Motor Carrier Permits Explained: How to Stay Compliant Across State Lines

Are you interested in operating outside of your current jurisdiction, and wondering how to manage the permits needed to stay compliant across different states? Permits can be intimidating. When do you need a permit? How do you get them? What happens if you don’t obtain the proper permits?

Permits are generally needed any time you need to transport a load which:

• exceeds the standards set by the state or federal government; or
• requires you to operate within a jurisdiction in which you do not have permanent permits or credentials.

Examples include oversize/overweight loads, temporary vehicle registration trip permits, and fuel tax permits. Obtaining the proper permits allows you to operate within another jurisdiction for a single trip or for a defined period of time.

How do I apply?

The application process varies by state and permit type. These days, most permits can be obtained online. Your first step will generally be to check the website of the Department of Transportation in every state in which you need the permit. In the case of oversize load permits, you may even need to contact each county where you will travel.

What documents are required?

The paperwork needed will depend on the jurisdiction and type of permit. Common requirements include:

• Company information (address, DOT number, FEIN, etc.)
• Vehicle registration,
• Proof of insurance,
• Load specifications,
• Dates of travel,
• Routes of travel,
• And more. 

How much does it cost?

Fees range greatly from state to state, permit to permit, and can even vary based on load and trip specific details: such as the length of time the permit is needed for, or the size and weight of the load. Some permits will be a flat fee for a single-day trip, while others may be calculated as an amount per mile or weight.

How long does approval take?

Some permits can be obtained very quickly, with instant approval being common for trip and fuel permits, while oversize and overweight permits may take a few days or more.

Do I need one for every state?

You will need a permit for each state in which you operate. If you operate only occasionally in a particular state, then you can get a temporary permit. Carriers who operate in multiple states regularly often obtain longer-term permits or permanent credentials for each state they operate in.

What happens if I don’t have one?

Operating without proper permits can lead to violations, including fines of up to several thousand dollars, impoundment, being escorted off-route, and noncompliance points against your safety score.

How often do I renew?

Renewal cycles depend on the permit. Single day trip permits need to be renewed each time you wish to operate within that state. Conversely, some other permits may be valid for days, weeks, or even months.

Can I transfer my permit?

You can generally update your permit but cannot transfer it from one carrier or vehicle to another. If you need to do use another vehicle, you will generally need to reapply for the permit. Check with the issuing agency for more information to ensure compliance.

Summary

Remember: the process for obtaining permits varies amongst states and permit types. Plan ahead so you don’t run into red tape that could prevent you from delivering your load on time.