Driver & Compliance Requirements
Every owner-operator leased to TCI Trucking LLC must have:
- Valid Class A CDL with clean driving record
- Current DOT Medical Card
- Employer Identification Number (EIN) — required for tax filings and registrations
EIN Requirement
- An EIN is mandatory for all owner-operators.
- Required by the IRS to e-file Form 2290 (Heavy Vehicle Use Tax) — SSNs cannot be used.
- You do not need an LLC to get an EIN — you may apply as a sole proprietor.
- Apply online (free) at irs.gov/ein.
- Once your application is submitted, the IRS issues your EIN immediately online.
Important:
Although the EIN is issued instantly, it can take up to two weeks for the number to be fully added to the IRS system and recognized by third-party e-filing services (for Form 2290 and other filings).
It's best to wait about 10–14 days after receiving your EIN before e-filing your 2290 to ensure smooth processing.
Registrations & Taxes
2290 (Heavy Vehicle Use Tax)
- Must be filed annually before applying for IRP or IFTA.
- Must be e-filed using your EIN (IRS does not accept SSNs).
- The IRS-stamped Schedule 1 is required for IRP registration.
- Tax year runs July 1 – June 30 (prorated if started mid-year).
IRP & IFTA
IRP (International Registration Plan)
- Must be obtained through your home state DMV under your own name or business.
- The IRP registration (cab card) identifies your truck for interstate travel and lists TCI Trucking LLC as the Carrier Responsible for Safety.
- Valid for one year.
IFTA (Fuel Tax Account)
- Must be filed in your base state under your own account.
- Requires an active IRP registration.
- Quarterly fuel tax filings are required.
- IFTA decals must be current and match your name or business name.
For Wisconsin-Based Owner-Operators
If your base state is Wisconsin, you must also complete:
Form MV2852 – Lease Verification for Carrier Responsible for Safety
This form must be:
- Completed before applying for IRP or IFTA.
- Signed by both the owner-operator and carrier.
This form verifies that the truck is leased to TCI Trucking LLC and ensures your IRP cab card correctly lists the carrier responsible for safety.
For owner-operators based in other states:
Most states do not require an additional lease verification form. A signed copy of your lease agreement with TCI Trucking LLC is typically sufficient for IRP and IFTA registration.
However, requirements can vary by state — please check with the TCI Trucking LLC office before filing to confirm if any additional paperwork is needed in your state.
Documents Required for IRP/IFTA DMV Visit
When visiting your DMV or IRP/IFTA office to apply for registration, bring the following:
- Proof of Ownership – Truck title or lease/purchase agreement
- Proof of 2290 – IRS-stamped Schedule 1 (current year)
- Proof of Insurance – Showing TCI Trucking LLC as Certificate Holder
- Lease Agreement – Signed by both TCI Trucking LLC and the owner-operator
- EIN Confirmation Letter – From IRS
- Proof of Address – Two documents showing your base address
- Odometer Reading – Current reading for your truck
- Vehicle Information – VIN, year, make, model, weight, USDOT, and MC numbers
- Wisconsin Owners Only: MV2852 form signed by both parties
Insurance Requirements
✓ Provided by TCI Trucking LLC (under carrier's authority):
- Commercial General Liability: Minimum $1,000,000 per occurrence / $2,000,000 aggregate
- Automobile Liability Coverage: Minimum $1,000,000 per occurrence
- Refrigeration Breakdown Coverage (if applicable)
- Motor Truck Cargo Coverage
These coverages are included under TCI Trucking LLC's policy while you operate under the company's authority. You do not need to purchase them separately.
⚠️ Required for Each Owner-Operator to Obtain and Maintain:
- Physical Damage Insurance / Trailer Physical Damage (optional, but if carried, must list TCI Trucking LLC as Certificate Holder)
- Workers' Compensation or Occupational Accident Insurance (as required by law or per lease agreement)
Each owner-operator is responsible for paying for all required coverages listed above.
Note: For guidance on EIN, 2290, IRP, IFTA setup or quarterly filings, please reach out to TCI's accountant before filing. They can ensure everything is completed correctly and on time.