IFTA Registration Checklist for Owner-Operators and Fleets

Confirm Your Vehicle Qualification (The QMV Test)

Before you start filling out any forms, you need to confirm that your truck qualifies as a Qualified Motor Vehicle (QMV) and needs IFTA registration.

Interstate Operation: The vehicle must cross two or more IFTA member jurisdictions, states or Canadian provinces.

Axle/Weight Thresholds: The vehicle must meet ANY of the following structural criteria:

• It has two axles and a Gross Vehicle Weight (GVW) or registered GVW over 26,000 pounds (11,797 kg).
• It has three or more axles, regardless of weight.
• It is used in a combination-e.g., tractor-trailer-and the combined gross vehicle weight rating exceeds 26,000 pounds.

Essential Check: Vehicles used recreationally are exempt. If your truck fits within the above weight/axle regulations and crosses state lines, continue with registration.

Prepare Your Business and Base Jurisdiction Details

Your base jurisdiction is the state or province in which you register your vehicles, and in which you maintain your central operational records. You will file your application with this state or province.

• Base Jurisdiction Selection: As a reminder, your base state is where your business is physically established, and your compliance records will be kept.
• Business Name: Official name of your registered business.
• Physical Address: The permanent street address of the business. Most states do not accept P.O. boxes.
• FEIN / SSN: Your Federal Employer Identification Number or Social Security Number if you are a sole proprietor.
• USDOT Number: The active U.S. Department of Transportation number that confirms your operating authority.
• IRP Cab Card: Your account number for the IRP plates that confirm your apportioned registration.

Assemble vehicle-specific documentation

The IFTA application will ask for specific information for each Qualified Motor Vehicle that will be operating under the license. You will need to order two decals per QMV.

• VINs: The complete, correct Vehicle Identification Number for each truck that needs an IFTA credential.
• Unit Numbers: These are the internal numbers that you assign to each vehicle for tracking and easy identification.
• Make, Model, and Year: The basics about each vehicle that describe what it is and when it was built.
• Registered GVW: This is the official gross vehicle weight your vehicle or combination is registered for. It’s an important detail used for compliance and renewal.
• Fuel Type: The kind of fuel consumed by the vehicle (such as Diesel, Gasoline, Propane, CNG, etc.)

Application and Fees Preparation

The registration process generally happens online through the motor carrier portal of your base jurisdiction.

• Application Form: Utilize the online portal or download the specific IFTA application form for your state.
• HVUT Verification: If your QMV weighs 55,000 pounds or more, be prepared to provide proof of payment through the IRS-stamped Schedule 1 of Form 2290 (Heavy Vehicle Use Tax). This is usually required for IRP and IFTA registration.
• Payment Method: Be prepared to pay the initial IFTA License Fee and the Decal Fee (two decals per QMV), usually payable via Electronic Funds Transfer (EFT) or credit card.

Set Up Your Automated Reporting Framework

Registration secures your license, but compliance relies on the timely, quarterly filing of data, and new operators should immediately install systems that automate the essential data capture.

Telematics & ELD Integration: Ensure your vehicles are equipped with an Electronic Logging Device (ELD) using GPS tracking that can automatically record jurisdictional mileage for every trip, thus avoiding manual data entry errors.

Digital Record Storage: Implement a system for the digital capture and categorization of fuel receipts and fuel card data by jurisdiction, vehicle unit number, and date. This provides a centralized, organized repository of the two key inputs required for every quarterly fuel tax return.

By systematically marking these items off the list, you make registration easier and create a sound, audit-proof basis for future IFTA quarterly reporting.