The following licenses and permits are required to transport goods between Canada and the United States:
CVOR (Commercial Vehicle Operator’s Registration) is required to haul goods between points in ON, through ON, and/or out off ON, if the Gross Vehicle Weight of the conveyance is in excess of 4,500 kgs. If you are based plated in any province other than ON you are exempt.
USDOT (United States Department of Transportation) Number is required to haul goods into the U.S. for all vehicles with a Gross Vehicle Weight in excess of 10,000 lbs. or 4,536 kgs. It is used to monitor a company’s identification, size, commodity information, and safety record, including the safety rating (if any), a roadside out-of-service inspection summary, and crash information.
FMCSA (Federal Motor Carriers Safety Administration) Certificate is requires to haul freight, for hire, or under contract, into the U.S. regardless of the weight. You are exempt if you are a private carrier or haul exempt commodities. Some examples of exempt commodities would be Waste, Raw Lumber, Farm Commodities, Cattle, etc.
AGENT OF PROCESS is your legal representative in the U.S. who has been approved by the FMCSA where legal papers can be served. The agent is required to file a BOC-3 form, which is a list of registered process agents for each state, who, in the event of a legal action being presented against you, would accept the papers being served on your behalf and then forward them to you.
UCR (Unified Carrier Registration) is required if you have a USDOT Number. You must select a base state where the fees are to be sent. This new registration program has replaced the Single State Registration Program (SSRS) which was not renewed for 2007 and runs form August 1st to July 31st of each year. The annual registration fees are based on the number of pieces of conveyance equipment: (0-2 is $39.00, 3-5 is $116.00, 6-20 is $231.00, 21-100 is $806.00, 101-1000 is $3,840.00, 1001 or more is $37,500.00.
SCAC (Standard Carrier Alpha Code) is required to produce a PAPS code (Pre-Arrival Processing System), which is then used to produce a PAPS Barcode Label, which in turn becomes your Shipment Control Number for cargo being transported to the U.S. It is normally placed on the Custom’s Invoice to allow you to obtain an Entry Number from the Custom’s Broker. At least one hour must be allotted for processing before the carrier can arrive at the border.
PARS (Pre-Arrival Review System) is a system developed by Canada Customs that allows for release information on Cargo entering Canada to be processed before goods arrive at the border. This code is used to produce a Barcode Label which is the key element for pre-arrival review processing. The exporter completes the customs documents, showing estimated time and date of arrival at the border and the carrier’s PARS Barcode. When the Custom’s Broker receives this information, they will prepare a PARS release package and submit it to Canada Customs before the shipment arrives. A customs inspector will review the release package and enter a “release” or “referral” recommendation into the Customs Commercial System (CCS). The Bar-Coded Cargo Control Document, Canada Customs Invoice or Manifest/Bill of Lading, as well as a photocopy are presented to Canada Customs by the carrier. Customs scans the bar code and provides the driver with the release status. If no inspection requirement was noted in the Customs Commercial System, the shipment will be released for delivery.
ACE (Automated Commercial Environment) is a system developed by U.S. Customs and Border Protection (CBP) for the electronic filing of E-Manifests to clear shipments entering the U.S. The carrier has to be set up in the system by providing information pertaining to their company, conveyance equipment, and drivers. Once set up, details of each shipment has to be electronically transmitted to CBP and an ACE Electronic Manifest received back to show that the shipment has been accepted. An entry number must also be given to the carrier by the Custom’s Broker before the shipment can be released.
FORM 2290 (Heavy Highway Use Tax) must be filed for every vehicle with a Gross Vehicle Weight in excess of 55,000 lbs. or 25,000 kg., which will travel over 5,000 miles on highways in the U.S. during the registration period, July 1st to June 30th of each year.
EIN/FIN (Employer Identification Number, also referred as a Federal Identification Number is required in order to file a Form 2290.
W-8BEN is a Certificate of Foreign Status of Beneficial Owner for United States Withholding Tax. You will be asked to submit this form to most U.S. entities that you do business.
IRP (International Registration Program) plates, also referred to as Pro Rate Plates, are required if you operate with a Gross Vehicle Weight in excess of 26,000 lbs. or 11,797 kgs., and transport goods outside of your province or state. Trip permits can also be obtained in lieu of registration but would be very costly in comparison.
IFTA (International Fuel Tax Agreement) registration is required under the same conditions as IRP. Again Trip & Fuel Permits can also be purchased in lieu of registration but would be too costly for even minimum inter-jurisdictional travel.
DRUG & ALCOHOL CONSORTIUM must be joined if you operate a Commercial Motor Vehicle with a Gross Vehicle Weight in excess of 26,000 lbs., or 11,794 kgs. and travelling into the United States. All drivers are required to be in a random pool and a negative pre-employment drug test must be in file prior to the driver crossing the border. The carrier is also required to complete the USDOT mandatory Supervisor Training Course and maintain a copy of the Rules & Regulations pertaining to Drug & Alcohol testing.
The following is a list of special permits that are required to travel in certain states and provinces:
FDA (Food and Drug Administration) is an agency of the United States Department of Health and Human Services and is responsible for regulating food (humans and animal), dietary supplements, drugs (human and animal), cosmetics, medical devices (human and animal) and radiation emitting devices (including non-medical devices), biologics, and blood products in the United States. If you transport any of the above or containers for the storage of food into the United States you must register with the FDA.
NEW YORKSTATE imposes a truck mileage tax on motor carriers operating certain motor vehicles with a Gross Vehicle Weight in excess of 18,000 lbs. or 8,165 kgs. 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. A tax account number is generated for the carrier and a permit is required for each vehicle. The tax has to be submitted within 30 days after the end of each quarter. Trip permits are not issued.
KENTUCKY requires that all motor vehicles with a Gross Vehicle Weight in excess of 59,999 lbs., or 27,216 kgs. obtain a KYU tax license number. The road tax must be submitted within 30 days after the end of each quarter. Alternatively you can purchase a trip permit at the border.
NEW MEXICO imposes a Weight Distance Tax on all motor vehicles in excess of 26,000 lbs, or 11,794 kgs. You are required to register all vehicles and submit the tax within 30 days after the end of each quarter. You can also purchase a trip permit at the border.
OREGON requires that you register all motor vehicles with a Gross Vehicle Weight in excess of 26,000 lbs. or 11,794 kgs. and submit the appropriate Highway Use Tax on a monthly basis. You may also be required to post a Surety Bond.
