IRP Mileage Records

Who This Applies To

• Motor carriers registering commercial vehicles that operate across state or provincial lines in two or more IRP member jurisdictions.
• Owner-operators with their own apportioned registration who need to understand renewal, mileage reporting, and cab card requirements.
• Small fleets managing IRP account renewals, cab card replacements, or mid-year vehicle additions and deletions.

What To Verify

• Which state or province is your IRP base jurisdiction and which DMV office or carrier services portal handles your apportioned registration account.
• The estimated or actual distance figures by jurisdiction required for registration fee calculation — new entrants may use average per-vehicle distances provided by the base jurisdiction.
• Current IRP renewal deadlines, applicable fee structures, and the mileage record retention period required by your base jurisdiction (commonly four years).
• Whether any vehicles in the fleet may qualify for straight-plate registration in a single state instead of an apportioned plate — typically applies to vehicles operating primarily in one jurisdiction.

Step-by-Step Overview

1. Gather actual distance records by jurisdiction for the prior registration year, or request average-distance figures from your base jurisdiction if this is a new IRP account.
2. Complete the IRP registration application through your base jurisdiction's motor carrier portal, listing each vehicle and the jurisdiction distance summary.
3. Pay registration fees apportioned across IRP member jurisdictions based on the percentage of total miles operated in each jurisdiction.
4. Receive and review the cab card listing all member jurisdictions and verify that each vehicle's plate and card are current before operating.
5. Retain all mileage support records — trip logs, GPS summaries, or electronic dispatch records — for the period required by the base jurisdiction.

Common Mistakes

• Operating with an expired cab card or without the cab card in the vehicle during a roadside inspection — even a one-day lapse can result in citations or out-of-service orders.
• Using estimated jurisdiction distances that do not reflect actual operations, which can result in underpayment and IRP audit liability.
• Failing to add newly acquired vehicles to the IRP account within required timelines or to remove sold or retired vehicles before the next renewal.
• Confusing IRP (apportioned vehicle registration and plates through the DMV) with IFTA (quarterly fuel tax reporting through the tax authority) — both programs often apply to the same vehicle but are administered separately.