Department of Transportation

Fraudulent and Misleading Marketing

Motor carrier officials and new entrant applicants may receive fraudulent and misleading solicitations from service providers or third party administrators by telephone, email, text, and US Mail. These businesses are able to get your company's information when you submit an application or update your information with the Federal Motor Carrier Safety Administration (FMCSA) because your basic carrier information is publically available.

For additional information on this topic, please access the following link:

https://www.fmcsa.dot.gov/registration/fraudulent-and-misleading-marketing-new-fmcsa-applicants

Registration & Licensing

Do I need a USDOT Number?

If you operate a truck for business purposes with a gross vehicle weight rating (GVWR) or a truck and trailer with a gross combination vehicle weight rating (GCWR) of 10,001 lbs. or more, you need a USDOT number.

Note: Trucks used strictly for personal (non-business) or recreational use do not require a USDOT Number.

Commonly asked questions and answers related to the requirements for obtaining a USDOT number.

In order to compute the gross combination weight rating GCWR, simply add the GVWR of the truck to the GVWR of the trailer. The total is the GCWR. This is the maximum weight that the manufacturer rates for the vehicles, including the weight of the vehicles, and the maximum load weight.

The Application Process and Displaying a USDOT Number

Regulations require you to display a USDOT number whether you operate wholly within New York (intrastate) or across state lines (interstate). Remember, even if you operate more than one vehicle, you only need one USDOT number. The number is used to identify your business and is required to be on each commercial motor vehicle operated.

You can receive your USDOT number immediately, by registering online with the Federal Motor Carrier Safety Administration's Unified Registration System . You will need a valid credit card. There is no charge for an 'Intrastate' number. The card serves as an electronic signature.

NYSDOT can no longer process applications for new USDOT numbers.

Updating Your USDOT Number Information

Both Federal and New York State regulations require a biennial update of the USDOT number information, based on the last two digits of the USDOT number. When the second to last digit of your number is even, you must update the information on even years. When the number is odd, you must update on odd years. To determine the month the number information must be updated, look at the last digit. When it is 1, January is the update month, 2 is February, 3 is March, 4 is April, 5 is May, etc.

Example: USDOT 01234567 - the update is required on even years (the second to last number is even), in July (the last number is 7)

To make updates, go to Updating Registration

Vehicle Marking

The vehicle must be marked on both sides with the legal business name or DBA as it appears on the USDOT number registration. Lettering must be a contrasting color with the background color of your vehicle and be readable from 50 feet (minimum of 2 inches high recommended). Please note that there are additional marking requirements for vehicles operating in New York City. .

Please refer to the following example:

ABC LAWN CARE SERVICE
USDOT 123456

ATTENTION:

The Department will no longer be accepting paper applications for New York State (NYS) Operating Authority after Friday, November 19, 2021. Starting Monday, December 6, 2021, applications must be submitted through the Carrier Certification System using a NY.GOV ID.

For those with existing NYS Operating Authority, a notarized Carrier System Access Request Form must be submitted to access existing accounts (Carrier Certification System Access Request Form).

Completed, notarized forms must be mailed to:

New York State Department of Transportation

50 Wolf Road, POD 5-3

Albany, New York 12232

Household Goods Moving Authority

The New York State Department of Transportation is responsible for the licensing, safety and insurance of motor carriers for hire operating within the state. In addition, the Department oversees the rates and services of household goods movers providing residential moving services.

Starting a moving company is an expensive proposition. Our experience shows that three out of every five applicants go out of business within their first year. Therefore, it is in your best interest and highly recommended that you do your homework to find out what your start-up costs will be prior to applying for authority. You will be required to maintain minimum levels of liability, cargo, and workers' compensation insurance at all times. Other business expenses will include advertising, labor, fuel, phone and vehicle costs. You may want to contact the Small Business Administration or similar organization to assist you with formulating a business plan.

Application information (Household goods)

You are required to operate under a business name that is SUBSTANTIALLY DIFFERENT than any other moving company's name that currently operates within the area you are applying for. To avoid duplicity, and a potential delay in the processing of your application, give us a call to determine if the name is currently being used. Call or email Mariko Holloman at (518) 485-5825 with your selection(s) prior to submitting your application.

The filing of an application confers no rights upon the applicant to operate. Operations that are started before a certificate is issued and before a carrier has complied with applicable requirements may result in the denial of the application and the imposition of civil and/or criminal penalties.

File an application by visiting the Carrier Certification System.  

Each question must be answered completely or "not applicable" should be entered in response to an inquiry. Failure to completely answer all questions may subject the application to rejection or delay. This application may be prepared by the applicant's principals or by a duly authorized representative; however, it must be verified by one of the applicant's principals. If you have any questions relating to your application contact Mariko Holloman at (518) 485-5825. Applications not meeting the standards set forth below will most likely be denied.

Please Note: By law, all applications for household goods authority must be published in the Department's Weekly Bulletin for a period of 30 days. A Probationary Certificate cannot be granted until the expiration of this 30-day protest period and all compliance requirements have been met.

1. Standards (Household goods)
   
   The applicant, principal or key employee of the applicant must submit evidence (W-2s or 1099's) of at least two years' experience with a household goods carrier regulated by the New York State Department of Transportation, U.S. Department of Transportation (formerly Interstate Commerce Commission) or other State regulatory agency and knowledge of tariffs, rules and regulations, sales and estimating, claims and customer service and packing, loading and transportation of household goods.
   
   The applicant must operate a bona fide place of business in New York State. Bona fide place of business is defined as a location where records of the carrier are maintained, where shippers can conduct business with the applicant, and where Department representatives can inspect the carrier's records and meet with the carrier or its principals. This location must be operational during regular business hours, Monday through Friday.
   
   The applicant must meet specific experience requirements and meet certain financial requirements. In addition, the applicant's principals or key employees prior activity as or with a regulated or unregulated carrier, outstanding judgments, Notices of Violation and complaints will be considered in determining the applicant's fitness, willingness and ability to comply with the transportation Law, rules, regulations and orders of the Commissioner. Other business and transportation experience may also be considered in determining an applicant's fitness.
   
   Applicant must present evidence of sufficient assets to begin operations. These assets should include equipment suitable for the transportation of household goods and sufficient cash to meet start-up costs. If the applicant does not own appropriate equipment, additional cash assets must be available to purchase or lease such equipment.
   
   If you have questions, contact Mariko Holloman at (518) 485-5825.


2. Compliance (Household goods)

   Compliance requirements before issuance of a probationary certificate as a household goods mover:

   1. Tariff - A tariff must be filed with New York State Department of Transportation with all rates shown for moving services performed by a mover under its authority. If you have questions, contact Mariko Holloman at (518) 485-5825. Tariff Compliance Requirements with a fillable form.
   2. Evidence of Insurance
      1. Liability, Form E - Applicant must file and maintain in effect evidence of liability insurance, which is labeled "Form E." This form must be filed by the insurance company in the exact name as shown on the approval or grant of authority.
      2. Cargo, Form H - Applicant must file and maintain in effect evidence of cargo insurance, which is labeled "Form H." This form must be filed by the insurance company in the exact name as shown on the approval or grant of authority.
      
      If you have questions on insurance, contact Marisha Glamore at (518) 457-0149.
   
   
   3. The New York State Workers' Compensation Law requires that before authority to operate as a mover is issued, an applicant must file and maintain on file, proof that they have complied with Workers' Compensation Insurance and Disability Benefits Insurance. The following forms are the only forms the Department of Transportation will accept:

      Workers' Compensation Insurance

      1. Form C-105.2 -- obtained from a private NYS licensed insurance company.
      2. Form U-26.3 -- obtained from the New York State Insurance Fund.
      3. SI-12* -- status as self insured.
      4. G-SI-12* -- Status as a member of group self-insurance.

      Disability Benefits Insurance

      1. Form DB-120.1 -- obtained from a private NYS licensed insurance company.
      2. Form DB-120.1 -- obtained from the New York State Insurance Fund.
      3. Form DB-155* -- status as self-insured.

      * These forms are obtained from the Workers' Compensation Board's Self Insurance Office (518) 402-0247.

      NOTE: All insurance filings must come from an insurance company authorized by the New York State Insurance Department to write such coverage in the State of New York.

      If you have questions on Workers' Compensation Insurance or Disability Benefits Insurance, contact Marisha Glamore at (518) 457-0149.

   4. Vehicle Identification - Each vehicle operating solely under New York intrastate household goods authority must carry a New York Intrastate Vehicle Identification Receipt. The fee per vehicle operated is $10.00. An application for the receipts may be obtained by:
      1. Download application
      2. Call (518) 457-6512 to have one sent to you.
   5. If your company also operates "state to state" (interstate), instead of the Vehicle Identification Fee, your company must register with the Unified Carrier Registration and pay the appropriate fees.  You can register online at www.ucr.gov.
   6. Sample Acceptable Moving Documents - Each applicant approved for household goods authority must file with the Department acceptable movers documents for all types of moves as indicated in their tariff filed with the Department; i.e., hourly, binding estimate, weight distance, cubic feet, etc.


3. Advertising (Household goods)

   No common carrier of household goods nor any officer, agent, employee or representative thereof, shall advertise by any means, solicit or otherwise hold itself out to the public to perform or actually perform the transportation of household goods authorized by its certificate of public convenience and necessity, in any name other than that in which the carrier's operating authority is held. The carrier's address and the number of the certificate of public convenience and necessity issued to the carrier by the Commissioner of Transportation shall be included in all advertising.

   No common carrier of household goods nor any officer, agent, employee or representative thereof shall display, distribute or publish advertising or any other material which represents that the carrier is offering or will offer any rates, charges or services or will commit any act prohibited by statue or the rules and regulations of the commissioner.

   No common carrier of household goods or any officer, agency, employee or representative thereof shall advertise or represent to the public that 'all loads are insured' or similar wording.

   No common carrier of household goods shall act as agent for any other such common carrier in the solicitation or transportation of shipments of household goods between points which such agent is authorized to serve and for which it shall have established rates different from those of its principal.

   Each carrier of household goods shall give to every prospective shipper, when arrangements for transportation are made at a face-to-face meeting, a copy of 'Summary of Information for Shippers of Household Goods' in the form prescribed by the commissioner. If no personal interview is had with a prospective shipper, and the time for pickup is more than 24 hours from the time the arrangements for transportation were agreed upon, a carrier shall cause such summary to be delivered to the shipper prior to the pickup. Whenever a carrier has furnished a summary to the shipper, an appropriate notation shall be made on the bill of lading.

   If you have any questions about advertising contact Mariko Holloman at (518) 485-5825.



4. Probationary Certificate (Household goods)
    
   1. A probationary certificate to operate as a common carrier of household goods by motor vehicle may be issued by the commissioner to a qualified applicant after public notice and with or without hearing. The application shall contain such information as the commissioner by regulation shall prescribe. A probationary certificate shall:
      1. create no presumption that a corresponding permanent certificate will be granted;
      2. confer no proprietary or property rights in the use of the highways;
      3. be granted for a period not to exceed one year, which may be renewed for an additional one year period by the Commissioner; and
      4. be subject to any conditions deemed appropriate by the Commissioner to be in the public interest.
   
   
   2. The Commissioner shall issue a probationary certificate to a person authorizing that person to provide transportation of household goods by motor vehicle if the Commissioner finds that the applicant is fit, willing and able to provide the transportation authorized by the probationary certificate and to comply with this chapter and the regulations of the commissioner. Unless an applicant proposes to provide service in a more limited geographic area, a probationary certificate issued pursuant to this section will entitle the holder thereof to provide service as a common carrier of household goods between all points within a base region which shall consist of each county wherein the applicant maintains a bona fide place of business and all adjoining counties; and, between all points within the base region, as described above, on the one hand, and, on the other, all points in the State. For the purposes of this section, the counties of Bronx, Kings, New York, Queens and Richmond shall be considered as one county.
   3. Probationary certificates may be revoked, renewed or converted into a permanent certificate by the Commissioner with or without hearing when the Commissioner deems it in the public interest to do so.
   4. Protests to applications for a probationary certificate will be limited to evidence on the applicant's fitness to provide service.
   5. A probationary certificate may not be assigned, transferred or leased in any manner.
   
   If you have any questions, contact Mariko Holloman at (518) 485-5825.


5. Permanent Certificate (Household Goods)
    
   1. A permanent certificate to operate as a common carrier of household goods by motor vehicle may be issued by the Commissioner after notice and with or without hearing to a carrier which has held a probationary certificate for at least six months if the Commissioner determines that the holder is fit, willing and able to hold a permanent certificate.
   2. In determining whether to grant or deny a permanent certificate, the Commissioner shall consider the carrier's actual operating experience while holding a probationary certificate and the manner in which that carrier has conducted itself with the public. Protests to the grant of a permanent certificate shall be limited to evidence on the carrier's fitness to provide service.
   3. Unless an applicant proposes to provide service in a more limited geographic area, a permanent certificate will entitle the holder thereof to provide service as a common carrier of household goods by motor vehicle between all points within a base region which shall consist of each county wherein the applicant maintains a bona fide place of business and all adjoining counties; and, between all points within the base region, as described above, on the one hand, and, on the other, all points in the State. For the purposes of this section, the counties of Bronx, Kings, New York, Queens and Richmond shall be considered as one county.
   4. A permanent certificate to operate as a common carrier of household goods by motor vehicle in a broader geographic area than specified in subdivision three of this section may be issued by the Commissioner after public notice and with or without hearing if the Commissioner finds that:
      1. the applicant is fit, willing and able to provide the transportation to be authorized by the certificate and to comply with this chapter and the regulations of the Commissioner; and
      2. that the service proposed will be required by the present or future public convenience and necessity.
   5. Persons holding a permanent certificate will be subject to a continuing requirement of being fit, willing and able and if, after notice and hearing, the commissioner finds that any person holding a permanent certificate under this article is willfully failing to comply with the continuing fit, willing and able requirement the Commissioner may suspend or revoke the permanent certificate in whole or in part.
   6. Permanent certificates shall not confer any proprietary or property rights in the use of the highways.                              
                                                                                                                               The Movers Guide to Transporting Household Goods in NYS
   If you have any questions, contact Mariko Holloman at (518) 485-5825.

ATTENTION:

The Department will no longer be accepting paper applications for New York State (NYS) Operating Authority after Friday, November 19, 2021. Starting Monday, December 6, 2021, applications must be submitted through the Carrier Certification System using a NY.GOV ID.

For those with existing NYS Operating Authority, a notarized Carrier Certification System Access Request Form must be submitted to access existing accounts (Carrier Certification System Access Request Form).

Completed, notarized forms must be mailed to:

New York State Department of Transportation
50 Wolf Road, POD 5-3
Albany, New York 12232

Property Authority

The following sections provide information on how to obtain authority.  If you have additional questions or need guidance, contacts have been provided.

File an application by visiting this the Carrier Certification System.

The filing of an application does not allow a carrier to operate. Operations that are started before authority is granted and before a carrier has met with the Department's compliance requirements may result in the denial of the application and the imposition of civil and/or criminal penalties.
 
All questions must be answered completely or 'not applicable' entered in response and any requested paperwork must be attached. Failure to completely answer all questions or any missing paperwork may cause the application to be rejected or cause a delay in processing. The application may be prepared by the applicant's principal or by a duly authorized representative; however, it must be verified by one of the applicant's principals.
 
If you have any questions relating to your application, call (518) 457-6512. Applications not meeting the standards set forth herein will most likely be denied.
 

Compliance - Property, Except Household Goods
 
Compliance requirements for issuance of authority as a property, except household goods are:

• Evidence of Insurance
   
  Liability Insurance (Form E) - The applicant must file and maintain in effect evidence of liability insurance, which is labeled 'Form E.' This form must be filed by the insurance company in the exact name as shown on the approval or grant of authority. If you have any questions, please email or call Marisha Glamore at (518) 457-0149. 
• The NYS Workers' Compensation Law requires that before authority to operate as a property carrier is issued, an applicant must file, and maintain on file, proof that they have complied with Workers' Compensation Insurance and Disability Benefits Insurance.  The following forms are the only forms the Department of Transportation will accept:  
   
  Workers' Compensation Insurance:
  • Form C-105.2 - obtained from a private NYS licensed insurance carrier. 
  • Form U-26.3 - obtained from the NYS Insurance Fund.
  • Form SI-12* - status as self-insured.
  • Form G-SI-12* - status as a member of group self-insurance.
  • Form CE-200 - Certificate of Attestation of Exemption from Workers' Compensation.  The application can be completed on-line for same day certification on the New York State Workers' Compensation Board's web site.
  Disability Benefits Insurance
  • Form DB-120.1 - obtained from a private NYS licensed insurance carrier and/or the NYS Insurance Fund.
  • Form DB-155* - Status as self-insured.  
  • Form CE-200 - Certificate of Attestation of Exemption from Workers' Compensation and/or Disability Benefits Coverage.  The application can be completed on-line for same day certification on the New York State Workers' Compensation Board's web site.
    If you have any questions, please email or call Marisha Glamore at (518) 457-0149.  
    * These forms are obtained from the Workers' Compensation Board's Self Insurance Office (518) 402-0247.

NOTE:  All insurance filings must come from an insurance company authorized by the New York State Insurance Department to write such coverage in the State of New York.

• Vehicle Identification
   
  Each vehicle operating solely under intrastate property authority must carry a New York State Intrastate Vehicle Identification Receipt. The fee per vehicle operated is $10.00, and is renewed on a yearly basis. The application for receipts may be obtained by:
  • Downloading the application
  • Calling (518) 457-6512 and requesting the application be sent to you.
• Unified Carrier Registration
  • If your company also operates "state to state" (interstate), instead of the Vehicle Identification Fee, your company must register with the Unified Carrier Registration and pay the appropriate fees.  You can register at www.ucr.gov.
• USDOT Number
   
  All property carriers applying for intrastate operating authority must have a USDOT number.  You can receive your USDOT number by registering online with the Federal Motor Carrier Safety Administration's Unified Registration System .  You will need a valid credit card.  There is no charge for an 'Intrastate' number.  The card serves as an electronic signature.
• Certificate (Property, except Household Goods)
  If you have any questions, please call or e-mail Kimberly Reynolds at (518) 485-2421.  

  • Authority to operate as a carrier of property, except household goods, by motor vehicle, may be issued by the commissioner, after notice and with or without hearing, to a carrier if the commissioner determines that the holder is fit, willing, and able to hold authority and there are no valid safety protests.

  • The application for authority is posted in the Department's Weekly Bulletin.  Protests may only be filed on safety matters and must be filed within 30 days of the date of posting in the Weekly Bulletin.  If no valid safety protests are submitted and the carrier has filed the required compliance requirements, the certificate will be issued within 5 days (assuming that the 30-day period for publication in the Weekly Bulletin has expired).

  • Persons holding authority will be subject to a continuing requirement of being fit, willing and able, and if, after notice and hearing, the Commissioner finds that any person holding authority is willfully failing to comply with the continuing fit, willing and able requirement, the Commissioner may suspend or revoke the authority in whole or in part.

  • Authority to transport property shall not confer any proprietary or property rights in the use of the highways.

If you have any questions, please call or email Kimberly Reynolds at (518) 485-2421.

International Registration Plan (IRP)

What Is IRP Apportioned Registration?

The International registration Plan was adopted for the registration of commercial motor vehicles engaged in interstate operations and to promote and encourage the fullest possible use of the highway system by authorizing the apportioned registration of fleets of motor vehicles and the recognition of apportioned registered vehicles in other jurisdictions, thus contributing to the economic and social development and growth of the jurisdictions.

The term 'apportioned' means basically what it says. Under the IRP, the registration fee paid by the registrant is determined by the percentage of miles traveled in each state. The registrant reports the mileage for each state to the base state on the required application, and the base state calculates the fees due and collects the fees for each state. The base state then distributes the monies to the appropriate states.

Under the IRP, the interstate operator is required to file an application with the state in which the operator is based. The base state issues a base IRP Apportioned Registration license plate and IRP cab card. The IRP plate and cab card are the only registration identification or credentials required to qualify the operator to operate interstate &/or intrastate in member jurisdictions the operator has applied for, providing the operator has the proper Operating Authority and Fuel Permits. IRP Apportioned Registration does not exempt the registrant from other requirements such as fuel licenses, fuel permits or operating authority.

Who Must IRP Apportion Register?

Any operator operating or intending to operate one or more approtionable vehicle(s) into or through two or more of the member jurisdictions must be IRP registered or purchase Trip Permits for each jurisdiction.

'Apportionable Vehicle' means any vehicle, except recreational vehicles, vehicles displaying restricted plates, city pick up and delivery vehicles, buses used in transportation of chartered parties, and government-owned vehicles, used or intended for use in two or more member jurisdictions that allocate or proportionally register vehicles and is used for the transportation of persons for hire or designed, used or maintained primarily for the transportation of property and:

• Is a power unit having two or more axles and a gross vehicle weight in excess of 26,000 pounds; or
• Is a power unit having three or more axles, regardless of weight; or
• Is used in combination, when the weight of such combination exceeds 26,000 pounds gross vehicle weight.

For more information visit the New York State One Stop Credentialing and Registration Web site (OSCAR ).

International Fuel Tax Agreement (IFTA)

The IFTA license is required for interstate carriers (for hire & private) with a gross registered weight exceeding 26,000 lbs. or vehicles with 3 or more axles regardless of weight to report fuel use tax.

The program is administered by the New York State Department of Taxation and Finance.

For more information visit the One Stop Credentialing and Registration Web site (OSCAR ), or the New York State Department of Taxation and Finance .

Highway Use Tax (HUT)

New York State imposes a truck mileage tax on motor carriers operating certain motor vehicles on New York State public highways. The truck mileage tax is not imposed on travel on the portions of the New York State Thruway for which a toll is charged.

The truck mileage tax is a weight-distance tax, computed based on mileage traveled by a motor vehicles on New York State public highways at a rate determined by the weight of the vehicle.

For more information visit the One Stop Credentialing and Registration Web site (OSCAR ), or the New York State Department of Taxation and Finance .