This is an alphabetized list of IRP terms intended to assist users of the ClearFleet system:
Account Number: Also known as a Client ID, the account number is a unique identifier assigned to the client level account, and will therefore be the same for IRP and IFTA.
Apportioned License Plate: A plate issued under the IRP that allows vehicles to operate in multiple jurisdictions.
Apportioned Registration: Registration of a vehicle under the International Registration Plan (IRP) that allows the vehicle to operate in multiple jurisdictions.
Apportionable Vehicle: A vehicle that qualifies for IRP registration based on weight and operations (e.g., over 26,000 pounds GVW or having three or more axles).
Audit: A review of records to ensure proper records kept and registration fees were paid.
Average Per-Vehicle Distance (APVD): When adding a fleet with no actual distance during the reporting period, averages from the APVD charts are used to asses registration fees for the fleet. (APVD charts from irponline.org)
Back Fee Assessment: Number of months the vehicle was not continuously registered in their county, for which registration fees are due to bring registration current. Applicable to vehicles whose base jurisdiction is Iowa.
Bad Check: Bad check can be entered into ClearFleet for the following reasons: Insufficient funds, no account located, refer to maker, or stop payment. When a bad check is entered on an account, guaranteed funds are required for the period specified in the bad check.
Base Jurisdiction: The jurisdiction where the registrant has an established place of business and where operational records are maintained.
Base Weight: The base weight of a vehicle is the nominal weight of a vehicle with a full tank of fuel and standard equipment, but without passengers, cargo, or optional equipment. View list of Jurisdiction Base Weights
Cab Card: A registration card issued for a vehicle registered under the IRP, showing the jurisdictions in which the vehicle is authorized to operate.
Carrier Application: IRP Carrier applications must be filed with the Iowa DOT. Access forms here
Claim for refund: Also known as Form 411047, this form is required to claim a refund for the unused portion of taxes paid on Form 2290 if the vehicle is sold, destroyed, or retired. Access forms here
Colorado Special Truck: A mobile mixing truck, trash compacting truck, concrete pumping truck, or wrecker truck that travels in Colorado.
Combined Axles: Total number of axles on the power unit and trailer combined.
Delinquent Adds: When a vehicle is registered more than 30 days after the purchase date. This may result in fees, fines, compliance violations and possible insurance issues. See also back fees
Distance Reporting: The recording and reporting of miles traveled in each jurisdiction.
Error Corrections: Edits made to supplements after processing is complete. There are three types of IRP error corrections the ClearFleet system supports: EC Do (add equipment), EC Undo (remove equipment), EC Weight Group Change (Undo, then Do). For Distance Change error corrections, please contact administration for support.
Estimated Distance: A projection of the miles a vehicle is expected to travel in each jurisdiction during a registration year. Generally used during very first registration year.
Estimated Fees: Estimates may vary upon review and approval from Iowa DOT
Estimated Admin Fees: Administrative fees estimated for processing the application
Estimated Base Fees: Registration fees estimated for base jurisdiction
Estimated Foreign: Registration fees estimated for all non-base jurisdictions
Fee Schedule: A table listing the fees associated with registration by jurisdiction.
Fleet: One or more vehicles registered under a single IRP account.
FOOS (Federal Out of Service Order): when a commercial vehicle or its driver has been deemed unsafe to operate and is therefore prohibited from driving until identified issues (usually critical safety violations) are corrected
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) Access forms here
Gross Vehicle Weight (GVW): The maximum total weight of the vehicle and its cargo.
Guaranteed Funds: When an account holder has a guaranteed funds flagged on their account, their payment options will be limited. Guaranteed funds flag occurs automatically when a bad check has been flagged on the account, and can be added without a bad check.
IRP (International Registration Plan): a reciprocity agreement between the United States and Canada that allows commercial vehicles to be registered in one state and operate in multiple jurisdictions.
IRP Registration Year: The 12-month period for which an IRP account is registered.
IRP Renewal: The process of renewing the registration of a vehicle under the IRP.
Jurisdiction: A state, territory, or province participating in the IRP.
MCO (Manufacturer's certificate of Origin): MCO or Manufacturer's Statement of Origin (MSO) is a document that certifies the original ownership of a vehicle.
MCO Provided: If the vehicle is new a copy of the MCO must be provided.
MCRS (Motor Carrier Responsible for Safety): The individual or company responsible for the safe operation of the vehicle. Must be an interstate motor carrier.
MCRS Expected to Change: If you indicated the MCRS is going to change during the registration period, the MCRS information will not be placed on the cab card. This means the driver must have in their possession appropriate documentation (a current cab card, lease agreement, and shipping document) to present if stopped at roadside. If the MCRS changes are due to a Federal out-of-service order, you must make the change with our office immediately and provide a current lease agreement between you and the company with whom you are leasing.
Mileage Records: Records that document the distance traveled by a vehicle in each jurisdiction.
Operational Records: Records that document the operation of a vehicle, including mileage records, fuel records, and trip reports.
Owner-Operator: A person or entity owning and operating a commercial motor vehicle.
Personalized Plate: Up to seven characters and numbers, no special characters. Subject to approval. After the initial fee, annual validation fee will be required at renewal.
Power Unit: A self-propelled vehicle used to pull trailers or transport goods.
Proof of Prorate: proof of fees paid and months licensed. Needed to county-plate a prorated vehicle. Not needed if not prorated with Iowa for three years.
Proof of Residency: Add
Proportional Registration: The distribution of registration fees based on the distance traveled in each jurisdiction.
Purchase Price: Minimum $1000, Maximum $1 million, no trade-in or sales tax, but includes accessories/modifications.
Reciprocity Agreement: An agreement allowing exemptions from fees in certain cases.
Records Retention: Account holders are required to preserve company records, which are subject to audit. A signed copy of the records retention statement must be received prior to account approval.
Registrant: The person or entity in whose name a vehicle is registered.
Registrant-Only Carrier: A registrant is the entity that pays for the vehicle registration plate. They may own or lease the vehicle. A registrant-only applicant does not need a USDOT number but will need to provide the USDOT and EIN/TIN of the motor carrier responsible for the vehicle's safety (MCRS) and a lease agreement between the applicant and MCRS.
Remitted: When transactions have been finalized and distributed to other jurisdictions.
Restricted Plate: A plate issued for specific purposes, such as farm or government use.
Supplement: An application to add, delete, or change information on an existing IRP account.
Temporary Authority: Temporary credential allowing operation for up to 45 days or until end of registration period, which ever comes first.
TIN of MCRS: Tax Identification Number of the Motor Carrier Responsible for Safety.
Title: If no title number is listed, enter NITI (No Iowa Title Included).
Title State/Province: State/Province where the title is issued from.
Trip Permit: A permit issued for temporary operation in a jurisdiction when not apportioned.
UCR (Unified Carrier Registration): Required every year for interstate carriers, leasing companies, brokers, or freight forwarders driving self-propelled or towed vehicle across state lines for business if any of the following are true:
Gross Vehicle Weight Rating (GVW) or weight greater than 10,001 pounds
Vehicle is made to transport more than 10 people (including the driver)
Vehicle is transporting hazardous material that requires warning signs (placards)
Access UCR and other forms here
Unit Axles: Number of axles on the power unit or trailer.
Unit Number: Must be unique for each Vehicle Identification Number (VIN) regardless of program participation. System allows alphanumeric and special characters.
Unladen Weight: The weight of a vehicle without a load.
USDOT of MCRS: United States Department of Transportation number of the Motor Carrier Responsible for Safety.
Utah Special Truck: A cement pump, well boring unit, or crane that travels in Utah.
Vehicle Types:
Power Units TR - TractorTK - Truck TT - Truck-TractorBS - Bus (requires seat count)WR - Wrecker
Non Power Units (Fuel type defaults to "Zero (Not Powered)"):1s - Trailer with 1 year registration5s - Trailer with 5 year registration
VIN (Vehicle Identification Number): 5-17 characters, must be unique per fleet. The system supports the use of alphanumeric and special characters.
VIN Decoder: 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, fuel type, and factory price.
Weight Group: used to register vehicles that weigh more than 26,000 pounds and travel in Iowa and other states
Weight Group Description: This label functions similarly to a nickname, facilitating easy identification of the weight group. The system supports the use of alphanumeric and special characters.
Learn more about IFTA terms and definitions
Learn more about IRP processes in ClearFleetLearn more about IFTA processes in ClearFleetLearn more about client level processes in ClearFleet
Access forms here
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