6.000 – INTRODUCTION

This chapter covers the general requirements and information applicable to IRP renewal. The department sends out a renewal documents to all active IRP registrants that have an account in good standing.

6.005 – IRP RENEWAL DOCUMENTS

Page 1 – Schedule A – Carrier Information: Identifies the business entity as recorded in the California DMV IRP computer system. If corrections or changes to the information are necessary, enter the corrected information under column B in the blank spaces to the right of the printed information. The form must be signed and dated.

A Statement of Facts, Motor Carrier Fleet Name Change (MC 256M I) form is required when making a change or correction to the business name.

When reporting a change to the business (physical) address, please provide a copy of your rental or lease agreement or a copy of your mortgage documents.

If the carrier’s USDOT number and/or Taxpayer ID number is not listed on the Schedule A, the carrier must provide this information in Column B.

Page 2 – Schedule A – Carrier Information/Registration Service Agent Authorization:  Identifies the registrants authorized registration service agent, type of operation, and commodity class.  Indicate any changes or corrections in Column B.  This section must be completed and signed by an authorized employee of the registrant or an authorized employee of the appointed registration service agent.

Registration service agent authorization is only valid for the calendar year for which authorization was issued and must be renewed each year.  If a registration service agent will be authorized to complete and submit IRP applications for the IRP registrant for the current registration year, the authorization section must be completed and signed by an authorized employee of the IRP registrant.  Notify the IRP Operations Section immediately in writing when an agent is no longer authorized to handle your account.

Registration service agents must provide their occupational license number and expiration date.

Page 3 –Schedule B – Mileage Information: The information entered on this page determines the computation of distance percentage and registration fees for each qualified IRP jurisdiction.  Renewal distance percentages are always based on the historical distance traveled in each jurisdiction during the distance-reporting period. Actual distance must be listed.  

Interstate distance accrued by trip permit or alternative jurisdiction IRP base registration must be reported as actual distance.

Page 4 – Renewal Summary/Fee Reconciliation: Complete this page to record adjustments to the preprinted vehicle totals and compute the fees due.  Indicate vehicles added or vehicles deleted for renewal and adjust fees accordingly as shown below:

LINE	INSTRUCTIONS
1	Preprinted with 100% California Fees due for all vehicles preprinted on Pages 5 and 6 (if applicable).
2	Enter the total 100% California fees for each vehicle added to the fleet within 45 days from the renewal expiration date or for pending supplement vehicle adds.
3	Enter deleted vehicles (subtract from total 100% fees due).
4	Optional Payment – Show the adjusted amount of 100% California fees due here, or
5	Optional Payment – *Line 4 times (X) CA %
6	*Foreign IRP Jurisdiction Fees, or
7	Enter the total per vehicle cab card fees
8	Preprinted Application fee
9	Enter the total of lines 4, 7, and 8, or
10	Enter the total of lines 5, 6, 7 and 8, or

*A copy of the billing from the registrant or registration service agent’s system software that was utilized to calculate fees for CA and other jurisdiction(s) must be submitted with the application.

Additional Payment Options:

•    $250 per vehicle per month, or
•    $300 per vehicle per month (only if purchase price is $200,000 or more)

6.010 – NONRECEIPT OF IRP RENEWAL DOCUMENTS

If the IRP renewal documents are not received, the carrier may apply for renewal by submitting the following:

• Schedule A/B
• Schedule C
• VIN Verification (If adding a vehicle or making a correction)
• Proof of payment or exemption of FHVUT (If applicable)
• Agreement to Maintain Records
• Agent authorization (If applicable)
• Lease agreement (If applicable)
• Proof of insurance

6.015 – ABSENCE OF INTER-JURISDICTIONAL MOVEMENT

Apportioned vehicles must travel in two or more member jurisdictions. Vehicles solely operating in California or in any one jurisdiction are not eligible for apportioned registration, unless intent to travel interstate can be established. “Intent” will be established by records of travel and verifiable contracts.  Vehicles found to be solely operated in California should apply for regular commercial registration. Those operating in any one jurisdiction should apply for registration in the jurisdiction in which the vehicle is being operated.

The Plan, Article II official commentary states, in part, the fact that a vehicle is not used in more than one jurisdiction for the entirety of a registration year and for six additional months gives rise to a presumption that the registrant did not intend to use the vehicle in more than one member jurisdiction.

6.020 – PROCESSING PRIORITIES

Applications received by the IRP Operations Section are processed in order of the date received. The department may appropriate a portion or all of the renewal fees paid on an account in order to complete the processing of applications previously submitted that have a balance of fees due or audit fees due.

6.025 – PAYMENT OF FEES AND PENALTIES (CVC SECTION 9554)

The payment amount that must be submitted is shown on the Renewal Summary Page.  Apportioned registration renewal fees due must be postmarked or submitted no later than midnight of the fleet’s current registration expiration date.  Failure to pay fees by the current registration expiration date will result in the assessment of penalties on the California renewal fees.

Renewal applications may not be submitted with California apportioned fees only.  Failure to submit fees in all qualified foreign IRP jurisdictions subjects the fleet vehicles to violation in any affected IRP jurisdiction(s) including California.

6.030 – LATE RENEWALS (CVC SECTIONS 4604.2 (c), 4604.5 (b))

Late renewals are subject to the assessment of fees and penalties.  A Certificate of Non-Operation (CNO) will not reduce the amount of the registration fees required on renewal applications.

A CNO submitted with renewal documents may be accepted for 90 days following the IRP registration expiration date for waiver of penalty fees only, providing the vehicle(s) was not operated after the expiration date.  For customers submitting a CNO on day 91 or later penalty fees may be assessed.

Planned Non-Operation (PNO) does not apply to vehicles registered under the IRP.

6.035 – WITHDRAWN OR DELETED VEHICLES (PLAN SECTION 615)

The IRP renewal fleet listing and request for a withdrawn or deleted vehicle(s) must be received on or before the current expiration date to avoid registration fees for the following year.  The license plate(s) and cab card(s) for the withdrawn or deleted vehicle(s) must be surrendered to the department or renewal fees and penalties will be assessed for the withdrawn or deleted vehicles(s).

If a vehicle is withdrawn or deleted from the fleet after the renewal application is submitted, a supplement application is required.  If the vehicle has been operated after the expiration date, the vehicle will not be withdrawn or deleted and the renewal billing will include registration and late penalty fees for the vehicle.  A refund will not be issued.

6.040 – EVIDENCE OF FINANCIAL RESPONSIBILITY (CVC SECTION 16500.5)

Each IRP registrant is required to submit proof of valid public liability insurance with their renewal application.  The department requires the applicant to submit one of the following as proof:

• An International Registration Plan (IRP) Certificate of Insurance Form (MC 5009 IRP) completed by your insurance company.
  
  Or
   
• Evidence of Insurance containing the following information:
   
• The name and address of the vehicle owner or fleet operator.
• The name and address of the insurance company or surety company providing a policy or bond for the vehicle.
• The policy or bond number with the effective date and expiration date.
• A statement from the insurance company or a surety bond company stating the policy or bond meets the requirements of CVC Sections 16056 or 16500.5 and is a commercial or fleet policy.  One form may be submitted per fleet as specified by the department.

California IRP cab cards will not be issued for any fleet that is not in compliance with the proof of insurance requirement.

6.045 – 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.

A vehicle with a registration expiration month other than July, August, or September is required to provide proof of payment documents for the current FHVUT tax year.  Vehicles with an expiration month of 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 Schedule 1, Form 2290 electronically watermarked or manually stamped by the IRS.
• A 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

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.

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

Any questions regarding specific tax regulations or completion of the Schedule 1, Form 2290 should be directed to the IRS.

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.

California IRP cab cards will not be issued to a fleet that is not in compliance with the requirement to submit poof of payment or exemption of Federal Heavy Vehicle Use Tax.

6.050 – 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 and the form must be completed and signed by an authorized company official before any 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 California Vehicle Code may result in the assessment of substantial fees, interest, and penalties

6.055 – OWNER RESPONSIBILITY CITATIONS (CVC SECTIONS 40001 and 40002.1)

In order to clear an owner responsibility citation from the DMV record, the customer must submit an “Abstract of Court Release Adjudication” (DL106R) completed by the issuing court for each owner responsibility citation listed. A service fee of $7 for each citation will be added to the total fees due.

6.060 – PARKING VIOLATIONS (CVC SECTION 40200)

Parking violations can only be cleared from the DMV record if the customer submits an “Abstract of Court Release” issued by the court or parking agency of adjudication or the full bail amount is submitted to DMV.