What Records You Must Keep for UCR Compliance

Nov. 22, 2025, 7:16 p.m.
Staying compliant with the Unified Carrier Registration (UCR) program isn’t just about paying the annual fee. Carriers must also maintain certain records to prove that their fleet size, business classification, and authority status were correct at the time they filed. Keeping the right documentation on hand helps you avoid penalties, audits, and registration delays. Below is a complete guide to the records you should keep for UCR compliance.
UCR Compliance

1. Proof of Fleet Size (Vehicles Operated in the Previous Year)

UCR fees are based on the number of commercial motor vehicles (CMVs) you operated in the previous registration year. Carriers must keep records showing how that number was calculated.

Examples of acceptable records:

  • Truck titles and registrations

  • Lease agreements (active during the prior year)

  • Equipment lists from fleet management systems

  • Maintenance files verifying active units

  • IRP cab cards

  • Insurance schedules listing all active vehicles

Important: Even if a vehicle was leased — not owned — if it operated under your USDOT number, it counts.

2. Vehicle Activity Records

You should retain any documents showing which vehicles were in operation during the relevant year.

These may include:

  • Dispatch logs

  • Driver logs or ELD data

  • Trip sheets

  • Bills of lading

  • Fuel receipts

  • GPS tracking reports

These records help confirm that vehicles were active CMVs subject to UCR fees.

3. Evidence of Interstate Commerce Operations

UCR applies only to carriers engaged in interstate commerce. If you were required to register, you should keep documents proving cross-state activity.

Acceptable records include:

  • Interstate bills of lading

  • Trip records showing crossing state lines

  • Dispatch instructions involving multiple states

  • Fuel or toll receipts from different states

  • IRP records

If you operate intrastate only, these records are important to show that you are not subject to UCR.

4. USDOT and MC Authority Records

UCR auditors may also verify your safety and authority status.

Keep:

  • USDOT registration confirmation

  • Operating authority (MC) certificates, if applicable

  • Biennial MCS-150 updates

  • Any FMCSA correspondence regarding your authority

These records confirm your legal classification (motor carrier, broker, freight forwarder, etc.) at the time of filing.

5. Business Classification and Exemption Documentation

If you claim a UCR exemption (such as being a purely intrastate carrier or transporting only exempt commodities), retain documentation to support that claim.

Examples:

  • Commodity lists

  • Intrastate-only permits

  • Route logs showing no interstate travel

  • Proof of exempt transportation activity

This protects you in the event of an audit.

6. Payment and Filing Confirmation

Always keep proof of your annual UCR filing.

Maintain:

  • UCR receipt (PDF or printed copy)

  • Email confirmation from UCR officials

  • Payment record or transaction ID

  • Internal bookkeeping records

Many carriers lose their receipts and later struggle to prove compliance — keep digital and physical copies.

How Long to Keep UCR Records

Most states and UCR auditors recommend keeping all documentation for at least 3 years. Some carriers keep files for up to 5 years to match IRP and IFTA audit timelines.

Why These Records Matter

Keeping complete and organized documentation helps you:

  • Avoid UCR audit penalties

  • Resolve enforcement stops quickly

  • Correct filing errors (fleet size, classification, etc.)

  • Prove your exemption if you’re not required to register

  • Demonstrate compliance during a New Entrant Safety Audit

Since UCR interacts with other FMCSA programs, clean records help protect your authority as a whole.