Frequently Asked Questions (FAQ) for jurisdiction agency users of the Iteris ClearFleet system
Client level refers to account level information that is neither IRP or IFTA specific, while it can effect those programs, it is the base account to which IRP and IFTA programs are added.
No, new credentials will need to be set up to access your accounts. Learn more about first time login
Your account number is the same as your client ID number.
Click on the ClearFleet logo in the upper left corner at anytime to return to the homepage.
Client/business account information can be updated by navigating to the account information page from the accounts navigation menu item, and selecting "Edit" next to the client account information section. IRP and IFTA account information can be edited from this page as well, from their respective account information section. NOTE: Edits can be made to mailing addresses and contact information. Contact Iowa DOT to change other business related information such as business name, EIN, or USDOT. Learn more about updating account information
No, for example, limit some employees to only have access to reprint cab cards in the system.
Vehicle documents can be added during IRP vehicle transactions as needed. Documentation can be added during the documentation step of the supplement processing flow. Learn more about uploading documentation
Yes, invoices can be printed. Invoices can be accessed from the payments page of ClearFleet as well as during the flow in which they are generated. When invoices are accessed, they will open as a pdf in a new tab where they can be saved, downloaded, or printed as needed.
Yes, multiple invoices can be paid for the same carrier, whether the invoice is IRP or IFTA.
International Fuel Tax Agreement (IFTA) is an agreement among U.S. states and Canadian provinces that simplifies the reporting of fuel use taxes by interstate motor carriers who operate in two or more member states or provinces.
An IFTA license application must be submitted to the Iowa DOT and the Iowa DOT agency user will be responsible for creating the IFTA account in ClearFleet for the carrier. Carriers cannot create their own IFTA account and service providers cannot create the IFTA account for them.
Please contact the Iowa DOT to cancel an IFTA account. Prior to canceling an IFTA license, all quarterly returns must be filed and paid up to and including the current quarter. If no mileage accrued for the current quarter, a no operation return can be filed at any time during the quarter and the account closed. If mileage was accrued, the quarter will need to end before filing.
ClearFleet will automatically refund IFTA bonds that have been paid after 4 consecutive quarterly returns are filed and paid on time, as long as the IFTA account is in good standing. The system will also automatically notify the carrier via email of the IFTA bond refund. Checks are processed and sent through USPS to the business address on file.
Order IFTA decals from the IFTA decals and vehicles page. They are .50 each. NOTE: IFTA decal cost will increase to $1.00 next year. IFTA vehicles must exist prior to ordering decals. Additional unassigned decals can also be purchased but do not need to be associated with a vehicle. Learn more about IFTA terms and definitions.
IFTA decals are assigned to a specific carrier. IFTA decals are not assigned to a specific vehicle, however, IFTA vehicles must exist prior to ordering decals.
Yes, IFTA quarterly returns can be filed electronically from the IFTA Quarterly Reports page. They can be manually entered or uploaded. Learn more about filing an IFTA return
NOTE: When filing IFTA returns, all jurisdictions can be added at the same time, or they can be added and deleted individually.
Yes, you can upload the quarterly return and access a template when you click "Add New IFTA Quarterly Report" on the quarterly return page
NOTE: IFTA return resources load at the top of the new IFTA quarterly report and include the ability to view rates, download a 'blank' return form, or upload quarterly return(s)
The return details for distance and fuel will be blank, however, a quarter and year must be selected before printing and will be printed on the 'blank' quarterly return.
As long as the IFTA return has not been remitted to the IFTA Clearinghouse, it can be reopened and corrected. If the return has been remitted, an amendment will need to be filed to correct the error. NOTE: Service providers and carriers are limited to one amendment per return and jurisdiction agency users are limited to two amendments per return. Learn more about filing and amending IFTA returns
Current year plus four years prior.
The International Registration Plan (IRP) is a reciprocal agreement that allows commercial vehicle fleets that travel in two or more jurisdictions to register in multiple jurisdictions with a single registration plate and cab card.
Only carriers and agency users can create an IRP account online using ClearFleet. NOTE: A physical IRP registration application must be submitted to the Iowa DOT
Please contact the Iowa DOT to cancel an IRP account.
If a carrier has annual plates, permanent stickers will be issued during renewals for those plates.
The fleet can be deactivated from the IRP Fleets page. NOTE: Fleets with active vehicles can not be deactivated.
This label functions similarly to a nickname, facilitating easy identification of the weight group. The system supports the use of alphanumeric and special characters.
No, but you can deactivate them so they do not show in the dropdowns while adding or editing vehicles. Learn more about deactivating weight groups
The system only allows transfers within the same fleet on the same account. To transfer a vehicle to another fleet, the vehicle will need to be removed from the current fleet, and then added to the other fleet. Learn more about add with transfer
Yes, vehicles and trailers can be added, edited or removed as needed throughout the year, not just during a renewal.
There is not a way to import multiple vehicle adds.
Yes. Learn more about add with transfer
Yes, each unit will be processed individually.
No, trailer adds do not need to enter the combined axles. The combined axles will be added to the vehicle pulling the trailer.
When adding a vehicle, on the registration details page, select the "Other" date for the fee calculation date, and then entered the desired date from the bill of sale.
MCO must be provided to the Iowa DOT.
No, the system generates the factory price.
Factory prices can impact fees, depending on the jurisdictions.
Yes, if it inactive for the current registration year and fleet number.
Yes, the same VIN can be on different accounts, but ClearFleet will not allow the same active VIN to be added if the VIN exists on the same fleet in ClearFleet.
Yes, the VIN decoder ClearFleet uses is from the National Highway Traffic Safety Administration (nhtsa.gov). Not all fields are decoded, for example vehicle type selection will still be required. Decoded fields include: year, make, and fuel type.
If the VIN decode doesn't work, you will need to confirm the information entered into the VIN decoder and then enter any missing information.
No, the system can recognize VINs without needing to add extra zeroes.
When adding or editing a vehicle, the motor carrier responsible for safety (MCRS) information is available on the vehicle form page. If MCRS is expected to change, select yes and enter the TIN and USDOT of MCRS information as needed.
Yes, cab cards can be downloaded, emailed, faxed, or mailed as desired. When processing an add or an add with transfer, select 'email' as the preferred delivery method, and enter the email address you want to receive the cab card to if different than the default.
It depends. Cab cards can be downloaded, emailed, or faxed for no charge. If a cab card is requested to be delivered, there will be a mailing fee that must be paid prior to credentials being sent. Learn more about accessing cab cards
Duplicate plates, cab cards, temporary authority, and proof of prorate are all available from the vehicles page. Paper credentials (i.e. not plates) can be emailed, faxed, downloaded, or ordered by mail. NOTE: If mail option is selected, fees must be received prior to order fulfillment.
No, if you would like a temporary authority it should be selected when the vehicle is added or edited.
Form 2290, also known as heavy highway use tax form, required for vehicles with a gross weight of more than 55,000 pounds. (Must be updated annually) In general, trailers themselves do not need to be reported on form 2290 unless they are considered as part of a vehicle combination carrying a total weight greater than or equal to 55,000 pounds. Access forms here
Form 2290 can be uploaded to the supplement and the document requirement can be managed from the supplement or the documents page.
Documents can be uploaded via drag and drop or selected from your device. Learn more about uploading documents
Yes, you would use "Other" as the document type.
Yes, however, if combining documentation, we suggest uploading files by file types to ensure quick processing. Current documentation types are: Form 2290, Title, and Other
Yes, documents can be uploaded to the supplement during the creation of the supplement, while resuming the supplement from the work in process page prior to submission, or from the supplements page after it has been submitted. Learn more about uploading documents
The supplement effective date is used to determine fees.
Some supplements in the ClearFleet system have a supplement effective date. This date determines active dates and may affect fees.
Some supplements do not have a supplement effective date, such as add, add with transfer, and new accounts. Instead, fee calculation date is used to assess fees. The fee calculation date of vehicles on the supplement must be within the same calendar month.
Supplement numbers get assigned when it has been submitted to Iowa DOT for processing.
Supplements that have not been submitted yet are available to resume from the Work In Process page.
Submitted supplements are available on the Supplements page.
A supplement that has been created but not submitted yet can be deleted from the Work in Process page. After a supplement has been submitted, it can be denied by the Iowa DOT. Contact an Iowa DOT admin to request a supplement be denied.
Yes, the system provides estimates during the supplement process and will be used to submit the supplement. NOTE: estimates are subject to change based on when credentials/documentation is received.
Yes, but refund amounts are subject to change based on when credentials/documentation is received.
Yes, an email will be sent with the invoice to pay.
Mailing Address:PO Box 10382,Des Moines, IA 50306-0382
Physical Address:6310 SE Convenience Blvd.,Ankeny, IA 50021
Email: [email protected]Phone: 515-237-3268Fax: 515-237-3225Website: Iowa DOT Motor Carriers