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One Stop Credentialing And Registration - Frequently Asked Questions


 

One Stop Credentialing and Registration (OSCAR)

What are the hours of operation for OSCAR?

OSCAR is available Monday through Saturday from 12:00 am until 8:45 pm EST. Telephone support is available Monday through Friday from 8:30 am through 4:30 pm EST.  The telephone number to call is (518) 474-7667.

What transactions can I perform in OSCAR?

You can perform the following functions in OSCAR:

  • Add a vehicle to an IRP, IFTA, or HUT fleet
  • Transfer vehicle from a NYS commercial fleet to an IRP fleet
  • Transfer a license plate from an IRP vehicle to a new IRP vehicle

How many transactions can I perform using OSCAR?

OSCAR can process up to 30 new vehicles per session.

Are additional transactions going to be added to OSCAR?

Yes. Please visit the site often. We will announce new transactions as they become available.

What is required to use OSCAR?

  • You must be currently registered in New York for IRP, IFTA, HUT or DOT
  • You must have a USDOT number
  • You must have a New York State Taxpayer Identification Number

Who must have a USDOT number?

You will need a USDOT number to enroll in and use the OSCAR website.

Additionally, you need a USDOT number if you operate one of the following:

  • a truck (over 10,000 lbs) across state lines
  • a bus (designed to transport more than 15 persons, including the driver) across state lines
  • a vehicle used to transport more than 8 passengers (including the driver) for compensation
  • a truck or for-hire bus (as described above) within one state but as part of a through movement that begins or ends in another state
  • a vehicle that hauls hazardous cargoes, either across state lines or wholly within one state

Where do I file for a USDOT number?

You can file on line at http://www.fmcsa.dot.gov/ or by calling (800) 832-5660.

Who monitors interstate transportation?

The Federal Motor Carrier Safety Administration http://www.fmcsa.dot.gov.

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Highway Use Tax (HUT)

What is HUT?

New York State imposes a highway use tax on motor carriers operating certain motor vehicles on New York State public highways. The highway use tax is a weight-distance tax, computed based on mileage traveled by motor vehicles on New York State public highways at a rate determined by the weight of the motor vehicle.

Who is required to register for HUT?

The following motor vehicles are subject to the truck mileage tax Certificate of Registration requirements :

  • Any truck, tractor, or other self-propelled vehicle with a gross weight of more than 18,000 pounds
  • Any trailer, semi trailer, dolly, or other drawn vehicle transporting automotive fuel that has a gross weight of more than 18,000 pounds
  • If a carrier uses the unloaded weight method to calculate the truck mileage tax, any truck with an unloaded weight of more than 8,000 pounds and any tractor with an unloaded weight of more than 4,000 pounds are also subject to the truck mileage tax Certificate of Registration requirements

What vehicles are exempt from HUT?

To be exempt, the vehicle must be used exclusively for the exempt activity. It may not be used to deliver passengers or materials. If a carrier intends to use an exempt vehicle in a nonexempt way, the carrier must first obtain a Certificate of Registration and will then be required to file a return to report and pay tax on both the exempt and nonexempt mileage for the entire calendar month.

The exempt vehicles are:

  • Vehicles engaged exclusively in the transportation of United States mail under a contract;
  • Vehicles operated by any agency or department of the United States, or any state, county, city, town, or municipality;
  • Vehicles owned and operated by farmers to transport their own agricultural products, pulpwood, or livestock (including packed, processed, or manufactured products) that were originally grown or raised on their own farms or orchards; or in transporting farm products from farms contiguous to their own; or when used to transport supplies and equipment for use or consumption on their own farms;
  • Vehicles used exclusively to transport household goods under authority of the New York State or the United States Department of Transportation;
  • Vehicles owned and operated by any fire company or department as defined in section 3 of the Volunteer Firemen’s Benefit Law:
  • Recreational vehicles (vehicles such as motor homes, pickup trucks with attached campers, and buses) used exclusively for personal pleasure by an individual and not used in any business endeavor.

What vehicles are excluded from HUT?

In order to be excluded from the Certificate of Registration requirements, the vehicles must be used for the purpose for which they were designed. They may not be used to deliver passengers or materials. If a carrier intends to use an excluded vehicle for any other purpose, the carrier must first obtain a Certificate of Registration and will then be required to file a tax return to report and pay tax on the mileage traveled during the non-excluded use.

The excluded vehicles are:

  • road rollers
  • tractor and truck cranes
  • power shovels
  • snow plows
  • road sweepers
  • sand spreaders
  • well drillers
  • buses
  • road-building machines (any of the several machines that are useful in constructing highways but do not transport property over public highways. Common examples of road-building machines are motor graders and scrapers, which move ponderously from job to job. Even if these machines are used in a project other than building or repairing a highway, they will not need a Certificate of Registration. Dump trucks, tank trucks, concrete mixers, and any other vehicles that transport property over the public highways are not road-building machines. Concrete pumps and other vehicles with a conventional truck chassis are not road-building machines).

What is Automotive Fuel?

Automotive fuel includes diesel motor fuel (kerosene, kero-jet fuel, No. 2 heating oil, and other fuels commonly used in diesel engines) and motor fuel (gasoline, aviation gas, benzol, and other fuel suitable for use in motor vehicle engines other than diesel engines).

What roads are exempt from HUT?

All mileage traveled on those portions of the New York State Thruway for which the Thruway Authority charges a toll is exempt from the truck mileage tax.

Who registers the vehicle and who pays the HUT tax, the Lessor or Lessee?

  • If a carrier leases a vehicle owned by someone else or has control over a vehicle owned by someone else, the carrier may need to get a Certificate of Registration. If the owner (lessor) already has a Certificate of Registration for the vehicle and the lease or other agreement is for 30 days or less, the lessee does not have to get a Certificate of Registration. If the lease or agreement covers a period of more than 30 consecutive days, the lessee must get a Certificate of Registration unless the lessee will operate the vehicle for 10 days or less in the state.
  • The highway use tax is generally imposed on the carrier. However, if the carrier is not the owner of the motor vehicle, either the carrier or the owner may be held liable.

Are HUT Certificate of Registrations transferable?

HUT Certificate of Registrations are not transferable.

How do I get duplicate HUT credentials?

If a Certificate of Registration is lost, mutilated, or destroyed, the carrier may request a duplicate Certificate of Registration by filing Form TMT-334, Application for Highway Use and/or Automotive Fuel Carrier Replacement Certificate(s) of Registrations and/or Stickers. There is a $2 fee for each duplicate Certificate of Registration. Duplicate HUT credentials can also be obtained through OSCAR.

How do I close my account?

To request the closure of your HUT account, complete the HUT tax return for your last operational period and write “final” across the top of the return. Mail the return to the address indicated on the return. Return your original HUT Certificate of Registrations to NYS Tax Department, Highway Use Tax Unit, Registration Section, WA Harriman Campus, Albany, NY 12227. Do not mail your Certificate of Registrations with your final return.

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International Fuel Tax Agreement (IFTA)

What is the International Fuel Tax Agreement?

The International Fuel Tax Agreement (IFTA) is an agreement between most U.S. states and Canadian provinces which simplifies the reporting of fuel taxes by allowing a motor carrier to report all the fuel taxes that it owes to the various IFTA member jurisdictions to a single base jurisdiction. Under IFTA, a carrier need only get a single IFTA fuel tax license for all its qualified motor vehicles. The carrier must also get two IFTA decals for each qualified motor vehicle. Both must be obtained from the carrier’s base jurisdiction. The license and decals will allow those vehicles to travel in all IFTA member jurisdictions.

What is Fuel Use Tax?

New York State imposes a fuel use tax on carriers who operate certain qualified motor vehicles on the public highways of New York State, including the toll-paid portion of the New York State Thruway. The fuel use tax rates change each quarter based on the average price of fuel in the state. A carrier computes and pays the fuel use tax on the gallons of fuel used to operate qualified motor vehicles on New York State public highways . A credit against the fuel use tax is allowed for fuel that the carrier purchased tax paid in New York State for use in those vehicles. The purpose of the fuel use tax is to subject fuel purchased outside New York State and used to operate qualified motor vehicles on the state’s public highways to the same taxes as are imposed on in-state purchases (excise tax, sales tax, and petroleum business tax).

Who is required to register for IFTA?

If you operate one or more qualified motor vehicles in two or more IFTA member jurisdictions, you should apply to your base jurisdiction for an IFTA license and decals. New York State is your base jurisdiction if:

  • your qualified motor vehicles are registered in New York State;
  • you maintain the operational control and operational records for those qualified motor vehicles in New York State or can make the records available in New York State; and
  • some travel within New York State actually occurs by motor vehicles in your fleet

What is a qualified motor vehicle?

A qualified vehicle means a motor vehicle, other than a recreational vehicle, used, designed, or maintained for transportation of persons or property, that meets any of the following criteria:

  • it has two axles and a gross vehicle weight or registered gross vehicle weight exceeding twenty-six thousand(26,000) pounds;
  • it has three or more axles regardless of weight: or
  • it is used in combination, and the gross weight of the combination is more than 26,000 pounds

What vehicles are exempt from IFTA?

To be exempt, the vehicle must be used exclusively for pleasure and not be involved in any business endeavor.

The exempt vehicles are:

  • Recreational Vehicles

What roads are exempt from IFTA?

None. All miles traveled on New York State public highways, including the New York State Thruway are taxable.

Who registers the vehicle and who pays the IFTA tax, the Lessor or Lessee?

If you lease a qualified motor vehicle, without a driver, from a rental company that has an IFTA license and decals on the vehicle, you are not required to obtain an IFTA license and decals for the vehicle. However, if the lease is for 30 days or more, you may choose to obtain your own IFTA license and decals for the vehicle. As the licensee, you would be required to report and pay the fuel taxes. In this situation, the vehicle may be IFTA licensed by both you and the owner of the vehicle, and may have two sets of decals displayed on it.

If you lease a qualified motor vehicle from an independent contractor, the independent contractor is required to get an IFTA license and decals for the vehicle. However, if the lease is for 30 days or more, you and the owner of the vehicle have the option of designating which of you will get the IFTA license and decals for the vehicle, and will report and pay the fuel taxes.

A leasing agreement should detail which party, lessor or lessee, is responsible for reporting the fuel taxes. In the absence of a written leasing agreement, or if the agreement is silent regarding responsibility for reporting and paying fuel taxes, you will be responsible for reporting and paying fuel taxes.

Are IFTA decals transferable?

Although not vehicle specific, IFTA decals are not transferable.

How do I get duplicate IFTA credentials?

If you lose, mutilate, or destroy your original IFTA license, you may request a duplicate. The fee for a duplicate license is $2. In addition, if you lose, mutilate or destroy an IFTA decal, you may request a replacement decal at a cost of $4 per decal. Use Form IFTA-9, Application for Additional Decals, Replacement Decal(s) or Duplicate License, to request a duplicate license or replacement decal(s).

I am currently registered for IFTA; do I still need to register for HUT?

Yes. IFTA qualified motor vehicles that travel on New York State’s public highways must have both the IFTA license and decals and the HUT/AFC Certificate of Registration.

I am currently registered for HUT; do I still need to be registered for IFTA?

Possibly. See question Who is required to register for IFTA?

How do I close my IFTA account?

To request the cancellation of your IFTA license, complete the IFTA quarterly tax report for your last operational quarter and check the Cancel License box. Mail the report to the address indicated on the report. Return your original IFTA license and any unused decals to NYS Tax Department, Highway Use Tax Unit, Registration Section, WA Harriman Campus, Albany, NY 12227. Do not mail your license and decals with your final report.

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International Registration Plan (IRP)

What is IRP?

IRP stands for International Registration Plan, a co-operative agreement for registering vehicles that travel into two or more jurisdictions. The IRP provides for payment of licensing fees based on the percentage of fleet miles operated in each jurisdiction. The unique feature of the IRP is that although license fees are paid to the base jurisdiction and distributed to the jurisdictions in which the fleet operates, only one (1) license plate (or set of plates) and one (1) cab card is issued for each fleet vehicle. For a complete list of the jurisdictions that are members of IRP please see the NY IRP Manual.

Should a vehicle be registered through IRP (apportioned)?

“Apportionable Vehicle” means any vehicle, except recreational vehicles, vehicles displaying restricted plates, city pick up and delivery vehicles, buses used in transportation of chartered parties, and Government-owned vehicles, used or intended for use in two (2) or more member jurisdictions that allocate or proportionally register vehicles and is used for the transportation of persons for hire or designed, used or maintained primarily for the transportation of property and:

  • Is a power unit having two (2) or more axles and a gross vehicle weight in excess of 26,000 pounds; or
  • Is a power unit having three (3) or more axles, regardless of weight; or
  • Is used in combination, when the weight of such combination exceeds 26,000 pounds gross vehicle weight.

How Do I Register My Vehicle in IRP?

By using the OSCAR system

OR

By using the following link to access complete instructions and forms. http://www.nysdmv .com

How much does it cost to register a vehicle in IRP?

Since the IRP fees are calculated using each jurisdictions method of calculating registration fees and then multiplying that by the percentage of miles to be traveled in each jurisdiction, it is impossible to determine what the registration will cost until the application has been processed.

Proof of Ownership

You must make sure that you have received the proper proof of ownership for the vehicle you are purchasing. The most common forms of ownership documents are a Certificate of Title or a Manufacturers Certificate of Origin (MCO) with associated selling dealership documentation. Without proper proof, getting a title or transferable registration in your name may be time-consuming, difficult or impossible.

For more complete information on common proofs of ownership and instructions on how to apply for ownership in your name please click on the following link. http://www.nysdmv.com

You may also find our brochures “Let the Buyer Be Aware” and “Q&A About Your Title Certificate” helpful.

May a Vehicle Be Registered in One Name and Titled in Another Name?

Yes. The owner must sign the “Registration Authorization” section on the Schedule A & C (IRP-6), complete Registration Authorization Form (MV-95) or sign “If the Registrant Is Not The Owner” section on the front of the Registration and Title Application Form MV-82.

The required liability insurance and NYS Insurance ID card must be in the registrant’s name.

Proof of identity and date of birth (individuals only) must be presented for both the registrant and the owner, regardless of which party submits the application.

A registration will be issued in the registrant’s name, but the certificate of title will remain in the owner’s name.

How do I replace a lost/stolen apportioned cab card and/or plate(s)?

You must apply for replacement registration items through the IRB in Albany by submitting a completed International Registration Plan Schedule A & C (IRP-6) as soon as possible. For additional information and more explicit instructions please use the following link. http://www.nysdmv.com.

Can I get a temporary registration?

IRP offers three different types of temporary registrations; Temporary Authority (TA), Trip Permit, and Hunter’s Permit.

Temporary Authority (TA)

A Temporary Authority (TA) is a 30-day Certificate of Registration issued by IRB to NY carriers with an established, paid IRP account in good standing for the current registration year. The purpose of a TA is to allow established carriers to change their current IRP fleet by:

  • Adding vehicles
  • Adding jurisdictions
  • Transferring plates
  • Increasing registered weight
  • Replacing a lost/stolen cab card
  • Creating a new fleet
  • Fleet to fleet transfer

You may apply for a Temporary Authority by using the OSCAR system or for instructions on other ways to obtain a Temporary Authority please go to the New York DMV website at http://www.nysdmv.com.

Trip Permit

  • Out-of-state vehicles that qualify for IRP registration but are not apportioned for New York will be required to obtain a Trip Permit prior to entering the State of New York. The only exceptions are vehicles currently base plated in a non-IRP jurisdiction. Trip Permits are valid for 72 hours and are available through the wire service or the New York IRB. To apply for a Trip Permit by mail, complete an Application for a 72-hour Trip Permit (IRP-4) and send it to the IRB 30 days prior to the requested validation date.
  • New York based carriers traveling to other member IRP jurisdictions are also required to obtain Trip Permits if they are not proportionally registered with that jurisdiction; if the vehicle qualifies for IRP registration and the vehicle is not proportionally registered at your loaded weight with that jurisdiction. See the International Registration Plan Instruction Manual (IRP-8) for a list of jurisdictions (Appendix C – Contact Information) and their Trip Permit Information (Appendix A – IRP Trip Permits).

Vehicles meeting the above requirements that fail to obtain a valid Trip Permit prior to entering a member IRP jurisdiction may be subject to full registration fees for that jurisdiction.

Hunter’s Permit

A Hunter’s Permit is issued to an owner-operator (lessor) who terminates a lease and has to surrender the apportioned license plate and cab card to the carrier (lessee). This permit enables a vehicle or combination of vehicles to use the highways in all jurisdictions for the purpose of finding a new job. The Hunter’s Permit is valid for vehicles operating at unladen weight only and is nontransferable. The New York Hunter’s Permit is valid for 30 days at a cost of $10.00. The Hunter’s Permit is valid for the power unit or power unit and trailer. For more information on obtaining this permit, please contact the IRB by phone at (518) 473-5834.


How can I change information on a current registration?

Apply by mail or in IRB office. If you will be changing any information that is on your title (VIN, year, make, etc.), the title must be changed first. Please see Frequently Asked Question’s “How can I change information on a current registration and/or title?” on this web site.

If the change you are trying to make is not information on your title or if you have already had your title changed, you must submit:

  • Completed International Registration Plan Schedule A & C (IRP-6), see instructions on completing this form in the International Registration Plan Instruction Manual (IRP-8).
  • Copy of title, if this information has changed.
  • Proof of identification. If you are coming to the IRB office and someone will be submitting your registration application on your behalf, we will also need to see proof of identification for them.
  • For change of name, partnership, vehicle year, or vehicle identification number also provide:
  • Proof of insurance in registrant’s name (insurance ID card).

Proof of change to be made. See requirements in the International Registration Plan Instruction Manual (IRP-8).

If you wish to just change your address on your registration, submit International Registration Plan Schedule A & C (IRP-6) with corrected address.

Once this change is made, you will receive a bill and/or request for additional information. Payment and all required documentation must be submitted in order to receive your new credentials. Payment must be in the form of cash (in IRB office only), certified check or money order.

Apply by fax. Fax in the information listed along with an IRP Temporary Authority (TA) Request Form (IRP-21). You will receive via fax a 30 day Temporary Authority, which you may use during the valid time period. Within 30 days you will receive a bill (a $5.00 TA charge will be included per vehicle) and checklist. Prior to the expiration of the Temporary Authority we must receive your payment in the mail, we will than send your new registration credentials to you.

Name Change

You may amend the name of your IRP account if one of the following situations applies:

  • For individual account names: your name has been legally changed, and your current New York State driver license is in the new name.
  • For corporation account names: your corporation name has been amended by the Department of State OR a merger of corporations has taken place and 100% of the assets are included in the merger.

For complete instructions on what to do to amend the name on your account please click on the following link. http://www.nysdmv.com  Contact the IRB office directly by phone at (518) 473-5834, if the above situations do not apply to you.

How do I renew my registration?

We will mail you a renewal report about 90 days before your registration expires. Follow the instructions, International Registration Plan Renewal Packet (IRP-34) enclosed with your renewal. The completed renewal application must be returned to IRB at least 45 days prior to expiration. Although most renewals are processed in less time, you should allow up to 3 weeks to receive your bill. Once you receive your bill you should send payment and any other necessary paperwork that was requested on a checklist, as soon as possible. Payment must be received 20 days prior to your expiration to be sure you receive your new credentials prior to expiration. If your renewal is not received by the IRB at least 45 days prior to your expiration and your payment is not received at least 20 days prior to your expiration, we can not guarantee that your renewed credentials will be received on time.

If your address changed, and you did not receive a renewal report you may use the International Registration Plan Schedule A & C (IRP-6) and the International Registration Plan Schedule B (IRP-5) in place of the renewal report and follow all other instructions indicated above.

You cannot renew your registration at the IRB office. You may drop-off your renewal only and we can send you the bill and checklist or call you with this information, at your request, once processing is complete. Drop-off renewals are processed in order of date received.

I mailed in my renewal report and payment and I have not yet received my new registration from IRB, what should I do?

You must allow up to 10 days from the day your payment is processed for your registration documents to be mailed to you. In order to verify the day your payment was made, you must either call IRB at (518) 473-5834. If you have not received your registration within this time period, you must also contact the IRB using the contact information above.

If your address is incorrect, you will have to request duplicate registrations, using the International Registration Plan Schedule A & C (IRP-6) and pay a $2 per registration fee. If you should also be receiving plates you will also have to request new plates using the Schedule A & C (IRP-6) and pay an additional $5.50 per plate fee.

What may I do with the unused time on my IRP registration?

You may transfer your registration to another vehicle being newly registered in your name or surrender your plates to the New York IRB office either by mail or in person. Refunds of NY IRP fees are permitted only in limited circumstances. For more information on transferring your registration to another vehicle or for information circumstances when a refund may be permitted please use the following link. http://www.nysdmv.com

Refunds

Refunds of NY IRP registration fees are permitted only under specific circumstances. For information on those circumstances where a refund may be permitted either to a NY based carrier or a carrier based in another jurisdiction and forms to apply for a refund please click on the following link. http://www.nysdmv.com

Must I notify DMV if I move?

Yes! If you move, you must notify DMV within 10 days. You must do this by using the International Registration Plan Schedule A & C (IRP-6). Please link to the following address for complete instructions. http://www.nysdmv.com

How Do I Turn In My License Plates?

If you are turning in your plates because you are not going to renew the vehicle, simply send the license plates to the International Registration Bureau, POB 2850-ESP, Albany, NY 12220-0850. If you are turning in your plates because you are deleting a vehicle and not adding a vehicle to replace it, complete and submit the International Registration Plan Schedule A & C (IRP-6). Please use the following link to access complete instructions. http://www.nysdmv.com

What is HVUT?

HVUT stands for Heavy Vehicle Use Tax, which is a federal tax, imposed on the use of any public highway by certain heavy motor vehicles, including trucks, truck tractors and buses. The tax applies only to vehicles with a taxable gross weight of 55,000 pounds or more.

What is a Form 2290 and where do I get one?

A Form 2290 is the Heavy Vehicle Use Tax Return. The form may be obtained from the Internal Revenue Service.

Where do I pay the Heavy Vehicle Use Tax?

The Form 2290 and payment must be filed with the Internal Revenue Service.

How do I get more information concerning HVUT?

If you need more information and/or forms, please contact the Internal Revenue Service or call them at (800) 829-1040. Forms may be obtained by calling (800) 829-3676.

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Special Hauling Permits

What is a Special Hauling Permit?

Special Hauling Permits are required to move vehicles and/or loads on New York State highways if the vehicle and/or loads exceed legal dimensions or weights specified in Section 385 of the New York State Vehicle and Traffic Law. These permits are generally for non-divisible loads. A non-divisible load means any load or vehicle exceeding applicable length or weight limits which, if separated into smaller loads or vehicles, would:

  1. Destroy the value of the load or vehicle, i.e. make it unusable for its intended purpose (i.e. manufactured/modular home, transformer, bulldozer, or a self-contained, self-propelled construction vehicle such as a crane, well-drilling rig, backhoe, payloader, etc.
  2. Require more than 8 work-hours to dismantle using appropriate equipment. The applicant has the burden of proof as to the number of work-hours required to dismantle the load.
  3. Compromise the intended use of the vehicle, i.e. make it unable to perform the function for which it was intended.
A Special Hauling Permit is generally issued for the transportation of a single piece or item. However, multiple items are allowable as long as the additional items do not cause an overweight condition or cause an additional over-dimensional condition.

Note: A Divisible Load Overweight Permit can only be issued for a vehicle, or combination of vehicles, transporting a load where combination of vehicle and load are of legal dimensions. A Divisible Load Overweight Permit cannot be used in conjunction with a Special Hauling Permit. For more information on Divisible Load Overweight Permits, please contact the NYSDOT Central Permit Office at (888) 783-1685.

What are legal dimensions and weights in New York State?

Legal dimensions and weights for New York are defined in the following document:
https://www.dot.ny.gov/nypermits/repository/perm71b.pdf

As noted above, legal dimensions and weights are specified in Section 385 of the New York State Vehicle and Traffic Law. The below link contains this section of the VTL:
https://www.dot.ny.gov/nypermits/repository/vlt-section-385.html

What kinds of Special Hauling Permits are there?

There are two main categories of Special Hauling Permits, trip permits and monthly/annual permits. Trip permits are valid for a single trip on a specified route. Monthly/annual permits are valid for multiple trips within a specified time period. These permits are valid on any route under NYSDOT jurisdiction within their approved area, subject to any applicable travel restrictions. These permits also have dimension and weight limitations, depending on the permit type. Some monthly/annual permits are issued for specific commodities, such as cranes, sealed containers, etc.

Below is a link that lists all Special Hauling Permit types and fees.
https://www.dot.ny.gov/nypermits/repository/PERM30.pdf

What routes are Special Hauling Permits valid on?

Special Hauling Permits are only valid on routes under NYSDOT jurisdiction, which are basically State highways. NYSDOT permits are not valid on the New York State Thruway or within New York City. The phone number for the NYS Thruway’s permit office is (518) 436-2793, and the phone number for NYCDOT’s permit office is (212) 839-6341.

When traveling on local highways, permitting procedures vary depending on the jurisdiction. Some issue their own Special Hauling Permits, others accept NYSDOT permits. Each municipality must be contacted regarding travel on their highways. Below is a link containing contact numbers for municipal Public Works Commissioners & Highway Superintendents:
https://www.dot.ny.gov/nypermits/countycontacts

When I receive my Special Hauling Permit, what requirements will I have to follow?

Requirements, in the form of conditions and restrictions, will be listed on the issued permit. All vehicles over legal dimension require the following:

  • An amber revolving light located on the top of the towing vehicle, visible in a 360 degree rotation and shall be operational at all times.
  • Warning signs stating “Oversize Load” must be displayed on the front of the permitted vehicle and on the rear of the permitted load or vehicle. These signs must be at least seven feet long and eighteen inches high with letters at least ten inches high.
  • Orange or red fluorescent flags at least eighteen inches square must be located at the extremities of the vehicle/load.
Certified civilian escort and/or police escort vehicles may be required depending on the size of the permitted vehicle. Below is a link that lists specific requirements for Special Hauling Permits:
https://www.dot.ny.gov/nypermits/repository/perm87.pdf

My move requires a route survey? What is that and how can I obtain one?

Vehicles/loads that exceed certain dimensions do require a route survey. This requires that the route of travel be physically traveled and the surveyor must certify that sufficient clearance exists. Below is a link that contains the route survey form. In order to perform a route survey, the surveyor must be a New York State Certified Escort.

https://www.dot.ny.gov/nypermits/repository/perm85.pdf

How can I become a New York State Certified Escort?

In order to become a New York State Certified Escort, you must pass a test administered by the New York State Department of Motor Vehicles. New York does not accept certifications from other states. Below is a link containing information on Certified Escorts, including the New York State Certified Escort Manual and information on how to take the test.

https://www.dot.ny.gov/nypermits/repository/escort.pdf

How can I change my account information?

The below link contains a form used to change information on your account or to add a new account to our system. Please email this form to permits@dot.state.ny.us or fax to (518) 457-0367.

https://www.dot.ny.gov/nypermits/repository/accountmaintenance.pdf

How can I contact the New York State Department of Transportation Central Permit Office?

You can contact the NYSDOT Central Permit Office by phone at 1 (888) 783-1685 or (518) 485-2999. Press “1” to speak to a Divisible Load representative, “2” to speak to a Special Hauling representative, or “3” for general office questions. The Central Permit Office can be contacted via email at permits@dot.state.ny.us.