Top Year-end renewals for fleets

A new year means carrier renewals are coming soon.

The end of another year means the start of annual renewals that expire on December 31st. Be sure to get your carrier renewals processed before they expire to avoid any downtime with your fleet, or costly fines for not having paperwork processed. Here is a list of the top five renewals for fleets that need to taken care of prior to years end.

1) International Fuel Tax Agreement or IFTA

Your IFTA license and decal expires on December 31.  Carriers who are compliant with IFTA must obtain a new IFTA Carrier License and a decal for each applicable vehicle.  Carriers who owe or have not filed previous years returns will not be able to renew their license or obtain decals until their account has been cleared up.

2) Unified Carrier Registration or UCR

Motor carriers, motor private carriers, freight forwarders, broker,s and leasing companies operating interstate or internationally in the US must obtain an annual UCR registration.  The fee is based on the number of motor vehicles for carriers. Registration expires on December 31 of each year.

3) U.S. Customs Transponder Decals

U.S. Customs Decals can be purchased annually or for single trips. If you do U.S. Customs Decals are good through to December 31 and need to be renewed for each year. If you plan to make more than 30 crossings in a year, your best bet is to pay for the annual pass. As well, the pass is not pro-rated should you choose to buy halfway through the year.

4) New Mexico Tax ID

The state requires qualified motor vehicles to register with the state annually.  Carriers and trucks without this registration must obtain a single-trip permit every time they enter the state.  Registration expires on December 31.

5) Oregon Highway Use Tax

The state requires qualified motor vehicles to register with the state annually.  Carriers and trucks without this registration must obtain a single-trip permit every time they enter the state.  Registration expires December 31.

And a bonus renewal reminder that might apply to some:

New York Highway Use Tax or HUT

This renewal only occurs on a three-year rotation. The 24th series decals are still in effect. So, while not due for renewal this the new 2024 year, keep a reminder in your calendar so you don’t miss this one.

New York requires qualified motor vehicles or trailers to register for HUT. This is required for any truck, tractor, (or combos thereof) with a gross weight of over 18,000 lbs. to register and file a highway use tax. There is an unloaded weight filing for any truck with an unloaded weight of over 8,000 lbs. and any tractor with an unloaded weight of over 4,000 lbs.

The other vehicle that requires a HUT are automotive fuel carriers, with the same gross weight and unloaded weights as listed above.

New York changed its filing requirements (but not renewals!) in 2021. So, the only vehicles that will need to file annually are those whose HUT is less than $1200 for the year. All those above will need to file quarterly. Read more about that on our Updates to NY Highway Use Tax Filing Requirements blog.

Don’t delay, renew today!

Fleet renewals can be a pain, especially with so many coming due all at once. The beauty of hiring paperwork specialists, such as PSTC, is that you never have to worry about forgetting a renewal, missing a deadline, or having your paperwork misfiled. We pride ourselves on our friendly agents who make renewing headache free. The end of the year is already busy both professionally with the closing of the 4th quarter, and personally with the holidays approaching, much less adding to the stress with having a bunch of renewals to deal with different governing bodies. PSTC knows how to easily file with each system making the happiest time of the year that much more enjoyable, letting you focus on your business and your family.