Top Mistakes When Getting Trip, Fuel & Oversize Permits

For motor carriers, moving freight across the country involves more than just hitting the road. It requires strict attention to regulatory compliance. One of the most overlooked but critical areas involves obtaining the proper trip, fuel, and oversize/overweight (OS/OW) permits. These permits ensure that your vehicles are authorized to operate legally in jurisdictions where you’re not fully registered or when hauling loads that exceed standard limits.

Getting these permits wrong, or overlooking them altogether, can lead to serious consequences, including fines, delays, route disruptions, or even being placed out-of-service. In an industry where time is money, permit issues can have ripple effects that hurt your bottom line and your reputation with customers.

What These Permits Do

• Trip Permits allow temporary travel in a state where the carrier isn’t registered under the International Registration Plan (IRP).
• Fuel Permits provide temporary authorization to operate without IFTA credentials in jurisdictions where you don’t hold a fuel tax license.
• Oversize/Overweight (OS/OW) Permits are required when a load exceeds legal dimensions, axle limits, or total weight. These permits often require careful planning due to route restrictions, escort requirements, and travel-time limitations.

Each permit type serves a specific function and understanding when and where they’re needed is crucial to avoiding enforcement issues.

Why It Matters

Obtaining the correct trip, fuel, and oversize/overweight (OS/OW) permits is a critical factor in keeping your operation running legally, safely, and efficiently. When these permits are missing, inaccurate, or misused, the consequences can be severe and far-reaching. At a minimum, a driver may face citations, but more commonly, the vehicle may be placed out of service until proper documentation is obtained. This results in unplanned downtime, delays, and unhappy customers.

Beyond immediate enforcement, repeated permitting issues can negatively affect your company’s CSA (Compliance, Safety, Accountability) scores, which are reviewed by insurers, regulators, and potential clients. Poor CSA scores may lead to higher insurance premiums, lost bids, or even targeted audits from the Federal Motor Carrier Safety Administration (FMCSA). In extreme cases, habitual violations can raise red flags that result in a full compliance review, exposing your company to further risk and possible penalties.

Non-compliance can also jeopardize relationships with shippers or brokers. Late or disrupted deliveries due to permit delays or routing problems can lead to lost business opportunities and reputational damage. Even something as simple as failing to carry or present a permit during a roadside inspection can cause an otherwise compliant operation to come to a standstill. In short, overlooking permitting requirements can create a chain reaction of problems that impact your bottom line, safety record, and long-term operational stability.

That’s why it’s critical to treat permits as a front-line compliance priority, not an afterthought. Proper planning and execution can help ensure seamless travel across jurisdictions, protect your drivers, and keep your freight moving without unnecessary interruptions.

Common Mistakes to Avoid

Many carriers, especially those managing permits in-house, fall into the same traps when applying for or managing permits. Watch out for these frequent errors:

• Inaccurate or incomplete vehicle/load information: Wrong axle weights, vehicle specs, or routing details can cause delays or invalid permits.
• Waiting too long to apply: OS/OW permits often require extra processing time for route analysis or engineering reviews.
• Not understanding state-specific requirements: Every state has unique laws, including seasonal weight restrictions, travel curfews, and escort mandates.
• Failing to carry or display the permit as required: Some jurisdictions demand the permit be physically or digitally present and available on request.
• Using expired or misused permits: Permits are often only valid for certain dates, times, and routes. Deviating from that voids the permit.

How J. J. Keller Simplifies the Process

Managing permit compliance across jurisdictions is complex and risky to handle alone. That’s why so many carriers rely on J. J. Keller to take the guesswork out of the process.

With J. J. Keller, you gain access to:

• Expert support that understands the nuances of every state and jurisdiction.
• Streamlined applications that reduce errors and save time.
• Faster turnaround times thanks to direct partnerships with permitting agencies.
• Digital access and real-time tracking so permits are always available to drivers and staff.
• Expiration alerts and compliance monitoring to help ensure you're always operating within legal limits.

The J. J. Keller team monitors changes in regulations, seasonal restrictions, and new requirements so you can focus on running your business.

Final Thoughts

Trip, fuel, and oversize/overweight permits are not optional paperwork. They are critical regulatory tools that protect your business, your drivers, and the public. By understanding the requirements, avoiding common pitfalls, and partnering with compliance experts like J. J. Keller, you can operate more confidently and efficiently across all jurisdictions.

Don’t risk unnecessary fines, downtime, or audit exposure. Let J. J. Keller help you get it right — every time.