Original Registration

Information for New Applicants

Carriers must submit an “Original” application if there has been no previous IRP registration in Florida, and provide various forms of proof. The checklist below is a helpful reference of all the requirements for setting up an IRP Account.

Except where noted, applicants must mail all required forms and documents to the address at the end of the checklist, unless they are submitting the application package in person at an IRP service center.

IRP Original Applicant Checklist

Printable checklist

IRP APPLICATION & INSTRUCTION BOOKLET

Fully complete and sign the IRP application using the Instruction Booklet for detailed guidance. The type of application for first time applicants is ORIGINAL. NOTE: Applicants must sign the application. Service agent or Power of Attorney signatures are NOT acceptable on the application.

PROOF OF PREVIOUS REGISTRATION

Unless the vehicle being registered was purchased or acquired within the same month as the date of the IRP registration application, proof of previous registration is required. The following proofs are acceptable

• Previous registration from another jurisdiction which is valid for the period immediately preceding the effective date of the Florida IRP registration; or
• Previous Florida straight plate registration or vehicle information that can be verified on our database; or
• A non-use affidavit, on which the applicant certifies that the vehicle was not in use for the period from the previous registration (or purchase) until the effective date of the Florida IRP registration. When needed, the Bureau will provide this form to the applicant. The affidavit must be notarized and submitted via mail only. A non-use affidavit is not required if less than 30 days has passed since the sale of the vehicle.

U.S. DOT NUMBER AND FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN)

IRP applicants must have a valid U.S. DOT number and operating authority from the Federal Motor Carrier Safety Administration (FMCSA). FMCSA also requires that U.S. DOT number and operating authority records be updated on a biennial (every two year) basis, or any time carriers change their business name or address. Updates should be done online whenever possible, but may be done manually by submitting a federal Form MCS-150 to FMCSA. For questions on obtaining and maintaining a U. S. DOT number, contact FMCSA at (800)832-5660 or go online at www.fmcsa.dot.gov. A Federal Employee Identification Number (FEIN) may also be obtained online by applying to the Internal Revenue Service’s EIN page.

MOTOR CARRIER RESPONSIBLE FOR SAFETY

The federal motor carrier safety program known as PRISM (Performance and Registration Information Systems Management) requires that every IRP registered vehicle have an assigned Motor Carrier Responsible for Safety. For each vehicle, the applicant must enter the U.S. DOT number and the corresponding Taxpayer Identification Number of the carrier responsible for vehicle safety on the IRP Application (under the VEHICLE INFORMATION section of Schedule A). To protect personal identifying information, it is suggested that the Identification Number provided on the application be an FEIN (to avoid use of a Social Security Number, when possible).

COPY OF SIGNED LEASE AGREEMENT

This is required if someone other than the applicant is responsible for the insurance coverage and/or the safety of the vehicle(s) being registered. It is also required if the applicant and the vehicle owner are different. A copy of the entire document is needed for examination.

PROOF OF OWNERSHIP

Submit proof from the appropriate list below:

Vehicle Ownership in Florida

• Copy of current Florida registration; or
• Copy of Florida Title Receipt from the local tax collector office where the vehicle was titled; HSMV 82041.

Vehicle Ownership Out of State

• A copy of the front and back of the out-of-state title (or of the receipt for an electronic title) and
• A completed Florida Form HSMV 82042 (VIN Verification). In addition, one of the following:
• A current statement confirming there is an outstanding lien on the described vehicle and that the title will not be released until this lien is satisfied, on letterhead stationery from the lien holder; or
• A copy of the signed lease agreement currently in place.

VERIFICATION OF ESTABLISHED PLACE OF BUSINESS OR RESIDENCE

IRP requires that applicants have, or be leased on to a carrier who has, an “established place of business” in the state in which they are basing their IRP registration. However, IRP defines an established place of business as a physical structure owned, leased, or rented by the applicant or registrant, which is open during normal business hours and staffed by employee(s) of the applicant/carrier on a permanent basis to manage the business and answer inquiries. The operational records of the fleet shall be maintained at this location unless they can be otherwise made available. Applicants who do not have an established place of business in Florida (as defined by IRP) may still register in Florida if they can prove they are a resident. Proof of a physical location address (of the business or residence) is required and must display the name of the applicant/carrier, as well as the physical location address. Supporting documents must also be current (as described below). If the physical address belongs to the carrier to whom the applicant is leased on, a copy of the entire lease agreement is also required.

Established Place of Business in Florida

• Required: Copy of a document (displaying the business FEIN) that was issued within the last 90 days and that shows the business employs at least one individual. For example, a bank-issued payroll tax withholding account statement or a paystub issued to an employee of the business. A copy of the W-2 form issued by the business for the most recent tax year is also acceptable.

In addition, any two of the following:

• Copy of a document issued by the Florida Department of State, Division of Corporations, showing applicant’s business is an active Florida corporation, limited liability company, etc.; applicant is principal owner of an active Florida corporation, limited liability company, etc.; or applicant’s carrier company is currently registered to conduct business as a foreign corporation in Florida;
• Receipt issued by FL Department of Revenue for filing/paying corporate taxes in most current tax year;
• Active business or occupational license issued by a Florida municipality or county;
• Property tax assessment issued to the business for most current tax quarter or year;
• Utility bill issued to the business within the last 90 days; and/or
• Bank statement issued to the business within the last 90 days.

Residence in Florida (Choose any three)

• The applicant’s Florida driver’s license (unexpired);
• Receipt issued by the IRS for filing/paying federal income taxes in the most current tax year;
• Bank statement issued to the registrant within last 90 days;
• Utility bill issued to the registrant within the last 90 days;
• Real estate or property tax bill issued to the applicant in the most current tax year; and/or
• The applicant’s Florida vehicle title or Florida vehicle registration for a vehicle titled in Florida.

PROOF OF PAYMENT OF FEDERAL HEAVY VEHICLE USE TAX (HVUT)

For vehicles with a gross vehicle weight (GVW) of 55,000 pounds or more, submit a legible copy of Federal Form 2290, Schedule 1, stamped paid from the Internal Revenue Service, or submit a copy of the Federal Form 2290, Schedule 1 (not stamped), with the front and back of the cancelled check showing payment was made. If filed electronically, submit a copy of the Form 2290, Schedule I, showing the water mark receipt.

NOTE: If adding a vehicle that was purchased less than 60 days prior to registration, the applicant may present a photocopy of the bill of sale or another document that is evidence that a title transfer and purchase took place within 60 days prior to the date the IRP application was submitted. To learn more, visit our HVUT page.

PROOF OF INSURANCE COVERAGE

Applicants must be insured for Combined Bodily Injury Liability and Property Damage Liability (Combined Single Limits or CSL) in the amount required by section 627.7415, Florida Statutes, and for Personal Injury Protection (PIP) in the amount required by section 627.733 Florida Statutes. (NOTE: Proof of CSL and PIP is required, in addition to outside of any Bobtail or Non-Trucking coverage the applicant carries). Below are the proofs (original or copy) the Department accepts:

• Certificate of Liability Insurance also referred to as a COI. This form must show the policy number and levels of insurance coverage including Personal Injury Protection (PIP);
• The ACORD form, which is a type of Certificate of Liability Insurance form. PIP coverage should be shown on the ACORD form. The ACORD form is pre-printed with a standard clause in the “Cancellation” box at the bottom right of the form;
• Certificate of self-insurance issued by the department’s Bureau of Financial Responsibility;
• Form E, Uniform Motor Carrier Bodily Injury and Property Damage Liability Certification of Insurance, as determined by the National Association of Regulatory Utilities Commissioners and promulgated pursuant to the provisions of section 202(b)(2) of the Interstate Commerce Act. (49 U.S.C., Sec. 302 (b)(2).];
• Proof of self-insurance with the Federal Motor Carrier Safety Administration;
• Policy which provides the required coverage;
• Insurance policy binder; or
• Certificate of insurance issued on insurance form (must reflect policy number and coverage levels); NOTE: The Department must be listed as the certificate holder:

HSMV-BCVDS
2900 Apalachee Parkway, Mail Stop 62
Tallahassee, Florida 32399-0626

• In lieu of the above: depositing a surety bond with the Department issued by a surety company authorized to do business in Florida, or a combination of a surety bond and insurance policy which satisfies the requirements of section 320.02(5)(e), Florida Statutes.

POWER OF ATTORNEY – optional

Applicants may use a service agent or carrier service company to act as their authorized IRP representative (collecting information; completing and submitting forms and documents; receiving credentials on behalf of the IRP accountholder, etc.). The applicant must file a properly executed Power of Attorney form. Please note that some IRP forms require the signature of the applicant or an officer of the applicant’s business, even if an authorized representative is appointed. This is because the IRP account holder is always accountable for program compliance and maintaining/reporting accurate information. The accountholder must personally acknowledge these responsibilities, as well as an understanding of the penalties that can be incurred for not complying with IRP, including assessment of additional fees, penalties, and interest because of findings during an IRP audit.

PAYMENT OF IRP REGISTRATION FEES

Registration fees are calculated after the IRP application is processed. Normally, annual registration fees are based on the number of miles travelled in each jurisdiction during the applicable reporting period. Therefore, applicants with previous IRP registration in another base jurisdiction will be required to report the actual miles they accrued on Schedule B of the application. However, if an original applicant does not have any actual miles to report on Schedule B, the registration fees will be calculated based on the “Average Per Vehicle Distance” reported by other Florida carriers for the applicable reporting period. NOTE: New applicants and first-time renewing applicants will be required to pay with guaranteed funds, such as a money order or certified check (checks from a personal or business bank account are not accepted for the first two years). Cash is not accepted.

OBTAINING AN IFTA LICENSE

For motor carriers regularly engaged in interstate operations, it may be more practical to obtain a license under the International Fuel Tax Agreement (IFTA) than to purchase a temporary fuel use permit from each jurisdiction in which they will operate outside of Florida. To apply for an IFTA license, complete and sign the IFTA application/decal order form (HSMV 85008). Be sure to use the same name and FEIN that was used on the IRP application. There is no application fee for IFTA, but you must purchase one set of IFTA decals for each vehicle. Decals are $4.00 a set. Submit the IFTA application/decal order and payment to the address at the bottom of this checklist. See the IFTA General Information Page for details.

MAINTAINING AN IRP ACCOUNT ONLINE (“E-FILE”)

IRP registrants will be provided log on credentials to the Interstate Carrier Filing System (ICFS) after their IRP original application is approved. ICFS offers certain IRP services online, such as IRP renewals, adding vehicles, transferring tags, ordering duplicate cab cards, and making payments electronically. ICFS is also available to IFTA licensees for filing motor fuel tax returns, paying taxes online, and ordering IFTA decals.

Submitting the IRP Application Package

Unless hand delivered, the original application and supporting documents must be mailed to the following address:

Bureau of Commercial Vehicle and Driver Services
2900 Apalachee Parkway, MAIL STOP 62
Tallahassee, Florida 32399-0626

Questions? For assistance with the IRP registration process, call us at (850) 617-3711.