Common Mistakes To Avoid When Filing for Unified Carrier Registration

Perhaps you love being on the road as a commercial motor carrier, but you probably dislike the paperwork that comes with it. Unified carrier registration is a crucial annual component of paperwork you can't miss, so it's important that you understand it and do it right.

FMCA Filings is here to make UCR registration for 2024 easy. You have until December 31, 2024, to get registered for 2025. Keep reading to learn about the mistakes you need to avoid in the registration process.

Not Keeping Track of Every Record

The first unified carrier registration mistake many people make starts long before the filing process begins. Failing to keep a record of all your paperwork, preferably digital, can make the process infinitely more difficult for you if you or your company must be audited.

Keep a digital filing system for every crew member and vehicle so you can easily access all the information you could possibly need about your company. Keep proof that you filed for unified carrier registration for every year, payment receipts, and any correspondence you had with people from the registration office. In the event of an audit, having quick access to all these critical documents will save you time and money.

Missing Unified Carrier Registration Deadlines

Unified carrier registration typically occurs between October 1 and December 31. When you register in this timeframe, you will be registered for the upcoming year. So, if you register in 2024, you will be registered for 2025.

Life can be busy during the last quarter of the year, so set as many digital reminders as necessary until you complete registration. Start the process as early as possible so you can have plenty of time to handle registration errors as they pop up so you're not scrambling on New Year's Eve to figure out how many carriers are in your fleet.

Accidentally Not Completing Paperwork

Unified carrier registration involves filling out several forms, so making filing mistakes is common. Many people overlook certain forms or forget to provide crucial documentation for something.

Find a system that allows you to remember everything you need. Create some kind of checklist you update regularly and stay up to date on the latest requirements for UCR compliance. FMCA Filings can help you keep track of everything so you don't have to risk making mistakes.

Inaccurately Counting the Fleet Size

Large companies or companies who don't have organized systems to keep track of their fleet may find themselves with compliance issues due to incorrectly counting the trucks in their fleet. Be sure to document every vehicle as drivers join or leave your company. Counting too many trucks could cause you to pay too much while counting too few will make you pay too little.

This problem may fly under the radar for a while, but the mistake will come to light during an audit, and you could end up with hefty fines or worse penalties, depending on how off you were.

Classifying Vehicles Incorrectly

Similar to providing the wrong count, incorrectly classifying the vehicles will result in penalties, too. As you keep track of how many vehicles you have, be sure to note if they're commercial or personal so you don't report the wrong information to the UCR.

Misunderstanding Fee Structures

When you try to file your unified carrier registration yourself, it's too easy to misunderstand the fee structures and pay the wrong amount. Be sure to understand what the UCR requires and is asking for before you make a payment. Having a checklist handy or using FMCA Filings to keep track of everything will save you from making simple mistakes caused by being overwhelmed or confused.

Overlooking Details in a Changing Business

Companies managing commercial motor carriers have a lot to keep up with. As their companies expand and they hire new drivers or replace old ones, they have a lot of vehicles and drivers filing in and out of their company. Every driver and vehicle must be accounted for so you can complete unified carrier registration correctly and efficiently.

If you find organization to be difficult, you have several options:

• Keep your system simple and list driver names, vehicles, vehicle classifications, and other critical information in a spreadsheet online that you can access anywhere and search by keywords.
• Consult with a legal advisor specializing in UCR regulations or with a compliance officer to help you make sure you have all the right information.
• Rely on FMCA Filings to help you keep track of all the required documents, forms, due dates, and payment information.

FMCA Filings Can Help You Set the Record Straight

Don't let the overwhelm of unified carrier registration season cause you to make simple mistakes. If you need help staying organized or don't know how to check your UCR status, FMCA Filings is here to help. Contact us today for all your questions or to start the filing process. Learn more now.