OCTOBER 2011 NEWSLETTER
2012 UCR & permit renewal form mailed with newsletter – see below for more information.
Your UCR and permit renewal forms are ready to be filled out and returned to TCS. These are the most important documents that we will send you all year!! We know it seems early to be thinking about 2012 renewals, but some of your applications must be submitted by the beginning of October. Your IRP renewals are completed separately – this is for UCR and mileage permits only; so, even if you have already renewed your IRP, this form still needs to be completed for UCR and other state permits. Please take five minutes to complete the turquoise renewal form, and return it to our office by October 14th. A ton of paperwork must be processed in this office from the information that you supply to us on this renewal form.
In order for us to complete your renewal application in a timely manner, you MUST provide us with a tractor and trailer list or list your tractor(s) and trailer(s) on the renewal form. Do not assume that we know what tractors and trailers you are using. Many changes are made during the year and supplying a state agency with the wrong data will hold up your 2012 renewals. This is our way of double-checking our records to make sure our files are accurate and agree with the information that you supply.
Also, please make sure that all renewal applications from other states are sent to our office for completion. Some states will not send forms to an agency, only to your home/office address.It is extremely important that your renewal form be completed, signed, dated, and returned to our office no later than October 14th 2011.
Once we receive your renewal form, we will work up an invoice and bill you for the necessary credentials. We will begin ordering your credentials when your payment of this invoice is received in our office.
We will be taking all renewal requests on a first come, first served basis. Send your information as soon as possible. The later we receive your renewal information, the later your renewal will be submitted to the states, with the possibility of your UCR and/or permits not being in compliance by 1/1/12.
Fleet
IRP renewals will need to be processed with ADOT for those that expire on
December 31, 2011. If your apportioned plates expire in December, there
should be a pink renewal information sheet included with this newsletter.
If TCS has failed to provide a renewal request, please contact Myriam or
Elaine in our office so they can mail or fax one to you. You can also print
a form off the forms page of our website. It is very important that your
renewal request be processed and submitted to ADOT no later than the end of
this month. ADOT WILL NOT EXTEND ANY GRACE PERIOD. All apportioned
plates that expire on December 31, 2011 WILL expire on that day.
If you have any questions on your renewal, please contact Myriam or Elaine in our office.
NOTE: If you submit your renewal sheet to TCS for processing and then choose not to renew, TCS’s service fees will be assessed for processing the renewal and reversing ADOT’s invoice.
Please submit proof of insurance to TCS with a current certificate of insurance for your vehicle(s) registration. MVD requires TCS to retain the certificate for file purposes. Also, proof of payment of the Heavy Vehicle Use Tax (HVUT or 2290 tax) is required in order for TCS to issue any registration credentials on vehicles over 55,000 GVW.ADOT requires the IRP renewal process to include US DOT and IFTA compliance. TCS will request US DOT updates and assess a $25.00 service fee if the US DOT data is not correlating to the Arizona data. A change to the US DOT may include updating your federal identification number, name, and/or address changes as well as updating your federal authority and process agents at additional fees.
REMINDER: IRP’s processing time is a minimum of 3 days and this time increases the closer we get to the renewal date.
Due
to 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. See our website for 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.
The Federal Highway Use Tax (Form 2290) is normally due and must be filed and paid no later than August 31, 2011; however, in July, the IRS changed the due date for form 2290.
The IRS issued a notice advising truckers and other owners of heavy highway vehicles that the due date for their next federal highway use tax return (form 2290) has been changed from August 31, 2011 to November 30, 2011. This extension is designed to alleviate any confusion and possible multiple filings that could result if Congress reinstates or modifies the highway use tax after September 30, 2011, when it is scheduled to expire. The November 30 filing deadline for form 2290 for the tax period that began on July 1, 2011 applies to vehicles used during July, as well as those first used during August or September. Returns should not be filed and payments should not be made prior to November 1st.
If you have already paid TCS to process your 2290 tax form, we will process on November 1st and mail out your receipt at that time. If you have not yet paid us but have been invoiced and still want us to do this for you, please have your payment in our office by November 1, 2011.The IRS no longer mails a tax form to be used when filing your 2290 so do NOT consider yourself exempt from reporting because you did not receive one. Every power unit that exceeds a GVW (registered) of 54999# must be reported. The IRS accepts payment through the mail, by hand delivery, or electronically. There will be a link to the Federal Form 2290 on the forms page of our website as soon as the IRS releases the final form. Remember, a copy of the 2011/2012 stamped 2290 paid receipt with the VIN # will be required when processing any registrations after November 30, 2011. As this filing date has been extended, we will need a copy of your 2010/2011 stamped 2290 paid receipt with the VIN# to issue your September renewal or any other registration forms.
If you are already set up for TCS to process this for you, you should have already received your invoice. If you are not already set up for TCS to process for you and would like to be, or did not receive your invoice, please contact Myriam or Elaine in our office.
IT’S TAX TIME AGAIN! Be sure your trip sheets reach us by October 5 and remember to send us any tax forms from states that send them to your address instead of ours.
We will not automatically file zeros for everyone who fails to turn in trip sheets. If you had no operations for the past month or past quarter, please call Nancy, Mary Jo, Elina or Heather in our fuel tax department and advise them to file zeros for you.
IMPORTANT REMINDER: 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.
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Monday - Thursday: 8:00 to 5:00
- Friday - 8:00 to noon
