Renewing Insurance, Registration & Other Documents

When a document expires, loads can be held up and brokers stop paying. Here is what to do for each one.

Insurance (COI)

1
Call your insurance agent 2-3 weeks before the end date to renew.
2
Make sure the agent files your liability with FMCSA (Form BMC-91/91X) so your authority stays active. Check it on FMCSA's L&I site (link below).
3
Ask the agent for the new certificate of insurance (COI) and send it to your brokers and factoring company.
4
Upload the new COI to your Bayloas portal: Fleet > Documents > Insurance (COI) - we send it to brokers for you.

Check your insurance on FMCSA →

Truck registration / IRP plates

1
Your base state sends a renewal notice about 60 days before.
2
You need the stamped Form 2290 Schedule 1 and proof of insurance, plus last year's miles by state (your IFTA report has them).
3
Renew online with your state's IRP office or DMV, pay the fee, and put the new cab card in the truck.
4
Upload it: Fleet > Trucks > the truck > Registration.

Annual DOT inspection

1
Every truck and trailer needs an inspection every 12 months.
2
Book it at a qualified shop or truck stop (many TA/Petro and Love's shops do it).
3
Keep the report and put the sticker on the truck.
4
Upload the report: Fleet > Trucks > Annual inspection.

CDL and medical card

1
Medical card: book a DOT physical with a certified examiner (find one on the FMCSA National Registry - link below). Cards last up to 2 years.
2
Send the new medical card to your state DMV if your state requires it, so your CDL stays valid.
3
CDL renewal: through your state DMV before it expires.
4
Upload both: Fleet > Drivers > the driver.

Find a DOT medical examiner →

Need help? We're here

Most carriers can do this on their own with the steps above. Rather have us do it? Bayloas carriers tap Have Bayloas do it for me, send the few details we need from the portal, and pay a small filing fee by card. Government fees you pay yourself on the official site - we send you the link. Questions? Email us or message your dispatcher.

Have Bayloas do it for me Email us a question Message my dispatcher

Email: info@bayloas.com

This is a general guide, not legal or tax advice. Rules can change - check the official site linked above, or ask a tax professional if you're unsure.