, pickup trucks with attached campers, and
buses when used exclusively for personal pleasure and not used in connection with any
business endeavor, do not require IFTA to travel in or outside of Iowa.
NEW IFTA LICENSEE
Before a motor carrier can register through Iowa IFTA, they must be based in Iowa. To obtain an
IFTA license the applicant will need to fill out and send in the following documents along with
$10.00 license fee, and 50 cents per each set of two IFTA decals needed. All documents and
payment must be received in our office prior to processing.
• IFTA Application: Form 441041
o If the applicant needs a 30-day temporary, fill out that portion on the application
with the unit number and VIN.
• 3 Proofs of Residency (see below for list).
• Signed Record Retention Statement.
• Power of Attorney and Processing Agent Application, if applicable.
• Acceptable payment options on a new application are: check, money order, cashier
check, credit card, wire transfer, ePay.
PROOF OF ADDRESS VERIFICATION
Three proofs that the registrant is incorporated or registered to conduct business in Iowa at
this address.
Phone bill in the registrant’s name at this address.
Iowa CDL (Commercial Driver License), or Driver License, if the principal owner of the
corporation is a resident of Iowa,
• or, if the name on the CDL/DL is an officer of the company or member for LLCs of
the company.
• or, if the name on the CDL/DL is the same as the name of the company.
Federal income tax return filed in the registrant’s name at this address.
IFTA Carrier Manual Page | 2 June 3, 2024
Personal income tax return filed in the registrant’s name at this address.
Real estate or personal property tax statements paid to Iowa by the registrant at this
address.
Proof of insurance at this address.
Utility bills paid in the name of the registrant at this address.
Vehicle titled in Iowa in the registrant’s name at this address,
• or if out of state title with lienholder and the name on title is same as registrant at
this address.
Other forms of proof that are not listed above may be accepted if there are extenuating
circumstances.
IFTA License & Decals
The IFTA license must be carried in the vehicle at all times. If there is more than one vehicle,
copies of the IFTA license should be made and placed in each vehicle operating under the IFTA
license. It is recommended the original IFTA license is kept with the applicant records.
IMPORTANT IFTA LICENSE INFORMATION
• An IFTA license shall be void if altered.
• Failure to produce an IFTA license and to display the decals may result in the vehicle
operator being subject to a citation and being required to purchase a fuel-tax trip permit.
• The IFTA license is valid for the calendar year of Jan. 1 through Dec. 31.
• IFTA License Number – this is generated by our system and it consists of adding “IA” to
the front of the licensee’s Federal Employee Identification Number (FEIN), if available, or
Social Security Number (SSN).
o For security reasons, the Iowa DOT recommends using an FEIN from the Internal
Revenue Service (IRS). To obtain an FEIN, go to
https://www.irs.gov/businesses/small-businesses-self-employed/employer-id-
numbers-eins
• Below is a copy of an IFTA License.
IFTA Carrier Manual Page | 3 June 3, 2024
IMPORTANT IFTA DECAL INFORMATION
• IFTA decals must be displayed on each vehicle operating under IFTA on both exterior
sides of the vehicle cab.
• IFTA decals are valid for the calendar year Jan. 1 through Dec. 31.
• Iowa IFTA decals are 50 cents per set.
• Once renewed, the new IFTA decals can be displayed effective Nov. 1 and must be
displayed on or before the last day of Feb. each year to avoid a citation beginning Mar. 1.
• Below is an example of a set of IFTA decals
IFTA Carrier Manual Page | 4 June 3, 2024
Record-Keeping Requirements
All IFTA applicants are required to read, understand, sign & date a Record Retention Form and
submit it to the Office of Vehicle & Motor Carrier Services, this form is included in the required
documentation under New IFTA Licensee
.
IFTA Tax Returns for the New Licensee
If an applicant applies for an IFTA account in the middle of a quarter, the applicant must file an
IFTA Tax Return for that quarter, even if no miles have been driven during that reporting period,
in which you would file a zero report. (Example: An Applicant applies for IFTA May 15, 2024,
once the application is processed the licensee must file a 2
nd
quarter IFTA tax return on or before
July 31, 2024, because they started their IFTA account in the middle of the 2
nd
quarter).
IFTA Tax Return Reporting Quarters
Reporting Quarter
Due Date
Reporting Quarter
Due Date
1
st
– Jan. – Mar.
April 30
3
rd
– July – Sept.
Oct. 31
2
nd
– April – June
July 31
4
th
– Oct. – Dec.
Jan. 31
Note: If the last day of the month falls on a Saturday, Sunday or legal holiday, the next business
day shall be considered the final filing date.
ALL IFTA LICENSEE’S RESPONSIBILITIES & INFORMATION
IFTA Renewals
All IFTA licenses must be renewed each year, and the renewal form will be sent out to all active
IFTA licensee’s each year. IFTA renewals must be received or postmarked on or before
Dec. 31 of each year to be considered renewed on time.
The IFTA license is valid for the calendar year of Jan. 1 through Dec. 31, and the decals must be
displayed on or before the last day of Feb. each year to avoid a citation beginning Mar. 1,
however, decals cannot be displayed until Nov. 1 of each year.
If the new decals and license are received any time prior to Jan. 1, the current year decals may
be displayed on the vehicle beginning Nov. 1 and both years licenses carried in the vehicle.
Temporary permits are not issued on IFTA renewals.
IFTA Tax Returns
All IFTA licensees must file a quarterly tax return. Reminder post cards will be sent to all active
IFTA licensees each quarter with deadline information for that quarter. To see a chart for
quarterly filing deadlines, see IFTA Tax Return Reporting Quarters
.
IFTA quarterly tax returns are required to be filed on time even if no operations were conducted
during the reporting period as a zero report. Actual Iowa miles and fuel purchases must be
reported, even if there is no out-of-state activity.
In order for an IFTA quarterly tax return to be considered timely, it must be filed and paid on or
before the due date for the quarter being reported.
MEASUREMENT CONVERSIONS
All IFTA licensees are required to report based on the United States measurements.
Conversion rates are:
1 liter = 0.264172 gallons 1 kilometer = 0.621371 miles
Tax rates, exemptions, and metric conversion tables can be found at www.iftach.org
.
IFTA Carrier Manual Page | 5 June 3, 2024
BLENDED FUEL/BIODIESEL ON IFTA TAX RETURNS
As of July 1, 2015 a fuel distribution percentage formula was established for diesel fuel and
biodiesel blended fuel classified as B11 or higher.
Biodiesel blended fuel classified as B10 and lower will be reported and taxed as diesel.
Biodiesel blended fuel classified as B11 or higher will be reported and taxed as biodiesel.
BULK FUEL ON IFTA TAX RETURNS
Separate totals must also be maintained for fuel received at bulk storage sites in addition to over-
the-road (OTR) purchases.
A licensee who maintains a bulk fuel storage facility may obtain credit for tax paid on fuel
withdrawn from that storage facility if the following records are maintained:
• Date of withdrawal,
• Number of gallons withdrawn
• Fuel type
• Unit number of vehicle receiving fuel, and
• Purchase and inventory records to substantiate that tax was paid on bulk fuel purchases.
The licensee must show adequate records are maintained to distinguish fuel placed in qualified
and non-qualified motor vehicles for all member jurisdictions.
Getting Started and Filing an IFTA Tax Return Online
It is recommended all IFTA licensees file their quarterly IFTA tax returns online.
For detailed instructions on getting started and filing an IFTA tax return online please go to:
https://iowadot.gov/mvd/motorcarriers/manuals
and select the “IFTA quarterly reports filing
through the Web quick reference guide for online transactions” manual.
Additional Decals and 30-Day Temporary Permits
If a licensee adds a vehicle to their fleet and needs an additional set of decals, this can be done
on line by submitting an Add Decals Supplement, a 30-Day temporary permit may be requested
within this supplement. Temporaries are not issued on IFTA renewals.
For detailed instructions of submitting an online Add Decals Supplement and requesting a 30-
Day temporary permit please go to: https://iowadot.gov/mvd/motorcarriers/manuals
and select
the Add Decals Supplement through the Web quick reference guide for online transactions
manual.
An IFTA application requesting the additional decals can be filled out and submitted to the Office
of Vehicle & Motor Carrier Services with payment. A 30-day temporary permit may be requested
at this time by filling out the temporary permit portion on the
IFTA application by including the unit
number and VIN.
Closing an IFTA account
If a licensee would like to close their IFTA account, and the account is in good standing, the
current quarter must be filed and if applicable paid timely, (if there are no miles driven, a zero
report must be filed), an IFTA application will need to be filled out, signed and submitted to the
Office of Vehicle & Motor Carrier services.
If a licensee is in suspended status, they will be required to file and pay the quarter in which they
went suspended, including penalty & interest due, plus fill out the IFTA application
along with
payment of $10.00 to reinstate to close. If the licensee is suspended with bond due and chooses
IFTA Carrier Manual Page | 6 June 3, 2024
not to submit bond, the bond will stand and if the licensee decides to reinstate their IFTA account
at a later date, a bond will be required to be posted.
Refunds
Refunds shall be computed separately for each fuel type.
Penalties and interest
Returns and payments are due on the last day of the month immediately following the close of
the quarter for which the return is due. Returns and/or payments postmarked by the due date
shall be considered timely filed. Returns and/or payments may be hand delivered to the Office of
Vehicle & Motor Carrier Services.
Returns and/or payments not filed by the due date are considered late and any taxes due are
delinquent. A penalty of $50.00 or 10% of the total tax liability, whichever is greater, will be
assessed even if no taxes are due.
In addition to the above penalty, interest is assessed monthly on tax due. Returns filed 90-days
after the end of the quarter will not receive Iowa credit. See IFTA Tax Return Reporting Quarters
for deadline dates.
Bond Requirements
Bonds shall be required in the following situations:
• When a previous fuel licensee is reapplying for a permanent fuel license and has two or
more outstanding billings due for periods within the three years previous to the date of
application for a new permanent license.
• When a previous fuel licensee is reapplying for a new permanent fuel license and has
failed to file two or more reports for a calendar year within the three years previous to the
date of application for new permanent license.
• When a previous permanent fuel licenses is reapplying for a new permanent license and
has filed reports late for two or more reporting periods for a calendar year within the three
years previous to date of application for a new permanent fuel license.
• When an audit indicates problems severe enough that a bond is required to protect the
interests of member jurisdictions.
Bonds required shall be in guaranteed funds, payable to the State of Iowa, in the minimum
amount of $500, or the equivalent to at least twice the estimated average tax liability for the
reporting period in which the licensee will be required to file a tax return, whichever is greater.
A copy of such bond shall be filed with the Office of Vehicle & Motor Carrier Services before a
new license shall be issued. This office shall be notified of bond cancellation 30-days before the
cancellation is effective.
Record Keeping Requirements
The records required to be kept shall be preserved for a period of four years after a return is
filed, unless otherwise stated and shall be open for examination by the Department during this
period. A licensee shall retain invoices or other proofs of purchase. The fact that the tax has
been paid shall appear on the proof of purchase.
Every person required to file a quarterly report shall keep and preserve the following records.
• Fuel purchase invoices or documentation of fuel withdrawn from bulk storage
• Trip sheets or other documentation of mileage activity.
Whenever an invoice is required to be kept, the following shall be the minimal requirements that
must be complied with.
IFTA Carrier Manual Page | 7 June 3, 2024
• It must include the seller’s name and address.
• It must include the purchaser’s name and address.
• It must contain a vehicle serial number, fleet number, or vehicle license number.
• It must include the calendar date of purchase.
• It must indicate the type of fuel purchased.
• It must indicate the quantity of fuel purchased.
• It must indicate the total purchase price.
• If the purchase is special fuel, the fact that the fuel tax is included in the purchase price
must be indicated.
Whenever an invoice is required to be kept, the original or duplicate copy must be kept. If the
original or duplicate copy is lost or destroyed, a copy certified by the seller as being a true copy
of the original shall be acceptable.
A copy of any invoice, which is required to be kept by the purchaser, must be kept by the seller
for the same period.
Credit card invoices are acceptable if they meet all the requirements listed above.
Separate totals must be maintained for the different fuel types that include:
Gasoline
Gasohol
Diesel
Biodiesel (E11 or greater) Biodiesel (B10 or less) Propane (LPG)
Compressed Natural Gas (CNG) A-55 Ethanol
LNG
M-85
Methanol
Distance and fuel accounting system
An Iowa-based motor carrier engaged in interstate operations is responsible for compliance with
provisions of the International Fuel Tax Agreement (IFTA) and International Registration Plan
(IRP). Rules of these organizations require each jurisdiction audit supporting records of IFTA
licensees based in that jurisdiction. The Iowa DOT is responsible for conducting these audits for
Iowa-based IFTA licensees.
The basic concept of both agreements is that carriers pay taxes and fees to the appropriate
jurisdictions based on the amount of activity in those jurisdictions. Therefore, it is important each
carrier develop and maintain accurate distance and fuel accounting systems.
At a minimum, an acceptable distance accounting system must include the following items.
• Individual vehicle mileage data for each trip.
• Monthly vehicle distance summaries.
• Monthly fleet distance summaries.
IFTA Carrier Manual Page | 8 June 3, 2024
The most important document in the system is the distance record that identifies each trip. The
document must contain space to record the following information.
• Origin (city and state).
• Destination (city and state).
• Routes of travel.
• Beginning/ending odometer readings.
• Total trip distance.
• Distance by jurisdiction for each trip.
Any of several methods may be used to determine the distance to be reported, including
odometer readings, map distance or computer distance software. It is important to note that any
distance determination must be made according to the actual route the vehicle traveled.
For records produced by a means other than a vehicle tracking system:
• The beginning and ending dates of the trip to which the records pertain.
• The origin and destination of the trip (city and state).
• The route of travel.
• The beginning and ending reading from the odometer, hub odometer, engine control
module (ECM) or any similar device for the trip.
• The total distance of the trip.
• The distance traveled in each jurisdiction.
• The vehicle identification number (VIN) or vehicle unit number.
For records produced wholly or partly be a vehicle tracking system, including a system
based on global positions system (GPS):
• The original GPS or other location data for the vehicle to which the records pertain.
• The date and time of each GPS or other system reading.
• The location of each GPS or other system reading.
• The beginning and ending reading from the odometer, hub odometer, ECM or any similar
device for the period to which the records pertain.
• The calculated distance between each GPS or other system reading.
• The route of the vehicle’s travel.
• The total distance traveled by the vehicle.
• The distance traveled in each jurisdiction.
• The VIN or the vehicle unit number.
Under Sample audit forms
section there are several sample trip reports and summary sheets that
might be used as the basis for a distance accounting system.
Trip report forms are used to record required daily trip information. These trip sheet totals could
then be carried to a monthly individual vehicle distance record, totaled for the month and then
posted to a monthly fleet summary.
An annual mileage summary completed for a fleet for the July through June reporting period can
provide mileages to be used on the yearly prorate application.
IFTA Carrier Manual Page | 9 June 3, 2024
Fuel and mileage documentation required to support quarterly IFTA filings must be retained for a
period of four years, while mileage documentation supporting IRP applications must be retained
for the current plus three previous license years. All supporting records are to be made available
during normal business hours, and it will considerably reduce audit time if records are kept in an
organized manner and easily retrievable. A new applicant will be required to sign an International
Registration Plan/International Fuel Tax Agreement Record Retention Statement
(Iowa DOT
Form 442069) acknowledging that the applicant is aware of the requirements outlined on the
form. A sample of the statement can also be found under the
Sample Forms. The statement can
be downloaded from the Iowa DOTs Office of Vehicle & Motor Carrier Services’ website:
https://iowadot.gov/mvd/motorcarriers.
Audits
Any IFTA licensee may be subject to an audit. Licensees selected for an audit will be contacted
in writing 30-days before the audit date. The auditor(s) will notify the licensee of the period to be
audited and the records to be reviewed.
After the auditor’s review of the records, the licensee will be notified of the results of that audit.
Such notification may include adjustments to fuel tax liabilities for any affected jurisdictions,
suggestions for record keeping improvements, or a statement that record keeping complies with
IFTA requirements. The licensee is also advised of appeal rights, if there is a disagreement with
the audited results.
The other member jurisdictions will be notified of the results. Within 45-days, the licensee may be
subject to additional review if any IFTA member jurisdiction disagrees with the original findings.
RECORDS NOT MAINTAINED IN BASE JURISDICTION
If a licensee’s operational records are not located in the base jurisdiction and it is necessary for
the base jurisdiction to send auditors to where such records are normally kept, the base
jurisdiction may require reimbursement by the licensee for per diem and travel expenses its
auditors incurred in the performance of such audit.
APPEAL
A licensee may appeal an audit finding issued, by submitting a written request for an informal
phone hearing within 30-days after receipt of the original findings by submitting an appeal. This
appeal must be in writing and clearly state the reason(s) for the requested informal hearing, and
include his/her full name, address, and phone number. The appeal request must be submitted to
the Office of Vehicle & Motor Carrier Services, PO Box 10382, Des Moines, IA 50306-0382.
The licensee will be given at least 20-days written notice of the time the informal phone hearing
will take place. The hearing may be rescheduled if either party has a reasonable cause. The
licensee may be represented by counsel at the phone hearing and is entitled to present
witnesses, documents, or other pertinent material to substantiate the appeal.
The licensee will be notified of the findings of fact and the ruling of the appeal. If the licensee
disagrees with the hearing results, the licensee has 20-days from the date of the decision to
appeal this decision to the Department of Inspection and Appeals. The appeal must be in writing
and clearly state the reason(s) for the requested formal hearing, and include his/her full name,
address, and telephone number. The appeal request must be submitted to the Office of Vehicle
& Motor Carrier Services, PO Box 10382, Des Moines, IA 50306-0382.
CANCELLING AN IFTA LICENSE
Iowa has the right to cancel or deny renewal of an IFTA license to a licensee that does not leave
the state of Iowa and reports zero or Iowa distance only for three or more consecutive quarters.
Iowa requires licensees to submit, in writing, a request to remain open with proof that they will be
traveling outside of Iowa.
IFTA Carrier Manual Page | 10 June 3, 2024
If a licensee with an active IFTA account is in good standing does not renew their IFTA account,
the Office of Vehicle & Motor Carrier Services will automatically close the IFTA account.
PAYMENT METHODS
Online Payments
If you are an existing customer and you filed online, you may pay online using either E-Pay or
Escrow
• E-Pay: if you submit your supplement or renewal online, you may also pay online using
E-Pay. To learn more about E-Pay, go to https://iowadot.gov/mvd/motorcarriers
.
• Escrow: Supplements can be paid online using your escrow account. To set up an
escrow account, complete an IFTA/IRP Escrow Account Application and return it with
payment (minimum of $50.00) to the Office of Vehicle & Motor Carrier Services, PO Box
10382, Des Moines, IA 50306-0382.
Other Payment Options
• Checks, money orders or cashier’s check: Make payable to “Iowa Dept. of
Transportation” and include your Client ID on your payment, then send to the Office of
Vehicle & Motor Carrier Services, PO Box 10382, Des Moines, IA 50306-0382.
• Credit Card: the fees charged through VitalCheck, a third-party vendor processing our
transactions are 3.75 percent with a $2.50 minimum. To pay using credit card you can
call the Office of Vehicle & Motor Carrier Services, at 515-237-3268.
o The Iowa DOT discourages individuals from sending credit card information
through the mail to avoid unauthorized use in case the mail is lost or open before
reaching the Iowa DOT’s office.
• Bank-to-bank wire transfer: Payments may be made to the Office of Vehicle & Motor
Carrier Services using bank-to-bank wire transfer. The bank will need the Iowa
Department of Transportation’s bank information to complete this process. Please call the
Office of Vehicle & Motor Carrier Services at 515-237-3268 for this information. The bank
may charge for this service.
IFTA Carrier Manual Page | 11 June 3, 2024
SAMPLE AUDIT FORMS
Trip record – sample 1
Trip record – sample 2
IFTA Carrier Manual Page | 12 June 3, 2024
Trip record – sample 3
IFTA Carrier Manual Page | 13 June 3, 2024
Monthly individual unit summary – sample
IFTA Carrier Manual Page | 14 June 3, 2024
Monthly fleet summary – sample
IFTA Carrier Manual Page | 15 June 3, 2024
Annual mileage summary – sample
IFTA Carrier Manual Page | 16 June 3, 2024
Annual mileage summary – sample
IFTA Carrier Manual Page | 17 June 3, 2024
General information – sample
IFTA Carrier Manual Page | 20 June 3, 2024
IFTA Carrier Manual Page | 21 June 3, 2024
IFTA Carrier Manual Page | 22 June 3, 2024
OTHER LICENSING INFORMATION – WHAT ELSE DO I NEED TO KNOW?
What is the International Registration Plan (IRP)
The IRP is a registration reciprocity agreement among jurisdictions of the United States and
Canada. The agreement provides for license fee payments on the basis of fleet distance
operated in various jurisdictions. For more detailed information, go to
https://iowadot.gov/mvd/motorcarriers
.
Do I need IRP?
An apportionable vehicle (except as provided below) is any power unit used or intended for
use in two or more member jurisdictions and used for the transportation of persons operated for-
hire or designed, used or maintained primarily for transportation of property, have an established
place of business in Iowa, the fleet must accumulate mileage in Iowa and one other state, and
operational records for the vehicles must be kept or be made available in Iowa for audit and:
1. Has two axles and a gross vehicle weight or registered gross vehicle weight in
excess of 26,000 pounds (11,793.401 kilograms); or
2. Has three or more axles, regardless of weight; or
3. Is used in combination and the gross vehicle weight of such combination exceeds
26,000 pounds (11,793.401 kilograms).
Records not maintained in base jurisdiction In the event the registrant’s operational records
are not located in the base jurisdiction and it becomes necessary for the base jurisdiction to send
auditors to the place where such records are normally kept, the base jurisdiction may require the
registrant to reimburse the base jurisdiction for per diem and travel expenses of its auditors
incurred in the performance of such audit.
Note: A complete copy of The International Registration Plan, The IRP Audit Manual,
and The IRP Policy and Procedures may be viewed at IRP Inc.’s website
http://www.irponline.org
/ and then selecting “Publications,” or by calling IRP Inc. at
703-522-1905.
What is Unified Carrier Registration (UCR)?
The UCR requires all for-hire motor carriers transporting property or passengers and motor
private carriers transporting property to register with the USDOT as well as brokers, freight
forwarders, and leasing companies to pay UCR fees. For more information on UCR please visit
www.ucr.gov
.
Do I need to register for UCR?
A motor carrier must register with UCR if they operate a self-propelled or towed vehicle on the
highways in commerce, if the vehicle meets one of the following conditions.
• Has a gross vehicle weight rating or gross vehicle weight of at least 10,001 pounds,
whichever is greater.
• Is designed to transport more than 10 passengers, including the driver.
• Is transporting U.S. DOT regulated hazardous material in a quantity requiring placarding.
Other business entities also required to register with UCR are:
• A freight forwarder.
• A freight broker.
• A commercial vehicle leasing company.
IFTA Carrier Manual Page | 23 June 3, 2024
Applicants must file online by visiting the national UCR registration website operated by the State
of Indiana at: www.ucr.gov
. There is an administrative fee charged for registration through this
website, which can be paid by electronic check or debit card or credit card.
The UCR Mobile Version is now available! Motor carriers can register and pay for their UCR
using their smartphone 24/7, 365 days a year. This mobile version also allows enforcement
officers to verify the registration on the road anytime, anywhere.
What is Travel Authority and do I need it?
Interstate for-hire transportation is divided into two categories: interstate regulated and interstate
exempt.
Interstate regulated: Authority to transport interstate regulated products for hire, such as
manufactured and processed goods, is granted by the FMCSA. For more information, go to
www.fmcsa.dot.gov
.
Interstate Exempt: Motor carriers transporting nonregulated products for-hire, such as raw grain,
hay, and livestock, is not required to obtain interstate travel authority from FMCSA. Other types
of interstate exempt operations include certain terminal areas, emergency towing, and farm
cooperative transportation.
