4.000 – NEW CARRIER APPLICATIONS
Below is a list of documents and requirements for original applications:

• California IRP Carrier Data – Schedule A/B, MC 2117 I.
• California IRP Vehicle Data – Schedule C, MC 2118 I.
• Established Place of Business-Documentation.
• Proof of Payment or Exemption of Federal Heavy Vehicle Use Tax (FHVUT).
• Agreement To Prepare And Maintain Records And Report Information In Accordance With International Registration Plan And California Apportionment Requirements, REG 522 I.
• Vehicle Identification Number (VIN) Verification, REG 31.
• Evidence of International Fuel Tax Registration (IFTA).
• U.S. Department of Transportation Number (USDOT Number) must be updated.
• Tax Payer Identification (TIN) Number – The TIN may be the Federal Employer Identification Number (FEIN) or the Social Security Number (SSN).  The number provided on the IRP application must match the number submitted to FMCSA to obtain the USDOT.
• California Public Utilities Commission (PUC) Number – Required for buses, taxis, and limousines only.
• Vehicles within the application must be free of preexisting law enforcement violations or Vehicle License & Titling (VLT) Stops.

The below documents may also be required under the condition specified:

• Copy of lease agreement – If the registrant is a motor carrier lessee fleet registering vehicle(s) under a lease agreement with one or more owner-operators, a copy of the lease agreement is required for each leased vehicle registered in the fleet.
• Authorization for Registration Service Agent Representation (if applicable).

Refer to the appropriate section in this chapter for information regarding the forms and requirements listed on this page.

4.005 – DIRECT IMPORT VEHICLES/FOREIGN DOCUMENTS

A direct import vehicle is a vehicle that was imported and originally manufactured for use in other countries.  A direct import vehicle must be proven to have been legally imported and to meet U.S. Safety and U.S. Environmental Protection Agency (EPA) and/or California emission standards before it may be registered.

Direct import vehicles that do not meet or cannot be converted to comply with U.S. Safety and U.S. EPA and/or California emissions standards cannot be registered for on-highway or off-highway use.

IRP application for registration of an imported vehicle must include the following items

• Evidence or documentation to prove the vehicle was imported legally and cleared U.S. Customs and Border Protection (CBP).  CBP forms, 3299, 3311, 3461, 6059, or 7501, stamped or endorsed by CBP are acceptable.  This does not apply to U.S. territories.
• Evidence that the vehicle was modified to meet Department of Transportation (DOT) Federal Motor Vehicle Safety Standards (FMVSS).  Satisfactory evidence is one of the following:
  • A FMVSS certification label affixed to the vehicle or,
  • A letter from the manufacture certifying the vehicle meets FMVSS requirements.

•  Evidence of compliance with U.S. EPA and/or California Emission Standards. Any of the following is acceptable:
  • A U.S. EPA and/or California emission label affixed to the vehicle.
  • A manufacturer’s letter stating the vehicle meets U.S. EPA requirements.
  • A Certificate of Conformance from a California Air Resources Board authorized laboratory.

4.010 – CALIFORNIA IRP CARRIER DATA – SCHEDULE A/B (MC 2117 I)

The Schedule A/B is used to report carrier and mileage information. It is required when submitting an application for new carrier or fleet, renewal, or vehicle weight increase or decrease. The form must also be completed and submitted when there are any changes to the carrier name, business or mailing address, or any other pertinent information. Follow the instruction sheet when completing the form.

4.015 – CALIFORNIA IRP VEHICLE DATA – SCHEDULE C (MC 2118 I)

The Schedule C is used to report data needed by DMV and law enforcement to identify vehicles and their operating weights. Follow the instruction sheet when completing the form.

Purchase Price and Date

In accordance with California Revenue and Taxation Code (RTC) Section 10753, the reportable purchase price must reflect the cost price to the current owner.  It includes the delivery charge, Federal Excise Tax, and value of any accessories (e.g., refrigeration unit, lift gate, etc.) added to the vehicle, any cash that changed hands, and trade-in and other considerations, but excludes license fees, interest or finance charges, and any sales or local tax.

Factory Price

The factory price of the vehicle is required for IRP fee computation. If the factory price is not provided in the application it will be retrieved from the Factory Price Table.

4.020 – ESTABLISHED RESIDENCE/SELECTION OF BASE JURISDICTION

An applicant must provide a copy of at least three documents showing a physical address (not a P.O. Box) in California to establish residency.

• If the applicant is an individual, they may provide a copy of their California driver license.
• If applicant is an individual, they may provide a copy of their California business license.
• If the applicant is a corporation or Limited Liability Company (LLC), they must provide a copy of the Articles of Incorporation or Articles of Organization.
• A computer printout, dated within the last year, from the California Secretary of State’s showing the “Status” as active and the “Jurisdiction” as California or showing the “Address” as a physical address in California (the “Agent for Service of Process” address is not acceptable).
• The first page (front and back) of the applicant’s Federal Income Tax return from last year.
• The first page (front and back) of the applicant’s California Resident Income Tax return from last year.
• The applicant’s current California real estate or personal property tax bill or a proof of payment statement from the tax agency.
• A current utility bill in the applicant’s name.
• A current California vehicle registration card in the applicant’s name.
• A lease or rental agreement for the business property with the signature of both the tenant and the landlord.
• A current mortgage statement for the business property.
• Other documents that clearly provide evidence of the applicant’s legal residence in California may be accepted, contact the IRP Operations Unit for additional information.

A cellular telephone bill is not acceptable as a California residency document.

4.025 – FEDERAL HEAVY VEHICLE USE TAX (FHVUT) (CVC SECTION 4750)
Commercial motor vehicles or buses that operate at 55,000 pounds or more combined gross vehicle weight (CGW) must have evidence of full payment of, or exemption from, the FHVUT before the vehicle can be registered. The FHVUT tax year is July 1 to June 30.
Applications for registration that are submitted in any month other than July, August, or September must include proof of payment documents for the current FHVUT tax year.  Applications submitted in July, August, or September can provide proof of payment documents from the immediate previous FHVUT tax year.

The IRS requires taxpayers to e-file Schedule 1, Form 2290 when filing with 25 or more vehicles.  A electronically watermarked Schedule 1, Form 2290 is returned to the taxpayer as proof of payment.

Acceptable Proof of Payment – Any of the following may be submitted as proof of FHVUT payment

• Original or photocopy of IRS receipted Schedule 1, Form 2290 electronically watermarked or manually stamped.
• Original or photocopy of Schedule 1, Form 2290, filed with the IRS and a photocopy of the front AND back of the canceled check for the entire FHVUT payment payable to the IRS.

The document(s) submitted and any watermark or stamp appearing on it must be legible.

Acceptable Proof of Exemption – An original or photocopy of an IRS receipted Schedule 1, Form 2290 (electronically watermarked or manually stamped), listing the vehicle as exempt.

Proof of Payment of FHVUT is Not Required – The following are the only acceptable situations where proof of payment of FHVUT is not required:

• When a vehicle is qualified for California and all qualified foreign IRP jurisdictions at a maximum operating weight of 54,999 pounds or less or,
• If an application for registration or transfer of a new or used vehicle is submitted in the new owner’s name within 60 days of the date of purchase or transfer or,
• If a vehicle has a valid alternative form of California registration which is being converted to IRP registration.

Any questions regarding specific tax regulations or completion of the Form 2290 should be directed to the IRS.

4.030 – AGREEMENT TO PREPARE AND MAINTAIN RECORDS AND REPORT INFORMATION IN ACCORDANCE WITH INTERNATIONAL REGISTRATION PLAN AND CALIFORNIA APPORTIONMENT REQUIREMENTS MC 522 I (CVC SECTION 8057; PLAN ARTICLE X)

All IRP applicants are required to read, understand, and adhere to the record keeping provisions of the Plan. The specific record keeping requirements are printed on this form. The form must be completed and signed by an authorized company official before California IRP operating authority is granted to the applicant. A registration service agent may not sign this form.
Failure to maintain records according to the provisions of the Plan and the CVC may result in the assessment of substantial fees and penalties.

4.035 – VEHICLE IDENTIFICATION NUMBER (VIN) VERIFICATION

A form of VIN verification is required for each power vehicle being registered IRP in California for the first time.  One of the following documents must be submitted for VIN verification purposes:

• Vehicle Identification Number (REG 31) form completed by a California DMV employee, regularly employed peace officer or California licensed vehicle verifier.  For vehicles located out of state the REG 31 may be completed by a regularly employed peace officer or a California licensed vehicle verifier.
• A legible photocopy of the last issued vehicle ownership certificate (California Title).
• A copy of the last issued vehicle registration card if the vehicle has a paperless title, lien holder on record, or goldenrod registration (registration only) along with a Statement of Facts (REG 256) explaining the reason why the title is not available.
• A California VIN record printout if the vehicle has a paperless title, lien holder on record, or goldenrod registration (registration only) along with a Statement of Facts (REG 256) explaining the reason why the title is not available.

4.040 – MOTOR CARRIER LESSEE FLEET, LEASE AGREEMENT

California requires verification of a lease agreement between a lessor owner-operator and the lessee motor carrier when a vehicle is added to an IRP motor carrier lessee fleet.  The lessor (owner-operator) will be required to provide their USDOT number on the Schedule C form.

Lessor Information

If the vehicle is leased to the IRP registrant by an owner/operator, the registrant must provide the owner/operators name and address.

4.045 – INTERNATIONAL FUEL TAX AGREEMENT (IFTA) NUMBER (CVC SECTION 8056)

If an IFTA account has been issued to the applicant, the account number must be reported on the Schedule A/B application form in the space labeled “IFTA Number”.If an IFTA account has been applied for but not yet issued, enter “applied for” in the IFTA number space on Schedule A/B.  The IFTA account number must be reported to the DMV Headquarters IRP Section once it has been issued.

4.050 – PERFORMANCE AND REGISTRATION INFORMATION SYSTEMS MANAGEMENT (PRISM) (CVC SECTION 8100)

California requires the following information:

• USDOT Number – The US Department of Transportation (DOT) number must be reported on the Schedule A/B form in the space labeled “US DOT Number”.
• TIN – Provide the Tax Payer Identification (TIN) number on the Schedule A/B and C forms. The TIN may be the Federal Employer Identification Number (FEIN) or the Social Security Number (SSN).  The number provided on the IRP forms must match the number submitted to FMCSA to obtain the USDOT.
• MCSA-1 Form (formerly MCS-150) – Registrant and Carrier USDOT information must be updated directly with the Federal Motor Carrier Safety Administration (FMCSA) on-line at: www.FMCSA.dot.gov.

4.055 – CALIFORNIA PUBLIC UTILITIES COMMISSION (CPUC) NUMBER

The CPUC is responsible for administering regulations affecting motor carriers transporting passengers and household goods.  The CPUC certificate or permit number must be reported on the Schedule A/B application form for buses, taxis, and limousines.

4.060 – PREEXISTING VEHICLE VIOLATIONS OR STOPS

The vehicle registration record of every vehicle being added to a new or existing IRP fleet is checked for any preexisting violation(s) and/or stop(s). Vehicles that are found to have preexisting violations and/or stops may not be issued operating authority unless, and until, the preexisting violation(s) or stop(s) have been satisfactorily cleared.

Parking Citations:

A vehicle with a parking citation cannot be added to a fleet unless the parking citation bail is paid with the IRP application or the applicant presents a “Notice of Disposition of Parking Violation” (REG 194R) issued by the court or parking agency of jurisdiction for the vehicle being added.

The Department may appropriate the violation bail amount from the fees deposited with the IRP application in order to discharge the outstanding violations.

Owner’s Responsibility Citations (CVC Section 4766)

An owner’s responsibility citation can only be cleared from the vehicle record when an “Abstract of Court Release Adjudication” (Form DL106R) issued by the court of adjudication is submitted to the department. There is a $7 service fee for each citation removed from the vehicle record.

4.065 – IRP AUDIT FEE LIEN PERFECTION

Per CVC Section 8201, fees determined to be due, constitutes a lien upon all vehicles operated as part of the fleet and on any other fleet vehicles operated by the registrant.

The department will withhold the issuance of IRP indicia or temporary operating authority when there are outstanding audit fees due, and 30 days have elapsed since the department mailed a notice of lien to the registrant and no response has been received.

4.070 – CONTINUOUS REGISTRATION REQUIREMENT

California requires IRP registrants to maintain “continuous registration”.  “Continuous registration” means having no lapses of registration months when renewing existing California IRP registration or when an applicant changes their base IRP jurisdiction from a foreign IRP Member Jurisdiction to California.

4.075 – FAILURE TO SUBMIT DOCUMENTS WITH COMPLETED INFORMATION

All documents required to be submitted with IRP registration applications are mandated by California statute or the Plan. IRP license plates, stickers, or cab cards will not be issued until all required documentation and fees have been submitted.