MARCH 2011 NEWSLETTER
It’s that time again. Arkansas and Kansas will be sending you tax forms to be filled out for the calendar year of 2010. The forms must be completed and returned even if there were no miles in the state. If you would like TCS to complete these forms for you, you must either mail them in to us or bring them in. There will be a service fee to complete these forms for you. DO NOT IGNORE THESE FORMS JUST BECAUSE YOU HAD NO MILES IN THE STATE(S). These states will charge you a penalty for not submitting these completed forms.
IRP APRIL 2011 - MARCH 2012 RENEWALS
As
there is no grace period on current Arizona plates/tags, March 2011
credentials expire at midnight, Thursday, March 31, 2011. Your 4/1/11 to
3/31/12 credentials must be in your possession by April 1, 2011. Remember
to turn in license plates for any units sold, deleted or those that will not
be renewed for the next renewal period.
SPECIAL NOTE: ADOT will not process late walk-in renewals until after the March 31 expiration date. Any March renewal requests received in our office after Monday, March 7 will most likely not be processed until after your expiration date and there will be an additional service fee to expedite your registration. If your apportioned plates expire in March and you have not yet sent us your orange renewal sheet, please send it to us as soon as possible to avoid future complications. If you need a renewal form, please contact Myriam or Elaine in our office or print one from the forms page of our website.
Payments made to TCS in the final week of expiration have limited processing times and may result in your credentials being issued AFTER the expiration date.
Additional fees may be due to obtain ADOT’s authorization to release credentials.
INSURANCE: Please submit a current certificate of insurance for your vehicle(s) registration to TCS. MVD requires TCS to retain the certificate for file purposes.
REMINDERS: IRP’s processing time is a minimum of three days. As we get closer to the expiration date, processing time increases significantly.If you do not want TCS to do your IRP renewal, give us a call and we will send ADOT’s IRP renewal printout to you.
PAYMENT REMINDER: Due to recent changes in banking practices, our availability to funds deposited is limited. As we cannot issue payment checks to ADOT or any other agency until the funds are available to us by our bank, there will sometimes be a waiting period for your credentials, depending on your chosen method of payment to TCS. The following is a guide to any waiting period you may incur between your payment to TCS and the processing of your credentials. This schedule is subject to change as banking practices are adjusted.
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METHOD OF PAYMENT |
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Company check under $1,000 (or multiple checks totaling under $1,000) - same day processing (as scheduling permits) |
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Wire Transfer any amount or Cash under $10,000 – same day processing (as scheduling permits) |
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Cashier’s Check under $5,000 - same day processing (as scheduling permits) |
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Cashier’s Check over $5,000 - 4 business-day waiting period |
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Company Check over $1,000 (or multiple checks totaling over $1,000) – 10 day waiting period |
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Credit card acceptance varies – please ask for availability |
2290 TAX (HVUT)
REMINDER: If you have bought a new truck over 54,999 GVW, you must file and pay your 2290 tax by the end of the month following the date of the purchase. EXAMPLE: You purchased a new truck over 54,999 GVW on February 15. The 2290 tax is due before March 31. If you would like TCS to process your 2290 form, please contact Myriam or Elaine in our office.
In order for TCS or any other agency, including ADOT, to renew your apportioned trucks, we must have your most recent copy of your paid “2290” tax receipt from the IRS. This seems to be an on-going problem for some customers but there is an option. For a nominal fee, we at TCS would encourage all of our customers who are having a problem with paying their “Heavy Use Tax” on time or with getting a copy of the paid receipt to us before their renewal to have TCS do the paperwork and make the IRS payment for you. For us to be able to do that, we need a Federal Power-of-Attorney signed by the customer along with the tax money owed. After payment has been made, TCS would then send the customer a copy of the paid receipt, upon request, and we would retain the original for use at the time of your renewal. If you are interested in this service, please contact Myriam or Elaine in our office.Special Note: If you are having problems filing your 2290 return in a timely matter, it is better to file the return directly to the IRS without payment, than to not file it at all. Penalties and interest accrue on late returns regardless if the return was remitted with payment or not; although, if filed without payment, penalties and interest will be significantly less than if not filed at all. Payment options are available to be set up directly with the IRS if you are not able to pay the 2290 when due. IRS locations for 2290 are 4041 N. Central Ave. Phoenix, AZ 85012 or 7350 W. Camino San Xavier Glendale, AZ 85308. You may also contact the IRS at 1-800-829-4933.
Please note that registration cannot be issued without a paid 2290 receipt and the IRS will not issue a receipt until the tax has been paid in full.
ARIZONA IFTA BONDS
If you have paid for an Arizona IFTA bond for 3 consecutive years and you have filed your quarterly IFTA reports on time, you may not need to renew the bond. You will need to acquire a rescind notice from the bonding company to send to ADOT for their review. If you are not sure how long you have been renewing, give us a call and we can check with ADOT for you. Neither ADOT nor the bonding company will notify you that you have paid for 3 years and may not need to renew your bond.
ADDITIONAL FUEL TAX SERVICE FEE
Reminder, an additional charge will be imposed upon customers turning in trip sheets late. For example, this last quarter, we had a high percentage of people turning in October, November, and December trip sheets into our office for processing the last two weeks of January. Although we only guarantee anything turned in by the 10th will be completed on time, our fuel tax preparers take the extra effort to process as many as they possibly can by the due date.
Turning in trip sheets late severely increases the processing time as the workload is tripled at the last minute. We ask that trip sheets be turned into our office no later than the 10th of each month for the previous month. (January trip sheets should be in our office by February 10th, February trip sheets should be in our office by March 10th, etc.). Trip sheets turned in late will incur an additional processing fee.
FUEL TAXES
According to IFTA rules and regulations, your IFTA license may be revoked for not using odometer readings per state. Some of you that are not currently using odometer readings should consider using them as soon as possible.
Just a few reminders about trip sheets: It is better to add IN a few extra miles for each trip and pay for them now than to have an auditor add them in at an audit and have to pay penalties and interest on them later.
Days not running or days off should be noted on trip sheets. If there is no operation for a month, be sure to call in or send in a blank trip sheet stating no miles for that month.
Each trip needs a starting point, loading point and a destination. Each starting point MUST match the destination of the last trip. You cannot have the destination as El Paso Texas and then have the next trip starting in Dallas Texas. All major routes used must be listed and miles must be split up by state.
Fuel receipts must have your company name, date, gallon amount, price per gallon, amount paid, address of fuel station, and if state tax was paid. Reefer fuel must be indicated. Original copies of fuel receipts must be turned in with your trip sheets. 
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Monday - Thursday: 8:00 to 5:00
- Friday - 8:00 to noon
