U.S. interstate carriers, owner-operators, and small fleets.

Who this checklist is for

If you:

  • operate commercial motor vehicles (CMVs) over 10,001 lb GVWR in interstate commerce
  • or run for-hire trucking with a USDOT/MC number

…this checklist applies to you. It focuses on federal rules plus the most common state programs that can stop your trucks if you miss a date.

1. Registrations & Annual Credentials

1.1 Unified Carrier Registration (UCR) – 2026

Who needs it

  • For-hire and private interstate carriers, brokers, and freight forwarders that must register with FMCSA.

2026 facts

  • The 2026 UCR registration portal opened October 1, 2025. UCR
  • Carriers are expected to file by December 31, 2025 for the 2026 year; enforcement begins in early 2026. DOT Compliance

Checklist

  • Confirm you are subject to UCR (interstate, USDOT/MC, or broker).
  • Count vehicles correctly for your fee bracket (owned + leased CMVs).
  • File 2026 UCR and keep the receipt in your office and electronically.

1.2 IFTA License & Decals – 2026

Who needs it

  • Carriers running qualified CMVs (26,000+ lb GVWR or 3+ axles) in two or more IFTA member jurisdictions.

Key dates

  • IFTA licenses and decals expire December 31 each year.
  • Most jurisdictions require renewal by December 31 for the following year, but there is a two-month grace period (January–February) in which current or prior-year credentials are honored if the account is in good standing.

Checklist

  • Renew your IFTA license for 2026 and pay decal fees before December 31, 2025.
  • Order enough decal sets for every qualified vehicle.
  • Make sure all prior IFTA returns and taxes are filed and paid; many states block renewal if you owe anything.
  • Place 2026 decals on both sides of each power unit before March 1, 2026 (or earlier if your state requires).

1.3 IRP Apportioned Registration

Who needs it

  • Power units over 26,000 lb GVWR or with 3+ axles traveling in two or more IRP member jurisdictions.

Key points

  • IRP is annual; renewal month depends on your base jurisdiction (for example, New York requires IRP renewal by a set month shown on your cab cards).

Checklist

  • Check your cab card for the expiration month and note your 2026 renewal window.
  • Confirm your distance records (miles per jurisdiction for at least the past 12 months) are complete and auditable.
  • Renew apportioned plates on time; keep current cab cards in every vehicle.

1.4 Heavy Vehicle Use Tax – Form 2290 (HVUT)

Who needs it

  • Vehicles 55,000 lb or more taxable gross weight operating on public highways.

Key facts

  • Tax period: July 1 – June 30 each year; due by the last day of the month after the vehicle is first used in that period.
  • Stamped Schedule 1 is required to renew plates.

Checklist

  • File Form 2290 for all taxable vehicles for the current tax year.
  • Keep stamped Schedule 1 copies in your registration files.
  • For new trucks placed into service late 2025 or in 2026, diarize their individual 2290 due dates.

2. FMCSA Registration, Authority & MCS-150

2.1 USDOT & MC Number Status

Checklist

  • Verify your USDOT number is Active in SAFER.
  • Confirm your operating authority (MC) is not revoked and has current insurance filings (BMC-91X) and BOC-3.

2.2 MCS-150 Biennial Update

Rule

  • All entities under FMCSA jurisdiction must update their information at least every two years, even if nothing changed.

How due dates work

Industry guidance aligns with FMCSA rules:

  • Second-to-last digit of USDOT → odd = file in odd-numbered years; even = file in even-numbered years.
  • Last digit of USDOT → filing month (1 = January … 0 = October).

Checklist

  • Look up your USDOT number and decode your due year/month.
  • If your due year is 2026, schedule the update at least 30 days before the due month.
  • File the MCS-150 online and keep proof of submission; failure can lead to USDOT deactivation.

3. Driver Qualification & Drug/Alcohol Compliance

Driver Qualification

3.1 Driver Qualification Files (DQ Files)

Each CDL or non-CDL CMV driver covered by FMCSA rules must have a DQ file that includes, at minimum:

  • Driver application, MVRs, employment verifications
  • Road test or equivalent certificate
  • Medical examiner’s certificate and national registry ME info
  • Annual review of driving record and driver’s list of violations

Checklist

  • Set up DQ files for every active driver.
  • Run and document annual MVR checks and reviews.
  • Remove drivers from safety-sensitive duty if their medical card lapses.

3.2 Drug & Alcohol Clearinghouse – 2026

Core requirements

  • Employers of CDL drivers must query the FMCSA Drug & Alcohol Clearinghouse at least once every 12 months for each driver.
  • Limited queries satisfy the annual requirement; full queries are required before using a driver in safety-sensitive functions and when a limited query shows a record.

Checklist

  • Register your company and designated consortium/TPA in the Clearinghouse.
  • Ensure all CDL drivers are registered so they can give electronic consent.
  • Run a pre-employment full query on every new hire before dispatch.
  • Run at least one limited query per driver every 12 months and log the completion date.
  • Report positive tests, refusals, and return-to-duty completions as required.

3.3 Random Drug & Alcohol Testing

Minimum FMCSA random rates for 2025 (still in force unless FMCSA changes them for 2026):

  • Drugs: 50% of average number of CDL drivers
  • Alcohol: 10% of average number of CDL drivers

These are minimum annual rates; your random pool must generate at least this many tests per calendar year.

Checklist

  • Maintain a written DOT drug & alcohol policy covering Parts 40 and 382.
  • Enroll all CDL drivers in a compliant random pool.
  • Track selections and completed tests to hit the 50%/10% targets by December 31.
  • Document all refusals and follow-up testing plans.

4. Hours of Service, ELDs & Daily Operations

4.1 ELD Compliance

Checklist

  • Use only ELDs that appear on FMCSA’s registered ELD list.
  • Train drivers on log entries, edits, and malfunction procedures.
  • Keep ELD user manuals and data transfer instructions in each truck.

4.2 Hours-of-Service (HOS) Rules

Key federal limits for most property carriers:

  • 11-hour driving limit after 10 hours off-duty
  • 14-hour on-duty window
  • 30-minute break after 8 hours of driving
  • 60/70-hour limit over 7/8 days, with 34-hour restart option

Checklist

  • Monitor HOS violations via ELD reports.
  • Coach repeat violators; discipline when needed.
  • Keep at least 6 months of RODS/ELD data and required supporting documents.

5. Vehicle Inspection, Maintenance & Safety Equipment

5.1 Daily Inspections (DVIR)

Checklist

  • Require documented pre-trip and post-trip inspections.
  • Repair and sign off any reported safety defects before the next dispatch.
  • Keep DVIRs for the required retention period.

5.2 Preventive Maintenance & Annual Inspections

Checklist

  • Maintain a written PM schedule by miles, hours, or time.
  • Record all repairs and inspections by unit number and date.
  • Ensure each CMV has a current annual DOT inspection report.

5.3 Safety Equipment

Each power unit should have:

  • Properly rated fire extinguisher
  • Three reflective triangles or flares
  • Spare fuses (if required)
  • Readable DOT-approved tires and lights

6. Safety Scores, Roadside Inspections & Audit Readiness

6.1 Monitor Safety Scores

Checklist

  • Review your SMS/BASIC scores monthly using the FMCSA portal.
  • Pay special attention to HOS, Vehicle Maintenance, and Controlled Substances/Alcohol BASICs.
  • Address patterns from roadside inspections (e.g., lighting, brakes, log issues).

6.2 Be Ready for a DOT Audit

Keep these files organized and ready to produce:

  • DQ files and driver lists
  • Drug & alcohol program records and Clearinghouse query logs
  • HOS/ELD records and supporting documents
  • Maintenance and inspection files
  • Accident register and insurance documents
  • UCR, IFTA, IRP, 2290, and permit proof

7. State-Level Permits & Taxes

Requirements vary, but many interstate carriers also need:

  • Highway use / weight-distance taxes (e.g., NY HUT, KYU, NM, OR)
  • Oversize/overweight annual permits if running specialized equipment
  • Extra state registrations for intrastate hauling

Checklist

  • List the states where your trucks regularly operate.
  • Confirm each state’s HUT/weight-distance registration and filing schedule.
  • Track the expiration dates for any annual oversize/overweight permits.

8. 2026 Compliance Calendar – Quick View

Use this as a working schedule for the year.

Every Year

  • By Dec 31 (preceding year):
  • Jan–Feb:
    • Use IFTA grace period while waiting for 2026 decals, if your account is in good standing.
    • Confirm 50%/10% random testing targets and reset your random pool.
  • Quarterly:
    • File IFTA returns.
    • Review SMS/BASIC scores and top roadside violations.
  • Annually (by company policy date):
    • Run annual Clearinghouse queries for each CDL driver.
    • Perform annual DOT inspections for all CMVs.
    • Conduct annual driver record and performance reviews.
  • Every 24 months (per your USDOT digits):

9. How to Use This Checklist

  • Turn this list into a simple one-page tracker: columns for task, due date, responsible person, and status.
  • Tie each task to a calendar reminder 30–60 days before it’s due.
  • If you’re short on staff, outsource high-risk items first: UCR, IFTA/IRP, drug & alcohol program, and MCS-150. Missing these can get your trucks parked immediately.