Core Requirements for All Motor Carriers

All motor carriers must provide the following documentation to establish or maintain their account:

• FEIN Letter - IRS Form SS-4 or 147-C designating your business name and address to your Federal Employer Identification Number
• If you are an LLC or an INC – It must be listed on the FEIN letter
• US DOT Number - Must be assigned from FMCSA (obtain at FMCSA.dot.gov or call
  1-800-832-5660)
• 1-800-832-5660)
• DOT Status - Account must be in good standing with current MCS-150 up to date
• Current MCS-150 (up-to-date)
• Kansas Driver's License - Valid Kansas driver's license for the account owner
• Business Structure Documentation (see below)
• Proof of Kansas Residency and Established Place of Business (see below)
• Insurance Documentation (see below)

Business Structure Documentation

For LLC or Incorporated Businesses:

• Articles of Incorporation must be filed with the Kansas Secretary of State
• • 785-296-4564) - 120 SW 10th, Memorial Hall, Topeka KS, 1st Floor

For Individual Operators:

• FEIN Letter or Employee ID
• Kansas Driver's License
• • No limited term designation allowed on license
• US DOT Number assignment

Proof of Kansas Residency and Established Place of Business

You must provide three (3) forms of proof that demonstrate an established Kansas address.

• The name and address on these documents must match the legal business name or owner exactly.

Acceptable forms of proof include:

• Current utility bills (water, electric, gas, trash, internet) – MUST show service address
• Property tax receipt or real estate tax receipt
• Lease agreement or rental agreement
• Tax returns (personal or company)
• Another vehicle title in the same name

Insurance Documentation

• Certificate of Liability Insurance - REQUIRED
• Insurance cards for each truck and trailer being registered OR certificate of liability insurance must show all VINs that are being registered

All insurance documentation must show current coverage and match the legal business name and address (Make sure that LLC or INC is included if they apply to your business).

Vehicle Registration Requirements

Vehicle-Specific Documentation

For each vehicle being registered or renewed, provide:

• Vehicle Title - Front and back copy (or electronic title); name on account must match name on title
• Current Registration - If renewing
• IRS Form 2290 – Stamped Heavy Vehicle Use Tax for applicable vehicles
• VIN Verification - Required for out-of-state vehicles or as requested

Lease Agreements (If Applicable)

If vehicles are leased or operated under lease-purchase agreements:

• Completed lease agreement between parties
• Safety Responsibility Statement (Form MCSB) signed by the motor carrier responsible for vehicle safety
• All lease documentation must clearly identify the responsible party for DOT compliance

Required Regulatory Forms

IRP (International Registration Plan) Accounts

Complete and submit the following forms, available at Kansas Department of Revenue Division of Vehicles (ksrevenue.gov):

• Form AUD-43 - Records retention form
• Schedule B - Distance records and apportionment data
• Schedule C - Vehicle and trailer identification with unit numbers
• Schedule D - Distance summary by jurisdiction

IFTA (International Fuel Tax Agreement)

If operating under IFTA, provide:

• IFTA mileage records for units operated under IRP/IFTA
• Current fuel tax records by jurisdiction

DON’T GET DELAYED

Name and Address Matching

All documents must have matching legal names and addresses. This is the most common reason for appointment delays and rejections. Verify that the following match exactly:

• Business name on FEIN letter
• LLC or INC must be listed, if applicable.
• Name on insurance certificates
• Name on Articles of Incorporation (if applicable)
• Address on utility bills – Must show service location
• Address on IRP/IFTA forms

Appointment Preparation

1. Visit our website at WWW.KMCA.ORG/SERVICES.
2. Gather all required documents before your appointment date
3. Verify that all names and addresses match across all documentation
4. If you do not have all documents, you will be required to reschedule
5. Bring original documents or certified copies as requested

Contact Information

Important Final Reminder:

Proper preparation is essential for efficient processing of your motor carrier account setup or vehicle registration.

By gathering all required documentation in advance and ensuring that names and addresses match exactly across all documents, you can complete your registration process in a single appointment. If you have questions about specific requirements or need clarification on any documentation, contact KMCA before your scheduled appointment to avoid delays.

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