7.000 – WHEN TO SUBMIT AN IRP SUPPLEMENT APPLICATION

A supplement application is required for the following transactions:

• Name Change.
• Cab Card Corrections (address changes/other corrections).
• Add Vehicle or Add Vehicle with Replacement Credit.
• Delete Vehicle.
• Change Carrier Type/Commodity Class.
• Weight Group Change.
• Replacement Credentials.
• Amended Vehicle.
• Fleet to Fleet Transfer.
• Change of Registration Service Agent Authority.

7.005 – APPLICATIONS SUBMITTED WITHIN THIRTY DAYS OF EXPIRATION DATE

Supplements for any type of fleet changes submitted within thirty days of expiration date for which no subsequent registration year fees are paid for the affected vehicles, will only be issued operating authority to the current fleet expiration date.

7.010 – NAME CHANGE

If a fleet’s registrant name is changed during the current registration year or at the time of filing a renewal application, the department’s records must be corrected to reflect the change.

Changes are reported using the Schedule A/B and a Statement of Facts (MC 256M I).  Mark the appropriate space at the top left of Schedule A/B to indicate the application is for carrier information changes.

7.015 – CAB CARD CORRECTIONS

The owner of an apportioned fleet must notify the department within 10 days (CVC Section 4159) of any business and/or mailing address changes or corrections. Notification must be made in writing on a Schedule A/B. Mark the appropriate space provided at the top left of Schedule A/B to indicate the application is for carrier information changes.
    
New cab cards will not be issued for address changes. Line through the incorrect address information shown on each cab card and print the correct information. A change to the business address will require submission of new basing documents as described in Chapter 4, Section 4.020 of this handbook.
    
If owner submits a supplement application for a VIN correction, a form of VIN verification must be submitted as described in Chapter 4, Section 4.035 of this handbook. A fee will be required for issuance of a new cab card.

7.020 – ADD VEHICLE OR ADD VEHICLE WITH REPLACEMENT CREDIT

A Schedule C is required to add and/or delete vehicles from an existing California based IRP fleet. All vehicles being added to a fleet must be clear of any preexisting law enforcement violations or restrictions and IRP lien perfections. The following items may also be required:

• Proof of payment or exemption of FHVUT.
• Vehicle Identification Number verification.

If the registrant is a motor carrier lessee registering vehicle(s) under a lease agreement with one or more owner-operators, a copy of the lease agreement, the owner operator’s USDOT Number and Taxpayer Identification Number is required for each leased vehicle registered in the fleet.

California allows the unused full month weight fees (excluding the CVRA fee) for a vehicle deleted from a fleet to be credited to a vehicle concurrently added to the same fleet.

A vehicle added to a fleet in which it was previously deleted is required to pay a full year of registration fees.

7.025 – DELETED VEHICLE
    
A Schedule C is required to delete vehicles from an existing California based IRP fleet.

The license plate(s) and cab card of each vehicle being deleted must be surrendered at the time it is deleted from the fleet. If the carrier does not surrender the license plate(s) and cab card(s), the vehicle(s) will not be deleted and will be included in the renewal listing. If a carrier is unable to surrender the license plate(s) and cab card; a Statement of Facts (REG 256) stating the license plate(s) and cab card have been destroyed, lost or stolen is acceptable.

Unused California fees will not be refunded when a vehicle is deleted from a fleet. Carriers must apply directly to each jurisdiction to request a refund of fees.

7.030 – WEIGHT GROUP CHANGE (INCREASE/DECREASE)

A Schedule C is required to change the operating weight of a vehicle in an existing California based IRP fleet.  In cases were the weight increase will result in the vehicle being operated at 55,000 pounds or more combined gross vehicle weight, a Schedule 1, Form 2290 showing evidence of full payment or exemption of Federal Heavy Vehicle Use Tax (FHVUT) may be required.
    
For weight increase applications apportioned fees for each affected jurisdiction will be assessed based on the difference between the original reported weight and the increased weight desired.

Payment of the total actual apportioned amount of fees due for all affected jurisdictions in which the weight is increased is required.  In addition to any other California weight fee due, a cab card fee, weight decal fee (if the weight ranges from 10,001 – 80,000 lbs.), and application fee, will be required.

If full payment is not submitted with the application, the balance due will be reported to the applicant on a billing invoice.  Any additional fees due must be paid within 20 days of the date of the invoice to avoid penalties. 

Operating indicia will not be issued until the total fees due, as computed by the department, are paid in full.
    
Weight decreases which result in the vehicle changing from the gross vehicle weight category to a unladen weight fee category with a higher rate of weight fee, will be assessed the difference between the higher and lower weight fees for the remainder of the registration period.
    
Fees paid for the higher weight classification in California or any other IRP jurisdiction will not be refunded and the customer may not use the vehicle’s original qualifying higher weight classification if the vehicle is subsequently deleted and used as weight replacement credit toward another vehicle added to the fleet.
    
In addition to any other California weight fee due, a cab card fee, weight decal fee (if the weight ranges from 10,001 – 80,000 lbs.), and application fee, will be required.  Any additional fees due must be paid within 20 days of the date of the invoice to avoid penalties.  
    
Operating indicia will not be issued until the total fees due, as computed by the department, are paid in full.

7.035 – REPLACEMENT CREDENTIALS

A completed supplement application, Schedule C is required when requesting replacement to replace lost, stolen, or mutilated license plates, stickers, weight decals, weight decal year stickers, or cab cards.  

In the case of replacement license plates, any remaining license plates and the cab card must be surrendered with the application.  If unable to surrender the license plate(s) and cab card, a Statement of Facts (REG 256) stating the disposition of the item(s) is acceptable.

Replacement license plates are no longer issued in field offices. The IRP Operations Section will process the application and issue new plates.  If the application is submitted by an employee of an authorized registration service, the application must contain the agent’s occupational license number and expiration date.

7.040 – AMENDED VEHICLE

An amend vehicle supplement should be submitted when making a correction of vehicle information. Amend vehicle changes include:

• Vehicle Identification Number (VIN)
• Make
• Year Model,
• Body Type
• Number of Axles
• Number of Combined Axles
• Fuel Designation
• Unladen Weight,
• Weight Group
• Purchase Price
• Factory Price
• Purchase Date.  

The change may result in an increase or decrease of fees due.  A fee for issuance of a new cab card and an application fee will be required. If additional fees are due, they will be reported to the applicant on a billing invoice. Any additional fees due must be paid within 20 days of the date of the invoice to avoid penalties.

7.045 – FLEET TO FLEET TRANSFERS

A Schedule C is required in order to transfer a vehicle from one fleet to another fleet in the same account. The information on both fleets must be the same, including the expiration date. The carrier may retain the same plates for this transaction.

Fees are due when transferring a vehicle from fleet to fleet; California does not provide credit when processing a fleet to fleet supplement transaction.

7.050 – CHANGE OF REGISTRATION SERVICE AGENT AUTHORITY

IRP registrants must notify the IRP Operations Section when there is a change to the applicant’s authorization for representation for IRP registration purposes by a registration service agent. Registration Services must notify the IRP Operations Section when they no longer represent an IRP registrant.