Section 2 – Renewals
The renewal mileage schedule is made up of: 1) carrier information; 2) mileage information; 3) type of
operation and Wyoming intrastate; and 4) IRP/IFTA mileage indicator. Please make changes or
corrections as needed. Renewals should be returned by December 31 of the current registration
year to allow for timely processing and payment. Renewals received or postmarked on or after
February 1 of the new registration year, will accrue late filing penalties. All plates and registrations
from units not being renewed must be returned with a postmark date of no later than December 31
of the current registration year. See Displaying Plates and Expiration and Enforcement Date. If the
plates for these units are not returned and postmarked by December 31 of the current registration year,
registration fees for the new registration year will be due.
1. Carrier Information
a. Check the location address – This address must be an actual physical Iowa street address. All
credentials (plates, cab cards and stickers) will be mailed to this address; they cannot be
delivered to a post office box. (Delinquent notices are also mailed to this address.) See
Established Place of Business.
b. Mailing address – This may be the location address with a post office box or different address.
The renewal packet is mailed to this address.
c. Tax identification number – The taxpayer identification number can be changed by drawing a line
through the incorrect number and writing the new number above it. (Both the old and new number
must be legible.)
d. Complete or verify registrant U.S. DOT number.
e. Complete or verify the name and telephone number to contact regarding the application. Change
any incorrect information.
f. Complete or verify the fax number with your most commonly used fax number. All billings and
Temporary Authorities (TA’s) will be faxed, unless there is no fax number; and then they will be
mailed to the mailing address.
2. Mileage Information
a. Follow the first three instructions on the mileage schedule. Actual miles accrued must be used
when available. Use these even if they are for partial-year operation.
b. Estimated Mileage – Explain why miles are estimated and how they were estimated. New carriers
that applied after April 1 of the current registration year may estimate miles for the new
registration year. New carriers that applied before April 1 of the current registration year must
give actual miles or be charged more than 100 percent for any estimated miles.
Previously established carriers who added jurisdictions after April 1 of the current registration
year might show estimated mileage for those jurisdictions on the renewal. All second-year
estimates, except as stated above, will be charged more than the 100 percent of the fees.
See the Estimated Mileage Chart for assistance in estimating mileage.
If you provided your mileage early or indicated your IRP and IFTA miles were the same, your
renewal will be pre-filled with your IFTA mileage. Verify the mileage is correct and make any
changes or add jurisdictions as needed.
c. Estimated Mileage – This is the sum of all estimated miles.
d. Actual Mileage – This is the sum of all actual miles.
IRP Manual Section 2 – Renewals Page 1
e. Total Fleet Mileage – This is the sum of all miles listed (both actual and estimated).
f. The mileage schedule must be signed. The title of person signing the schedule and the date
signed are also required.
Estimated Mileage Chart
AL Alabama 1,047 MI Michigan 1,258 TN Tennessee 2,184
AR Arkansas 1,039 MN Minnesota 2,146 TX Texas 3,411
AZ Arizona 1,483 MO Missouri 4,127 UT Utah 958
CA California 2,312 MS Mississippi 817 VA Virginia 1,726
CO Colorado 869 MT Montana 444 VT Vermont 48
CT Connecticut 427 NC North Carolina 2,010 WA Washington 403
DC Dist. of Columbia 4 ND North Dakota 251 WI Wisconsin 2,317
DE Delaware 101 NE Nebraska 2,471 WV West Virginia 714
FL Florida 1,624 NH New Hampshire 70 WY Wyoming 1,057
GA Georgia 2,366 NJ New Jersey 634 AB Alberta 31
IA Iowa 15,116 NM New Mexico 927 BC British Columbia 12
ID Idaho 320 NV Nevada 778 MB Manitoba 36
IL Illinois 6,489 NY New York 1,025 NB New Brunswick 4
IN Indiana 3,734 OH Ohio 3,988 NF Newfoundland 1
KS Kansas 1,846 OK Oklahoma 1,618 NS Nova Scotia 2
KY Kentucky 1,703 OR Oregon 397 ON Ontario 106
LA Louisiana 649 PA Pennsylvania 3,217 PE Prince Edward Island 1
MA Massachusetts 311 RI Rhode Island 53 QC Quebec 8
MD Maryland 701 SC South Carolina 1,103 SK Saskatchewan 34
ME Maine 134 SD South Dakota 883
This chart has been designed to assist those registering as a new carrier, adding new jurisdictions to an
existing fleet or renewing in a jurisdiction where you had no actual miles. The estimated mileage in the
chart for each jurisdiction is a per/vehicle figure. You must multiply the chart miles by the number of
power units that will operate in each jurisdiction.
If you do not use the chart, you will need to estimate the miles for one year of operation and give a
detailed explanation of how you estimated the operation on your renewal or application form. Example:
Four trips from Council Bluffs, Iowa, to Des Moines, Iowa, on I-80 (135 miles x 4 trips = 540 miles.)
Note: If we are unable to contact you and you apportion in a new jurisdiction and do not provide an
estimate, or fail to provide an explanation for your estimate, we will use the estimated mileage chart. If
you disagree with the renewal invoice, you need to contact the Iowa Department of Transportation’s
Office of Motor Carrier Services within 15 days of the invoice date. You may do this by: calling 515-237-
3268; faxing your changes to 515-237-3225; or mailing them to the Iowa Department of Transportation’s
Office of Motor Carrier Services, P.O. Box 10382, Des Moines, IA 50306-0382.
IRP Manual Section 2 – Renewals Page 2
3. Type of Operation
a. Indicate the type of operation and commodity class of your firm. The choices are:
Fleet Type Description
Hauls property that is exempt from federal regulations
FHE (For Hire, Exempt)
when it crosses state lines.
FOR (For Hire) Hauls FMCSA property for common or contract carriers.
PVT (Private) Hauls own property. Does not haul for anyone else.
COM (Common Carrier) Has FMCSA authority to haul for anyone at any time.
CON (Contract Carrier) Has FMCSA authority to haul only under contracts.
FHR (For Hire, Rental) Has a fleet of vehicle to be rented to others.
Commodity Classes Description
ALL Any type of property/commodity.
EXEMPT Anything not regulated by the FMCSA.
- Trees cut from the forest with the branches and roots
- The registrant/account holder buys a tract of timber,
cuts the trees and hauls the logs.
- The registrant/account holder is paid to haul logs for
FMCSA-regulated when crossing state lines. The
authority must state that passengers may be carried.
FMCSA-regulated when crossing state lines. The
authority must state that household or carnival goods
may be carried.
Acceptable Commodity Class for Each Fleet Type
Fleet Type Commodity Class
FHE (For Hire, Exempt) EXEMPT
FOR (For Hire) ALL
PVT (Private) ALL, LOGS
COM (Common Carrier) ALL, EXEMPT
CON (Contract Carrier) ALL, PASSENGERS, HOUSEHOLD GOODS
FHR (For Hire, Rental) ALL, PASSENGERS, HOUSEHOLD GOODS
b. WY (Wyoming) intrastate authority – Y/N.
If you have intrastate authority in Wyoming, please enter a “Y” (yes); otherwise enter “N” (no).
c. Verify ―Yes‖ or ―No‖ indicator, if the mileage reported here is the same as the mileage you
reported on your International Fuel Tax Agreement (IFTA) report. If ―yes,‖ your IFTA miles will be
used to pre-fill your mileage schedule at renewal. If you have multiple fleets in IRP that are
combined under IFTA, you will not be able to use the ―yes‖ indicator.
IRP Manual Section 2 – Renewals Page 3
Renewal Mileage Schedule - Helpful Hints
Renewals can be submitted as soon as they are completed. However, the Iowa DOT cannot
begin to generate invoices until December 1, so allow time accordingly. Allow four to six weeks
All completed renewals must be received or postmarked by January 31 of the new registration
year to avoid late filing penalties. Penalties will begin accruing February 1 for renewals that are
postmarked February 1 of the new registration year, or received by the Iowa on February 1 or
after. However, early filing and payment means you will get the credentials faster. Forms needed
for renewals include title documentation for all vehicles not displaying a current title number and
Heavy Highway Vehicle Use Tax Return (2290) forms for all vehicles with registered weights of
55,000 pounds or more.
Each jurisdiction may have additional regulations, which must be met before the vehicle may
travel there legally. Be sure to contact each jurisdiction regarding fuel tax, authority and any other
requirements that must be satisfied. Licensing through the IRP only satisfies the licensing
requirements of each member jurisdiction.
Every jurisdiction marked with “P” must show miles. If you do not have actual miles, please
estimate (see Estimated Mileage Chart). Mark actual miles with an “A” and estimated miles with
Be sure you wish to apportion in the jurisdictions that have been marked “P.” They cannot be
deleted from the fleet during the year.
IRP Manual Section 2 – Renewals Page 4
The renewal application has two sections on the vehicle schedule: 1) weight group information; and 2) the
vehicle information. Any changes should be made by drawing a line through the original information, and
writing or typing in the new information. The DOT staff must be able to read the original information and
Storing A Vehicle
Vehicles can be stored anytime of the year, but to stop the registration fee from being due for the new
registration year the vehicle must be stored by January 31 of the new registration year. The cab card and
plate must be returned to our office by January 31 with a request for storage along with the renewal
requesting the plates be stored. The plate will be shredded and the cab card will be returned to the carrier
stamped ―stored.‖ Contact the Iowa DOT if your cab card stamped ―stored‖ is not mailed back to you by
The benefit of storage is that it stops penalties and registration fees for the years the vehicle is stored.
When the vehicle is placed back in service it will be billed the annual full registration fees for the current
registration year. If the vehicle is brought out of storage the same year the vehicle was stored, the
registrant will be billed annual full registration fees again, without penalty for late filling.
To bring a vehicle out of storage, you must submit a vehicle schedule adding the unit, along with the
original cab card marked ―storage.‖
What is a weight group?
All vehicles in the fleet at the same registered weight should be categorized in the same weight group.
For example, if two units are licensed for 80,000 pounds in Iowa, Illinois and Minnesota, they are in the
same weight group. If you wish to add a third vehicle, but only register it for 76,000 pounds in IA and
80,000 pounds in IL and MN, the vehicle must be put in a different weight group from the first two
Weight groups are carrier-specific. Weight group 1 for company ―X‖ may be very different from weight
group 1 for company ―Y.‖
All vehicles registered with this office are categorized in a weight group. These weight groups are
displayed on the renewal. Every vehicle on your renewal will be listed in a specific weight group.
Weight groups – Indicate the jurisdiction and weight per jurisdiction that vehicles are
1. For every IRP jurisdiction showing ―P‖ for prorate listed on the mileage schedule, there should be
a jurisdiction and weight listed in the weight group on the vehicle schedule. The cab card will
show only the jurisdictions and weights listed in that weight group. (For weight limits for each
jurisdiction, see the table Maximum Weights for IRP Jurisdictions.)
2. Why weight groups? The Iowa IRP system categorizes a carrier’s vehicles by groups for the
purpose of minimizing the time required for fee calculations. A weight group is for registering
vehicles with the same weight. This eliminates having to give the weights and states with every
3. Variance of weights within a weight group. Iowa allows a 10 percent variance of weight within a
weight group. The director of the base jurisdiction will require supporting documentation and may
reject or deny a higher variance, unless justification for the carrier’s operation is provided.
4. Iowa allows a 25 percent weight tolerance for exempt commodities. For example, if hauling
exempt commodities you can register the vehicle for 64,000 pounds in Iowa and 80,000 in other
IRP Manual Section 2 – Renewals Page 5
Importance of Knowing Your Weight Groups
Registration fees are calculated based on the weight group in which each vehicle is included. Check the
renewal carefully to be sure you understand how many weight groups there are and what they represent.
Minimizing the number of weight groups will help avoid confusion and errors when adding vehicles or
increasing weights. You may find you have several weight groups listing identical weights. In this case,
vehicles should be moved to one weight group.
Trailer weight groups are a good example of duplication. The only jurisdiction shown on a trailer cab card
is Iowa. Many carriers have several trailer weight groups; we suggest consolidating those into one
at renewal time. Note: If a carrier has Wyoming intrastate authority, Wyoming will also show on the trailer
Moving Vehicles to Different Weight Groups
To move a vehicle to a different weight group, use the correction code “C” under transaction type in the
left-hand column. Then write above the vehicle information the weight group to which you wish to move
New Weight Group
There may be situations throughout the registration year where you wish to license a vehicle at weights
that don’t match any of your existing weight groups. In this instance, a new weight group must be created.
Simply complete the jurisdictions and weights on a vehicle schedule and indicate the new weight group
number. The new number cannot be the same as any other weight group in that fleet for the current
Deleting Weight Groups
To delete a weight group from your renewal, you must be sure all vehicles are moved to another weight
group. See Moving Vehicles To Different Weight Groups above.
After all vehicles have been removed from a weight group, write “Delete Weight Group” across the
weight group at the top of the renewal.
Weight Requirements for the IRP Jurisdictions
Power units should show the total weight of their load in each jurisdiction. In Canadian providences the
weights are shown in kilograms on the cab card.
Straight trucks with unladen weight between 10,001 and 16,000 pounds pulling a trailer in Colorado are
required to be licensed for the total gross weight.
1. Deletions — If you wish to delete a vehicle, you must place a “D” in the transaction type column
in front of the unit number and return the plates and cab card no later than December 31, or fees
for the new registration year will be due. In lieu of returning plates, carriers who qualify can submit
a note of self-destruction of the plates.
2. Storage — If you wish to store a vehicle, you must place an ―S‖ in the transaction type column in
from of the unit number. See Storing A Vehicle for other requirements.
3. Changes — When changing vehicle information, you must place a “C” in the transaction type
column in front of the unit number.
a. Draw a line through the old information and provide the new information. (The old
information must be legible.)
b. A copy of the title is required when changing the serial/vehicle identification number, title
number or owner’s name.
IRP Manual Section 2 – Renewals Page 6
c. If your renewal has ―NITI‖ (No Iowa Title Issued) or ―applied‖ listed in the title area, provide
either the Iowa title number or a copy of the out-of-state title, or acceptable title
d. The owner’s name should be listed exactly as shown on the title.
4. Listed at the bottom of each vehicle schedule are the required abbreviations to be used for
vehicle, fuel and transaction types.
5. Axles – Vehicles other than buses should list the number of axles in the top portion. Power units,
other than buses, going into Quebec only need to list the maximum of axles for power unit and
trailer in the lower portion. Buses need to list number of seats in the bottom portion.
6. For carriers licensing in Colorado, there are two columns that need your attention.
1 COLO Indicator — The fee structure is a two-tier schedule that is calculated according to
the total national mileage traveled by each power unit. If the vehicle travels 10,000 miles or
less nationally, it will be necessary to put an “N” in the ―1 COLO‖ space provided for each
unit to calculate fees according to the 10,000-miles-or-less fee schedule. If the vehicle
travels over 10,000 miles, no notation is required. The schedule will default to the over
10,000 miles fee schedule. This affects only the gross vehicle weight fee schedule.
2 COLO Indicator — If your straight truck pulls a trailer and the combined empty weight of
truck and trailer is under 16,000 pounds, please use an ―Y for the transaction type.
7. For carriers licensing in Utah, there is a special truck indicator you need to complete. If your
power unit is a:
cement pump, put a ―P‖;
Borewell, put a ―B‖;
crane, put a ―C‖; or
if none of the above, leave blank.
8. Adding new vehicles — The renewal form will provide a blank vehicle schedule for the carrier’s
convenience in adding vehicles or making changes. Please write or type this information on the
forms provided. You must include the current plate number, or dealer’s name if just
9. Vehicles that were added to your fleet after this renewal was printed also need to be listed.
Please indicate whether they are to be billed or deleted.
Vehicle Schedule Helpful Hints
Multi-year trailers must be indicated on the renewal for added units. See Permanent Trailer
Plates/Trailer Plates for more information. On the Renewal Vehicle Schedule, in the type column,
1S – permanent trailer, one-year billing option
1L – permanent, full trailer, one-year billing option
3S – semi-trailer (three-year plate)
3L – full trailer (three-year plate)
5S – permanent trailer, five-year billing option
5L – permanent, full trailer, five-year billing option.
Power units that will be licensed in any jurisdiction with a gross combined weight of
55,000 pounds or more are required to file the Heavy Highway Vehicle Use Tax Return
(Form 2290). A receipted copy for the current reporting year July 1 through June 30 is
required for all active units. See the table Acceptable Verification for Form 2290 (Heavy
Highway Vehicle Use Tax).
Check the unit numbers. This is the only time unit numbers can be changed without additional
IRP Manual Section 2 – Renewals Page 7
Weights can be decreased at any time. If done later in the year, no refund is allowed. If increased
again, additional fees will be due. Check all vehicle weights.
Buses should indicate the number of seats in the bottom portion of column 5 instead of the
number of axles.
Mailing fees are added to the invoice, depending on the credential being mailed.
Motor Carrier Information Report (MCS-150)
If the last update was more than 12 months prior to January 1, review and make any corrections or
updates, sign and date, and return with your renewal.
Renewal payments – We encourage you to file your renewal as soon as possible. If there is an error in
the bill, any unpaid renewal filed before January 31 can be changed. Renewals filed February 1 or after
can be changed up to 15 days from the date of the invoice. Cancellation of your bill can only be done if
your plates were returned by December 31 of the prior registration year. You are not penalized for filing
your renewal early.
If you submit a renewal in November or December and wish to delete the vehicle for the new registration
year, you must submit a Vehicle Schedule deleting the unit and return the plate, postmarked by midnight
December 31. The DOT will delete it from your renewal bill. If the plate is not returned by December
31, fees for the new registration year will be due.
Other payments – You have 30 days to submit payment once an invoice has been generated. The 30
days is based from January 31 or the invoice date, whichever is later. You cannot change an invoice once
it is paid. Any payment received after the 30 days will be assessed a 5 percent penalty. Additional
penalties accrue on the first of each month following the first 30 days. Invoices that are 60 days
delinquent will result in your fleet(s) being suspended from further activity.
A. Payment Options
Before making payment, please check the following:
Are all jurisdictions listed on the invoice those in which you wish to apportion? Is there a
Is the mileage listed for each jurisdiction correct?
your units in the correct weight groups?
you being billed for all units you want licensed?
you being billed for the same unit twice?
Check the vehicle identification number and unit number for each unit.
If a discrepancy has been found, call or return your billing to the Iowa DOT within 15 days of the
invoice date for correction. If the billing is correct, make checks payable to ―Iowa Department of
Transportation‖ and mail with a copy of the first page of the invoice to the Iowa DOT’s Office of
Motor Carrier Services. Payment totals are listed on page 1 of the invoice. Pay from this page.
Carriers can pay for power units with three different options:
1. Full-year payments – You will receive a full-year sticker (B) if column 4 on the vehicle schedule is
marked “N.” You will get a permanent sticker (P) if column 4 on the vehicle schedule is marked
―Y‖ the first year the vehicle is added. ―P‖ stickers are permanent and not reissued each year
IRP Manual Section 2 – Renewals Page 8
2. Half-year payments – You will receive a half-year sticker (A) if column 4 on the vehicle schedule
is marked ―N.” Note: Half-year payments include all foreign, trailer, and administrative fees, and
one half of the Iowa-base fees. Any fleet containing a permanent power unit plate will not have
the option to pay half-year fees.
On the renewal only, if you have a permanent plate and would like to pay half-year fees, you must
return your permanent plate to Motor Carrier Services and request a non-permanent plate. Note:
This change can only be done on your renewal.
3. Half-year payments with a bond or letter of credit in the amount of 120 percent of second-half
fees – You will receive full-year stickers (B) if column 4 on vehicle schedule is marked N.
When mailing payment using this third option, mail the original bond or letter of credit with a copy
of the invoice. (See Bond Letter or Credit Letter for samples.) If payment for the second half of
the year is not received by July 15, the DOT will bill the bondholder or maker of the letter of credit.
You will then not be able to use this option the following year. In addition, a $50 administrative
fee will be assessed.
Trailer fees are collected in full with any payment option and will be issued ―B‖ stickers. Three-
year trailers are issued ―D‖ stickers every three years. See Permanent Trailer Plates/Trailer
Plates for information on permanent trailers.
Payment Helpful Hints
check returned from a financial institution as ―not honored‖ will require payment of all fees by
certified check, cashier’s check, money order or cash for a period of one year from the date the
bad check is satisfied.
Carriers that do not have permanent plates on their power units have the option of paying half-
year fees, if paid before May 19. The half-year option applies to Iowa base jurisdiction fees
only. All other jurisdictions are billed on a full year basis. All trailers are billed on a full year basis.
Fees may be paid by credit card using Vital Chek (Master Card, Visa, Discover or American
Express). Vital Chek is a service company that charges an additional fee for this convenience.
is the carrier’s responsibility to ensure the accuracy of credentials received after payment; if
incorrect, please contact the Office of Motor Carrier Services as soon as possible.
B. Second-half Billings and Payments
Carriers who chose to use the half-year payment option will receive their second-half payment
billing in May.
Carriers have until June 30 to delete power units from their accounts and have the second-half
fees for the unit(s) adjusted off the second-half billing. The plates, cab card and a vehicle
schedule must be sent to the Office of Motor Carrier Services with a postmark date of no later
than June 30 to qualify.
Second-half payments are due postmarked by July 15 for carriers who paid fees using bonds. All
other second-half payments are due July 31. Penalty begins August 1. Credentials must be
displayed August 1. Please allow the DOT two weeks to process credentials.
IRP Manual Section 2 – Renewals Page 9