The official closure of a motor carrier’s federal registrations is a necessary administrative step when operations cease or change significantly. The United States Department of Transportation (USDOT) Number is a unique identifier assigned to companies that operate commercial vehicles. The process to deactivate this registration must be managed through the Federal Motor Carrier Safety Administration (FMCSA). This guide outlines the required procedures for officially closing both the USDOT registration and the related operating authority, ensuring a compliant exit from federal oversight.
Why Official Deactivation is Necessary
Simply ceasing operations without filing the proper paperwork leaves the company subject to ongoing federal regulatory requirements. An active registration means the carrier remains liable for the mandatory biennial update of its motor carrier identification report, required by the FMCSA every 24 months. This update is required even if the company has stopped all commercial activity.
Failure to file the biennial update can lead to civil penalties up to $1,000 per day, not to exceed $10,000. Maintaining an active but unused USDOT Number also leaves the company susceptible to unnecessary audits and administrative inquiries. Formal deactivation protects the business from these potential fines and eliminates the obligation to maintain compliance with federal safety regulations. This step ensures the company’s record accurately reflects its non-operational status.
USDOT Number vs. MC Operating Authority
Carriers often confuse the difference between the USDOT Number and the Motor Carrier (MC) Operating Authority. The USDOT Number serves as the company’s unique identifier and is the primary tool the FMCSA uses to monitor safety data, compliance reviews, and inspection results, as outlined in 49 CFR Part 390. This number functions as the company’s administrative profile.
The MC Number, conversely, is the grant of operating authority that permits a carrier to transport regulated commodities or passengers across state lines. The MC Number is the license required to conduct interstate commerce. Closing one registration does not automatically close the other; both must be addressed separately to complete the official shutdown process.
Preparation: Information Needed for Closure
Before initiating the deactivation process, the responsible party should gather all necessary company identification and account access credentials. This preparation ensures the filings can be completed accurately and without delay. Required information includes the current USDOT Number and any associated MC, MX, or FF docket numbers.
The company’s legal name, physical address on file, and Employer Identification Number (EIN) are also required for identity verification. The user will need the USDOT Personal Identification Number (PIN) to access the FMCSA online portal for electronic submission. If the PIN has been lost, a request for a new one should be submitted in advance, as delivery can take between seven and ten business days.
Step-by-Step Guide to Deactivating the USDOT Number
Deactivating a USDOT Number involves filing an updated Motor Carrier Identification Report, known as the MCS-150 form. This form is the mechanism the FMCSA uses to track company information and is the only way to officially designate the carrier as out of business. The easiest method is to access the form through the FMCSA online portal, which requires the USDOT PIN for secure login.
Once logged in, the user must select the option to update the MCS-150. A key step is selecting the appropriate reason for filing by checking the box labeled “Out of Business Notification” or “Ceased Operations.” This designation triggers the deactivation of the USDOT Number within the FMCSA Safety and Fitness Electronic Records (SAFER) system. Carriers of hazardous materials must use the MCS-150B form, but the process remains identical.
The completed form must include the required certification statement (typically item 31 on the MCS-150). The FMCSA requires attaching a copy of the driver’s license for the individual who signs the certification statement to verify identity. The form and attachments should be submitted through the Ask FMCSA website via a support ticket for the fastest processing time, though fax and mail options are also available.
Addressing Remaining Federal Registrations
The company must address other federal registrations beyond the USDOT Number, particularly the MC Operating Authority. This authority is revoked through Voluntary Revocation, which requires submitting Form OCE-46, the Request for Revocation of Operating Authority. This form requires the MC docket number, the full business name, and the authorized signature.
The FMCSA mandates that the OCE-46 form must be notarized or signed in the presence of an FMCSA staff member to ensure the request is legitimate. The completed form can be submitted to the FMCSA Office of Registration via a support ticket, fax, or mail. Submitting the MCS-150 and the OCE-46 concurrently addresses both the safety registration and the operating license.
The Unified Carrier Registration (UCR) agreement also requires attention, as its fees are based on the number of commercial motor vehicles reported on the most recent MCS-150 filing. Marking the MCS-150 as “Out of Business” notifies the UCR National Registration System that the company is no longer operating. This action removes the basis for future UCR fee assessments and ensures the company is not billed for the next registration year.
Finalizing the Closure and Documentation
After submitting the required forms, the final step involves verifying the status change and securing all documentation. The status of the USDOT Number and MC Authority should be checked using the FMCSA SAFER system by looking up the company’s “Company Snapshot.” The operating status should change from “Active” to “Inactive” or “Out of Business” once the FMCSA completes processing.
It is necessary to retain copies of all documents filed with the FMCSA, including the completed MCS-150 form and the confirmation of the MC Authority revocation. These forms and any confirmation notices should be kept for compliance auditing purposes. Maintaining these documents for a minimum of five years is a prudent business practice.