Cab Cards & IRP: What You Need to Know
For any interstate motor carrier, IRP registration and the associated cab card are critical requirements that can’t be ignored. Hooking up a 40-foot gooseneck and crossing state lines without a clear understanding of your apportioned registration is a surefire way to get hit with violations, fines, and costly downtime.
This article breaks down what a cab card is, how it relates to the IRP, who needs it, and what you must know before putting your trucks on the road.
The International Registration Plan (IRP) Explained
The IRP is a registration agreement between the 48 contiguous U.S. states, the District of Columbia, and ten Canadian provinces. Its purpose is to streamline the registration of commercial vehicles that travel between these jurisdictions.
Before the IRP, carriers operating in multiple states faced the nightmare of needing different license plates and registration documents for each one. The IRP solved this by creating a single "apportioned" registration. Under this system, you register your fleet in your home state (your "base jurisdiction"), and your registration fees are then distributed among all the jurisdictions your trucks operate in. These fees are calculated based on the vehicle class and the percentage of total miles your fleet travels in each member state.
IRP vs. IFTA: What's the Difference?
This is a common point of confusion for new carriers. While IRP and the International Fuel Tax Agreement (IFTA) are often managed together, they cover two different things:
IRP deals with vehicle registration (your license plates and authority to operate).
IFTA deals with fuel tax reporting.
Both require meticulous mileage tracking by jurisdiction, which is why they are often handled at the same time. A service that manages your IRP should also be able to handle your IFTA filings to ensure consistency and compliance across the board.
Who Needs to Register for the IRP?
Your vehicle or combination of vehicles must be registered under the IRP if it is used for interstate commerce and meets any of the following criteria:
Has two axles and a gross vehicle weight (GVW) or registered gross vehicle weight exceeding 26,000 pounds.
Has three or more axles, regardless of weight.
Is used in a combination where the total gross vehicle weight exceeds 26,000 pounds.
If your operations are strictly "intrastate" (meaning you never leave your home state), you do not need an IRP registration. However, the moment a qualifying vehicle crosses a state line, it is subject to IRP requirements.
What is a Cab Card?
The cab card is the official document issued by your base state that proves your vehicle is registered under the IRP. It lists critical information about your vehicle, your company, and, most importantly, all the member jurisdictions you are registered to operate in.
An officer at a roadside inspection or weigh station will ask for this document to verify your compliance. The original cab card must be kept in the corresponding vehicle at all times. Failure to produce the original, valid document will result in penalties.
How to Get Your IRP Registration and Cab Card
While the exact process can vary slightly by state, the general steps for a new IRP account are consistent.
Step 1: Establish Your Base Jurisdiction Your base jurisdiction is the state where you have an established place of business and where your fleet records are maintained. You must be able to prove this with documents like utility bills, lease agreements, or incorporation papers.
Step 2: Gather Required Documentation Your state’s IRP office will require a specific set of documents. Getting this step perfect is crucial to avoid rejection. Be prepared to provide:
Proof of Business: Your USDOT Number, Employer Identification Number (EIN), and articles of incorporation.
Proof of Residency: A valid driver's license and proof of address for your established place of business.
Vehicle Information: Original vehicle titles (or copies, if leased).
Heavy Vehicle Use Tax (HVUT): A stamped IRS Form 2290, Schedule 1 for any vehicle with a GVW of 55,000 pounds or more.
Lease Agreement: If your vehicle is leased, a copy of the executed lease agreement.
Step 3: Complete the Application and Estimate Mileage You will fill out your state’s IRP application, listing each vehicle. As a new carrier, you won’t have a mileage history, so your state provides an average distance chart. Using this to accurately estimate the percentage of miles you plan to travel in each jurisdiction is key to calculating your fees correctly.
Step 4: Pay Fees and Receive Credentials Once your application is approved, you will receive a fee invoice. After payment, your base jurisdiction will issue your apportioned license plates and official cab cards. Once these are on your trucks, you are compliant with IRP regulations.
Let The Experts Handle Your IRP Compliance
Navigating IRP and IFTA applications can be a major roadblock for carriers. We've seen firsthand how challenging these processes are, especially since each state has its own unique requirements. Gathering the documents, using the correct format, and selecting the proper registration class are all critical steps where errors cause costly delays.
That's where Total Insight Professional Services (TIPS) comes in. We take the guesswork out of the IRP application process—from new accounts to annual renewals—by handling it all for you. Our team of experts knows the specific requirements for each state, ensuring your application is filed correctly the first time. By letting us manage the paperwork, you can prevent unnecessary delays and get your trucks on the road faster.