FMCSA National Training Center Webinar Industry Webinar Briefing February 2014 Federal Motor Carrier Safety Administration
Webinar Agenda Summary of the Unified Registration System (URS) Biennial Update Overview Steps to complete a biennial update What happens if you don t Biennial Update Myths Federal Motor Carrier Safety Administration 2
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URS Overview What is the Unified Registration System (URS)? Why did FMCSA undertake the URS rulemaking? Who is required to comply with this rule? All entities regulated by the Agency: Motor Carriers Intermodal Equipment Providers Hazardous Materials Safety Permit Applicants/Holders Brokers Freight Forwarders Cargo Tank Facilities Federal Motor Carrier Safety Administration 4
URS Benefits What are the benefits of the new rule? Increased efficiency Raising the bar for safety Simplified processes A single online registration system Improved accountability Reduced paperwork Maintain accurate information on regulated entities Federal Motor Carrier Safety Administration 5
When was the rule published? URS Timeline When does this rule go into effect? Why are there two effective dates? What happens next? Federal Motor Carrier Safety Administration 6
URS Timeline, cont. New and enhanced enforcement penalties for failing to complete Biennial Update requirement 49 CFR 390.19(b)(2) and (4) Prohibition of Interstate transportation with an Inactive USDOT Number or no USDOT Number 49 CFR 392.9b(a) Electronic filing only by online MCSA-1 form All entities must update their information within 30 days of change Insurance Filing for exempt for-hire and private HM All new applicants are subject to the registration fee Process Agent filing for Private and Exempt For- Hire Carriers Federal Motor Carrier Safety Administration 7
URS Timeline, cont. IT Milestones IT Development Project Planning Functional Requirements System Architecture and Design USDOT number deactivation functionality MCSA-1 Online Wizard Development Enterprise Database Development Data Migration Integration of Existing Systems System Development Testing Rollout/Implementation Planning End User Testing Ramp Up Activities to Support Deployment Launch: October 23, 2015 Federal Motor Carrier Safety Administration 8
URS Summary August 23, 2013: URS Regulation published November 1, 2013: New and enhanced enforcement penalties for failing to complete the Biennial Update requirement Prohibition of interstate transportation with an inactive USDOT number or no USDOT number October 23, 2015: URS is operational Electronic applications only paper forms no longer accepted All applicants will be subject to a $300 USDOT number registration fee per application Federal Motor Carrier Safety Administration 9
Practice and apply what you have learned Federal Motor Carrier Safety Administration 10
Knowledge Check Question 1. On October 23, 2015, motor carriers will have 2 options to file a biennial update in paper form or electronically. A. True B. False Federal Motor Carrier Safety Administration 11
Answer 1. On October 23, 2015, motor carriers will have 2 options to file a biennial update in paper form or electronically. B. False After October 23, 2015 all applicants must file electronically Federal Motor Carrier Safety Administration 12
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What is the Biennial Update? The Biennial Update is the first stage of implementation of the Unified Registration System (URS) Entities can update online via FMCSA home page or portal account Today this is a requirement for: Motor carriers IEPs HMSPs On October 23, 2015, this will be a new requirement for: Motor carriers, IEPs, HMSPs Brokers Freight Forwarders Cargo Tank Facilities Federal Motor Carrier Safety Administration 14
Biennial Update Table Filing schedule: Each entity must file the appropriate form before beginning operations, and then every 24 months, according to the following schedule. If the next-to-last digit of its USDOT Number is odd, the entity shall file its update in every odd-numbered calendar year. If the next-to-last digit of its USDOT Number is even, the entity shall file its update in every even-numbered calendar year. Federal Motor Carrier Safety Administration 15
Where is the Biennial Update process currently? On November 1, 2013, FMCSA began issuing warning letters at least 30 days in advance of biennial update deadlines to notify entities their USDOT Number would be deactivated if they failed to comply with the biennial update requirement The letter contains instructions on how to complete the biennial update FMCSA will begin to deactivate USDOT numbers for entities that fail to meet the existing biennial update requirement starting March 1, 2014 Federal Motor Carrier Safety Administration 16
How does an entity check their registration status on their own? Portal Account: https://portal.fmcsa.dot.gov/login FMCSA SAFER Website: http://www.safer.fmcsa.dot.gov/ SMS (CSA): http://ai.fmcsa.dot.gov/sms/ Federal Motor Carrier Safety Administration 17
Practice and apply what you have learned Federal Motor Carrier Safety Administration 18
Knowledge Check Question 2. The motor carrier s USDOT Number is 37842. Determine when the motor carrier will have to file its next biennial update using the chart below. A. February 2014 B. February 2015 C. November 2016 D. April 2015 If the next-to-last digit of its USDOT Number is odd, the motor carrier or intermodal equipment provider shall file its update in every oddnumbered calendar year. If the next-to-last digit of its USDOT Number is even, the motor carrier or intermodal equipment provider shall file its update in every evennumbered calendar year. Federal Motor Carrier Safety Administration 19
Answer 2. The motor carrier s USDOT Number is 37842. Determine when the motor carrier will have to file its next biennial update using the chart below. A. February 2014 If the next-to-last digit of its USDOT Number is odd, the motor carrier or intermodal equipment provider shall file its update in every oddnumbered calendar year. If the next-to-last digit of its USDOT Number is even, the motor carrier or intermodal equipment provider shall file its update in every evennumbered calendar year. Federal Motor Carrier Safety Administration 20
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How does an entity complete the biennial update? Online Entry Points: SAFER System Website FMCSA Home page Portal Account Mail: The entity can send updated MCS-150, 150B and 150C forms to: Federal Motor Carrier Safety Administration Office of Registration and Safety Information (MC-RS) 1200 New Jersey Avenue, S.E. Licensing Team, 6th Floor Washington, D.C. 20590 Fax: 703-280-4003 Note: Biennial updates are processed immediately if done online, but updates filed by fax or mail may take three to four weeks to process. Federal Motor Carrier Safety Administration 22
Begin at http://safer.fmcsa.dot.gov and select FMCSA Registration & Updates 23
Select Start the Online Registration without Help 24
Select the radio button I need to update my USDOT number registration information or file my biennial update and select Continue 25
This is the lower portion of the page showing the continue button referenced in the previous slide 26
Select File Electronically 27
Enter the company s USDOT Number, PIN, EIN/SSN, and the name/title of a 28 company official who is completing the biennial update
Confirm the company information and select Continue 29
Enter credit card information. This is used for identification purposes only; the card is not charged. Biennial Updates are free of charge. 30
Confirm or update the information provided and select Continue 31
Confirm or update the information provided and select Continue 32
Confirm or update the information provided and select Modify 33
The biennial update is complete and a PDF can be retrieved by selecting the Go button 34
Practice and apply what you have learned Federal Motor Carrier Safety Administration 35
Knowledge Check Question 3. You must click the modify button at the end of the biennial update screens in order to complete your biennial update. A. True B. False Federal Motor Carrier Safety Administration 36
Answer 3. You must click the modify button at the end of the biennial update screens in order to complete your biennial update. A. True Federal Motor Carrier Safety Administration 37
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What will happen if an entity fails to update? If an entity fails to update, the entity s USDOT number will be deactivated one month after the filing deadline FMCSA will send the entity a notification letter informing them that they have failed to complete the biennial update Entities will be subject to citations 49 CFR 392.9b(a) if inspected at roadside and operating with a deactivated USDOT Number During a compliance investigation, a motor carrier, HMSP and/or IEP that fails to update will also be cited for failing to complete its biennial update Federal Motor Carrier Safety Administration 39
2014 Rolling Deactivation Table Notifications/Warning letters will be sent to entities that require a biennial update prior to the entities respective due date. Federal Motor Carrier Safety Administration 40
2015 Rolling Deactivation Table Notifications/Warning letters will be sent to entities that require a biennial update prior to the entities respective due date. Federal Motor Carrier Safety Administration 41
What will the FMCSA IT Systems look like for entities? FMCSA s IT systems will check biennial update compliance for all entities due to update in January 2014 at 12 a.m. March 1, 2014 If carriers have not updated, the DOT Number will be deactivated and warning, non-compliance alerts will be posted to FMCSA IT system user interfaces Federal Motor Carrier Safety Administration 42
Alert Shown on SAFER 43
Alert Shown on SMS 44
PORTAL Alert Federal Motor Carrier Safety Administration 45
Deactivation Letter Federal Motor Carrier Safety Administration 46
How does an entity update their information after deactivation? Online update process using PIN PINs are being sent in warning letters to carriers Starting in March 2014, carriers will be able to request a PIN online, and it will be emailed. https://li-public.fmcsa.dot.gov/liview/pkg_pin_start.prc_intro Call 1-800-832-5660 for assistance Another option Mail or Fax Completed and updated MCS-150 forms Forms can be accessed online: http://www.fmcsa.dot.gov/registration-licensing/print-forms/print-forms.htm Federal Motor Carrier Safety Administration 47
Practice and apply what you have learned Federal Motor Carrier Safety Administration 48
Knowledge Check Question 4. If a carrier does not file a biennial update, the public online location or locations that the alert would be posted is/are: A. SAFER B. SMS C. Portal Accounts D. All of the Above Federal Motor Carrier Safety Administration 49
Answer 4. If a carrier does not file a biennial update, the public online location or locations that the alert would be posted is/are: D. All of the Above Federal Motor Carrier Safety Administration 50
Don t believe everything you hear or see in an email! Federal Motor Carrier Safety Administration 51
Misleading Emails & Redirected Links YOU MUST ACT NOW!!!! Email looks like it came from FMCSA or USDOT Charges for FMCSA forms available online for free Confuses URS with UCR deadlines FMCSA does not use PayPal Federal Motor Carrier Safety Administration 52
Myth #1: UCR and URS are the same thing MYTH: UCR and URS are the same thing REALITY: Unified Carrier Registration (UCR) is completely separate and distinct from the Federal URS State-based registration system enacted August 10, 2005 replaced the Single State Registration System (SSRS) UCR Agreement applies to the following US, Canadian & Mexican Interstate operations: All For-Hire Motor Carriers of Property and Passengers Private Motor Carriers of Property Freight Forwarders Brokers Leasing Companies For more information on UCR requirements, FAQs, fees, and payment methods go to www.ucr.in.gov Federal Motor Carrier Safety Administration 53
Myth #2: All entities will be deactivated March 1 MYTH: All entities will be deactivated March 1, 2014. REALITY: No, just carriers due to update in January 2014 that failed to complete their biennial update. 2014 Rolling Deactivation Table Federal Motor Carrier Safety Administration 54
MYTHS: Myth #3: It s expensive It costs money to do a biennial update on FMCSA website & to get your USDOT Number You will be charged $1K per day, up to $10K at roadside for not completing your update REALITY: There is no fee for biennial updates After October 23, 2015, there will be a fee for new USDOT# applicants, but NO FEES for biennial updates There may be fines Entities will be cited and may be fined at roadside During an investigation, FMCSA may fine entities $1K per day, up to $10K total Federal Motor Carrier Safety Administration 55
MYTH: Myth #4: It s a complicated process It s complicated to complete the biennial update process REALITY: It only takes a few minutes to update a record Entities can call the 1-800 number for assistance (1-800-832-5660) Federal Motor Carrier Safety Administration 56
MYTH: Myth #5: Trucks will be put out of service at roadside My truck will be put out of service at roadside for failing to complete the Biennial Update REALITY: Currently, failing to complete the Biennial Update is not part of the out-ofservice criteria; however, it is a violation and will result in a roadside citation. Federal Motor Carrier Safety Administration 57
Myth #6: URS affects Intrastate USDOT Nos. MYTH: URS affects intrastate USDOT Nos. REALITY: URS does not affect States issuing USDOT numbers to intrastate entities It is a State s decision regarding fees, if any, for issuing USDOT numbers to intrastate entities When deployed, the URS will support States ability to issue USDOT numbers to intrastate entities Federal Motor Carrier Safety Administration 58
Practice and apply what you have learned Federal Motor Carrier Safety Administration 59
Knowledge Check Question 5. Which of the following is not a myth (i.e. is true)? A. UCR and URS are the same thing B. It s expensive C. All entities that fail to complete the update will be deactivated on a rolling basis D. Trucks will be put out of service at roadside E. All entities will be deactivated March 1 F. URS affects Intrastate USDOT Nos. G. It s a complicated process Federal Motor Carrier Safety Administration 60
Answer 5. Which of the following is not a myth (i.e. is true)? C. All entities that fail to complete the update will be deactivated on a rolling basis Federal Motor Carrier Safety Administration 61
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**Online Updates** Carriers can view and update their information online using the FMCSA Portal at: https://portal.fmcsa.dot.gov/login Federal Motor Carrier Safety Administration 63
How Entities Can Obtain a PIN Biennial update warning letters will include a PIN Entities can obtain a PIN online or on the phone https://li-public.fmcsa.dot.gov/liview/pkg_pin_start.prc_intro 800-832-5660 Hours of Operation: M F 8:00 am 8:00 pm Eastern Time Important Note: Entities should be encouraged to set up an FMCSA Portal account now. Paper forms will not be accepted by FMCSA beginning October 23, 2015. Federal Motor Carrier Safety Administration 64
Summary August 23, 2013: URS Regulation published November 1, 2013: Prohibition of interstate transportation with an inactive USDOT number or no USDOT number October 23, 2015: URS is operational; electronic applications only paper forms no longer accepted; all applicants will be subject to a $300 USDOT number registration fee per application Myths and Misleading Emails Don t believe everything you read Check websites for.gov in the URL and know who you re talking with Here s the truth: URS and UCR are different; biennial updates are free; updating just takes a few minutes it s not complicated; URS does not affect Intrastate Non-HM Federal Motor Carrier Safety Administration 65