How FMCSA Registration Changes Will Impact You in 2025

The Federal Motor Carrier Safety Administration (FMCSA) is making changes to its registration system, including adding new tools to combat cyber fraud and identity falsification. The goals of this modernization process are to improve safety through a uniform due diligence process, create a better authentication and verification process, and gain better data insights.

As you prepare for these changes to go into effect in 2025, key things to know are:

1. Focus on USDOT Numbers

   For some users, system or contracting changes may need to be made when the announced switch from old Motor Carrier (MC) numbers to a universal United States Department of Transportation (USDOT) number occurs. A suffix will be applied to USDOT numbers to indicate motor carriers or freight brokers. Changes to other designations may also be required.

2. New Safety Registration Changes

   A significant change for the new registration process is the integration of safety-related data, which will inform the due diligence process for both shippers and brokers, giving them more confidence that they are working with safe carriers. Carrier authorities will be tied to their USDOT number. An authority will have one of three different statuses: valid, suspended, or revoked. This is a significant step by FMCSA to consolidate all the existing tools to remove a motor carrier from the road and reflect that status in the new system.

3. New Identity Verification Requirements

   To combat fraud and ensure the legitimacy of carriers and freight brokers, FMCSA has announced they will implement identity verification similar to Transportation Security Administration (TSA) requirements for airport security.

   Company officials will be required to temporarily upload a qualifying photo ID and take a selfie to match. This identity verification is a significant investment by FMCSA to reduce fraud across the industry. FMCSA will also require carriers to submit additional documentation, including proof of business operation, to further strengthen the verification process.

4. Centralized Locations of FMCSA Letters and Orders

   During previous listening sessions, stakeholders identified a need for better access to documentation and entity statuses. To address this, in addition to regular United States Postal Service (USPS) mail, the FMCSA will also provide letters and orders through the motor carrier portal that are available for download in one centralized location.

5. Mobile-friendly Experience for Improved Access

   The FMCSA intends to transition from a paper-based registration system to a completely online process. Currently, paper forms can take up to 30 days to process while the agency manually reviews and processes information. The new system will allow for full access from mobile devices as well as desktop browsers, enabling users to update their registration information on the go and complete common transactions in minutes. The FMCSA will continue to accept paper forms after system launch for those without access to online services. However, the elimination of paper-based forms is subject to future agency rulemaking.

6. Resource Hub

   The FMCSA unveiled a resource hub where updates and FAQs will be posted throughout the development process.

These changes aim to improve safety and reduce fraud during the registration process and ultimately lay the groundwork for a more effective regulatory framework for motor carriers and brokers. C.H. Robinson will continue to monitor the latest registration updates to keep customers and carriers informed about important developments that could impact their businesses and operations.