UCR Registration Explained: Who Must File and How to Stay Compliant

Who Must File for UCR?

One of the misconceptions about UCR is that it only applies to large trucking firms. The truth is that any organization operating a Commercial Motor Vehicle (CMV) across state lines or international borders is most probably required to file.

Entities Subject to UCR Requirements:

• For-Hire Motor Carriers: These are carriers that transport goods or passengers for compensation.
• Private Motor Carriers: These are carriers that transport their own equipment or products.
• Freight Brokers & Forwarders: These are entities that arrange the transportation of freight but do not operate vehicles.
• Leasing Companies: These are firms that lease equipment to carriers for interstate use.

Qualifying Vehicle Criteria:

A vehicle is generally required to be registered under UCR if it meets any of the following criteria:

• Has a Gross Vehicle Weight Rating (GVWR) or Gross Vehicle Weight (GVW) of 10,001 lbs or more.
• Is designed to transport 10 or more passengers, including the driver.
• Is used to transport hazardous materials in quantities requiring placarding.

Key Deadlines and Filing Process

The registration window for 2026 opened on October 1, 2025, and the deadline for compliance is December 31, 2025. The enforcement date is usually January 1st of the registration year.

• Steps to Register: Determine Your Base State: This is the state where your main business location is. If your state does not participate in UCR (for example, Arizona, Florida, and Oregon), you will register through a neighbouring state that participates.
• Verify Your Vehicle Count: Make sure your count agrees with your most recent MCS-150 (Biennial Update). Inconsistencies between your UCR report and the FMCSA records are a frequent cause of audits.
• Submit Payment: Use the National Registration System (NRS) at ucr.gov. Payment options include e-Check and all major credit cards (although a small processing fee is normally required).
• Keep Documentation: Although drivers are not mandated to carry the UCR card in the cab, it is recommended that the receipt or Certificate of Filing be retained for at least three years.

The Risks of Non-Compliance

Running without a valid UCR is a serious risk to your operating authority. A roadside inspector or state trooper can check your UCR status instantly through the FMCSA’s electronic database during a routine inspection.

• Heavy Fines: The fine for an expired UCR can cost you anywhere from $500 to $5,000, depending on the state.
• Out-of-Service (OOS) Orders: In some states, your rig can be held back or put out of service until your registration is updated.
• CSA Score Impact: An expired UCR will affect your safety record and may cause your insurance rates to go up.