HOW FEES ARE APPORTIONED

The total fee for each apportioned registration is determined by the percentage of miles traveled in each IRP jurisdiction and each jurisdiction’s fee schedule. The following is an example of how the registration of a Maine-based truck-tractor might be apportioned:

The tractor is operated in Maine, New Hampshire and Vermont for a full year. Total mileage for all three (3) states is 75,000 miles. The registered gross weight for all three (3) states is 80,000 pounds. The registrant may elect different gross weights in different jurisdictions.

Example A

In Example A, Maine would collect $950.93 in registration, plus a five-dollar ($5.00) cab card fee for a total of $955.93. Maine would keep $563.28 and send the remaining money to the other states. Other IRP jurisdictions will be collecting fees from their carriers for Maine.

HOW TO DETERMINE A BASE JURISDICTION

Registrants who have places of business in more than one (1) IRP jurisdiction may have some choice relative to where they may base their vehicles for IRP registration purposes. A registrant may either base-register all vehicles in a single IRP jurisdiction or base-register a portion of their vehicles in each of several jurisdictions. Registrants may not, however, change their base state to avoid paying legitimate registration fees or other taxes.

In order to base in Maine, a registrant must:

• Have a physical place of business in Maine including street address, someone conducting the registrant’s trucking business, and a publicly listed telephone number;
• Accrue miles in Maine; and
• Keep records in Maine, or be able to make records available in Maine.

Maine residents must base-register in Maine unless they can meet the criteria for base registering in another jurisdiction. Maine resident owner-operators who are leased to an out-of-state motor carrier may base-register in the carrier’s state if the owner-operator’s vehicle is included as a part of the out-of-state carrier’s IRP fleet. See: Special Types of Operations: owner-operators.

Vehicles base-registered in Maine are subject to Maine excise tax. Excise tax requirements are enforced as a prerequisite to IRP registration. Municipalities may enforce excise tax requirements for their residents who are registered out-of-state.

Vehicles from other IRP jurisdictions that are apportioned for Maine will pay an apportioned Maine excise tax as a part of their IRP registration.

APPLICATION AND FORMS

Completeness of Applications

Applicants are responsible for the proper completion of all forms necessary to register vehicles in the IRP. If required information is missing or unclear, the IRP Unit will attempt to obtain the missing information. If the attempt is unsuccessful, the application will be returned.

Applications will not be considered received until they are complete.

All IRP applications will be processed only through the Motor Carrier Services’ IRP Unit in Augusta. Applications for new accounts, new vehicles, or added jurisdictions will be accepted by mail, fax, or by appointment. RENEWAL APPLICATIONS ARE ACCEPTED ONLY BY MAIL. Renewals are processed on a strict first-in, first-out basis. Renewal applications returned in person will be treated as mail, and probably will not be processed on the same day. Applications and forms may be obtained from any Bureau of Motor Vehicle Branch Office (see Appendix B), however the application must be returned directly to the IRP Unit. Applications also are available by fax, (207) 624-9086; from the department’s web site, http://www.maine.gov/sos/bmv/forms/, e-mail, garry.hinkley@state.me.us, or by calling the IRP Unit, (207) 624-9000 ext. 52135.

Merely filing an IRP application does not constitute authorization to operate an apportioned vehicle. Applicants must secure either annual or temporary authorization (T/A) before operating any vehicle. Authorization must be carried in the vehicle.

Maine-based IRP registrants will be mailed preprinted renewal applications (Schedule A/E) about two (2) months prior to their registration expiration date. Registrants having vehicles with different expiration dates (multiple fleets) will receive separate renewal schedules for each fleet. If the renewal schedules are not received at least one month in advance of the renewal month, please call IRP Unit. There will not be any extensions on expired registrations.

RENEWAL APPLICATIONS MUST BE RECEIVED IN THE IRP UNIT BY THE 10TH DAY OF THE EXPIRATION MONTH TO GUARANTEE RECEIVING A temporary authorization (T/A) BY THE LAST DATE OF THAT MONTH.

For renewals, registrants’ account and vehicle information will be preprinted based on existing information.

Minor corrections may be made on the preprinted Schedule A/E. To add or delete vehicles, please submit a separate Schedule A/C.

USDOT NUMBER: Each Maine IRP registrant is required to provide their USDOT number. A motor carrier must provide their USDOT number issued by the U.S. Department of Transportation.

ENFORCEMENT (Display of Credentials)

A valid annual registration, temporary credential, or trip permit must be carried in the vehicle at all times. Photocopies of annual credentials are not acceptable documentation. Maine will issue and will allow photocopies or faxed temporary credentials subject to verification. Original documents may not be altered or mutilated in any way. Duplicates of lost or damaged registrations must be obtained as soon as possible from the IRP Unit. Office copies may not be used as replacements.

Before entering another IRP jurisdiction, a registrant must have that jurisdiction listed on their registration for the proper gross weight. Alternatively, a registrant may obtain IRP trip permits from jurisdictions not listed on their registration. Appendix A contains a list of trip permit requirements. A registrant may add a jurisdiction to their registration by completing a supplemental application (Schedules A/C & Schedule B [Instructions]).

An apportioned registration does not exempt a registrant from any jurisdiction’s fuel tax, truck weight, or operating authority requirements. Registrants should learn the requirements of the jurisdictions they plan to operate in. See Appendix A for a list of IRP jurisdictions’ telephones numbers. See Appendix H for IFTA jurisdiction’s telephone numbers.

Registration Plates: Truck-tractors base-registered in Maine must display one (1) registration plate on the front of the vehicle. Trucks base-registered in Maine must display two (2) plates, one on front and one on the rear of the vehicle.

Any IRP-registered vehicle operating with valid temporary credentials may operate without displaying a registration plate provided that all other provisions of the IRP are met. Maine registrants operating on a temporary IRP registration may obtain temporary plate through the mail or from any BMV branch office. Any registrant who wants a temporary plate should make arrangements with the IRP Unit.

NEW REGISTRATIONS
(See supporting documents)

Before a vehicle may be registered in Maine in the IRP for the first time the applicant must:

1. Be a Maine resident, have a place of business in Maine, or be leased to a carrier (who is registering the vehicle) who has a Maine place of business;
2. Provide proof of payment of Maine’s sales or use tax, or proof of exemption from sales or use tax;
3. Provide proof of payment of municipal excise tax. Maine residents must pay the tax to their town. Excise tax is prorated for the number of months in the registration.
4. Provide the title or Manufacturer’s Statement of Origin (MSO), or a copy of the title application if an application has already been submitted in Maine or other state, or proof that the vehicle is exempt from Maine title law;

Vehicles that are exempt from Maine title law are those more than fifteen years old; trailers with an unladen weight of 3,000 lbs. or less; special equipment; and special mobile equipment;

If previously registered by the same registrant in another jurisdiction, provide proof of the previous registration;

5. Within four (4) months, provide proof of payment of the Federal Heavy Vehicle Use Tax;
6. Complete Schedules A/C and Schedule B.
7. Provide evidence of Insurance
8. Provide any other documents necessary under Maine law; and
9. Pay bill in full to complete the registration.

Temporary credentials will be sent by U.S. Mail along with a bill. Registrants will have up to forty-five (45) days to pay their bill and receive their annual registration plate(s) and cab card(s).

On new accounts, temporary registrations are issued for up to 21 days.

All IRP credentials will be mailed unless other arrangements are made.

Anyone visiting the Motor Carrier Services office must make an appointment. Generally, new vehicle IRP registrations and added states will be processed within three (3) business days.

RENEWALS

Maine has a system of staggered registrations. Generally, registrations expire on the last day of the month one-year from the month of issuance. Maine does not have a registration grace period.

The expiration date of expired registrations may not be advanced. That is, if a registration expired on September 30, and a registrant fails to renew until December of the same year, fees will be calculated based on an October to September year, and the September expiration must be maintained. If the vehicle was not used and was not registered for more than one (1) year, then a new expiration date may be authorized.

Registrants may register for less than one (1) year only to consolidate their fleets. Registration fees and excise tax must be prorated to provide for the proper payment of fees for the appropriate time period. Please call the IRP Unit for further details or assistance.

Steps to Follow to Re-register: Maine-based registrants will receive IRP renewal schedules about two (2) months before their expiration date. Registrants having registrations, which expire in different months, will receive a separate schedule for each month’s registration about two (2) months in advance of the expiration. Completed schedules should be mailed to the IRP Unit in Augusta as soon as possible. Renewals are processed in the order received. The IRP Unit will not take late renewals out-of-turn.

The packet will contain:

• Special instructions outlining information needed to complete the registration;
• Preprinted Schedule "A/E" listing registrant and vehicle information; and
• Schedule "B" to report annual mileage
• Schedule "A/C" to make any changes
• Preprinted MCS-150 form to update FMCSA (USDOT#) census information.

If a vehicle registration is not renewed, a Schedule A/C must be completed to delete the vehicle, and the plates must be returned.

Each registrant should verify all name and address information and make necessary corrections on the Schedule A/E. Equipment information should also be verified, including gross weight information listed on the Schedule A/E. Any corrections, additions or deletions should be made on the Schedule A/C.

Renewal Applications must be received in the IRP Unit by the 10th day of the expiration month to guarantee being processed by the last day of the month.

All walk-in renewal applications will be reviewed and treated as that day’s mail. Temporary registrations may be faxed for an additional $3.00.

A registrant must submit their mileage information on a Schedule B. One mileage report (Schedule B) is required for each fleet of vehicles each year. Each fleet must be a separate mileage report. The mileage year is July to June of the previous year. If separate mileage reports are submitted, that mileage must be only for those vehicles actually in each fleet during the report period. See Mileage Records/Mileage Reports for more information on mileage reporting. Second year mileage estimates will result in a higher registration fee.

Registrants must provide proof of payment of municipal excise tax before annual credentials may be issued. Registrants should attach the white copy of their excise tax receipt to their Schedule A/E. Registrants should keep the yellow copy for their office records. Excise tax receipts may be obtained only from the registrant’s town office. The questions on the back of the receipt must be answered; current odometer mileage must be listed; and the receipt must be signed. A registrant may send in their renewal without an excise receipt, however, no annual registration will be issued until proof of payment of excise tax is provided.

Registrants must provide proof of liability insurance. Proof may be a copy of the vehicle’s insurance card, or a copy of the policy or binder listing the vehicles. As an alternative, if the registrant has Maine Operating Authority, the registrant may note that on their Schedule A/E. The IRP Unit will verify the registrant’s insurance through the Operating Authority insurance system.

For vehicle registered for 55,000 pounds or more, registrants must provide proof of payment of the Federal Heavy Vehicle Use Tax. For fleets of 22 vehicles or fewer, the receipt must list each vehicle’s Vehicle Identification Number.

Registrants will receive temporary credentials for each renewal vehicle about two (2) weeks after returning their completed application. One (1) copy of the carrier’s bill also will be sent. Registrants must return to the IRP Unit:

• Payment in full (the account and fleet numbers should be noted on the check);
• For vehicles registered for 55,000 pounds or more-proof of HVUT payment.
• Excise tax receipt, if not already provided.

Temporary credentials are valid for up to forty-five (45) days from the date of issuance.

Temporary credentials will not be extended.

Plates and/or validation stickers, and annual cab cards (registration) will be mailed when payment is received in full.

In order to cancel a bill for a renewal, a registrant must return the IRP plates and a Schedule A/C prior to the start of their registration year. Cancellation after the start of the registration year requires a notarized statement of non-use in addition to returning the plates and a completed Schedule A/C.

SUPPLEMENTAL APPLICATIONS (Schedule A/C)

A Schedule A/C must be used to submit all changes.

Schedule A/C is used to:

• Open a new account
• Add vehicle(s) to a fleet
• Add a jurisdiction
• Delete vehicles(s)
• Transfer a registration from one vehicle to another
• Increase/decrease gross weight
• Change classifications (private, for-hire, etc.)

• Close an IRP account

When transferring an existing registration from one vehicle to another, the registrant must clearly state where the registration credit is coming from. If possible, vehicles should be deleted and added on the same supplement. If the credit is to come from a previous supplement, registrants should reference that supplement by supplement number. Supplements should be numbered consecutively for the registration year. (The current supplement number is listed on the registration.) The registration for the deleted vehicle must be returned before a new registration will be issued for the new vehicle. If the registration is not returned, a duplicate registration will be issued for a fee of five dollars.

Registration credit may be transferred from one vehicle to a newly acquired vehicle if the first vehicle is sold, junked, or otherwise permanently removed from the registrant’s possession. If the vehicle is junked, a notarized statement of the total loss is required before the registration is transferred.

The IRP Unit will issue temporary forty-five (45) day credentials to vehicle(s) being added. Upon receipt of payment, the IRP Unit will issue annual credentials.

If a vehicle is being deleted and the registration plate(s) is not being transferred, the registrant must return the registration and plate(s) to the IRP Unit. If the registration plate(s) is being transferred, then only the cab card must be returned to the IRP Unit.

Adding a Jurisdiction (during the Registration Year) (Use Schedule A/C and Schedule B)

Registrants, who add a jurisdiction during their registration year, will have miles in excess of one hundred percent (100%) for that jurisdiction. For example, if the original application listed the states of Maine, New Hampshire and Vermont and the carrier decides to add Massachusetts six (6) months into the year.

Original

Added jurisdiction

New mileage = 110,000 at 109.1%

Mileage estimates for an added jurisdiction must be for the same number of months as the original mileage report. Generally, mileage should be estimated as if operations were for a full year.

An added jurisdiction must be added to all vehicles in the fleet.

Added Vehicles: If a vehicle is added to a registrant’s fleet during the registration year, the existing mileage report will be used to calculate apportioned fees for the remainder of the registration year. For vehicles added to an existing fleet, the apportioned fees are prorated for the remainder of the registration year.