Permits

Understanding Trucking Permits

Permits are legal authorizations that allow commercial trucks to operate outside standard federal and state limitations. Understanding which permits are needed, how to obtain them, and their costs is essential for dispatchers handling specialized freight or operating in specific markets.

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Why Permits Matter

Federal & State Limits:

• Federal: 80,000 lbs max GVW, 13'6" max height, 8'6" max width, 53' max trailer
• States: May have additional restrictions

When Permits are Required:

• ✅ Load exceeds weight limits
• ✅ Load exceeds dimensional limits (height, width, length)
• ✅ Specialized cargo (hazmat, livestock, etc.)
• ✅ Specific state requirements (fuel taxes, registration)

Consequences of Operating Without Permits:

• ❌ Fines: $1,000-$10,000+ per violation
• ❌ Load rejection - Must unload immediately
• ❌ Out-of-service order - Truck grounded until compliant
• ❌ CSA points - Affects carrier safety rating
• ❌ Criminal charges - Severe violations

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Types of Permits

1. Overweight Permits

When Needed:

• Load exceeds 80,000 lbs gross vehicle weight
• OR exceeds state-specific weight limits

Weight Classifications:

Single Axle:

• Federal limit: 20,000 lbs
• State permits for higher weights

Tandem Axle:

• Federal limit: 34,000 lbs
• State permits for higher weights

Gross Vehicle Weight (GVW):

• Federal limit: 80,000 lbs on Interstate highways
• State highways may have lower or higher limits

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Types of Overweight Permits:

Divisible Load:

• Can be broken down into smaller loads
• Examples: Gravel, dirt, bulk materials
• Generally NOT permitted - must reduce weight to legal

Non-Divisible Load:

• Cannot be broken down without damage
• Examples: Heavy machinery, construction equipment, generators, transformers
• Permits available for these loads

Superload Permits:

• Extremely heavy (150,000+ lbs)
• Require special routing, bridge analysis
• May need pilot cars, police escorts

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Overweight Permit Requirements by State:

Most States:

• Online application available
• Processing time: Instant to 5 business days
• Cost: $15-$150 per trip (varies by state and weight)
• Validity: Single trip or annual permits available

Examples:

Texas:

• Portal: TxDMV Oversize/Overweight system
• Cost: $60-$200 depending on weight/axles
• Processing: Usually same-day

California:

• Portal: Caltrans online permit system
• Cost: $15-$100 per permit
• Processing: Instant for standard, up to 10 days for complex

Florida:

• Portal: FDOT permit system
• Cost: $50-$200
• Processing: 3-7 business days

Important:

• ✅ Each state truck travels through needs separate permit
• ✅ Some states have reciprocity agreements (rare)
• ✅ Must carry permit in truck during transit

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2. Oversize Permits (Dimensional)

When Needed:

Width exceeds 8'6":

• Standard trailer width
• Loads up to 12-14 feet wide (varies by state)
• Beyond 14' = Superload

Height exceeds 13'6":

• Standard clearance
• Loads up to 14-16 feet tall (varies by state)
• Must verify bridge/overpass clearances on route

Length exceeds 53':

• Standard trailer length
• Some states allow up to 65' with permit

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Oversize Classifications:

Class 1 (Minor Oversize):

• Width: 8'7" to 10'
• Height: 13'7" to 14'6"
• Self-escort usually OK
• Daytime travel only (sunrise to sunset)

Class 2 (Moderate Oversize):

• Width: 10' to 12'
• Height: 14'7" to 16'
• Pilot car required (one front or rear)
• Daytime only
• Weekend/holiday travel often prohibited

Class 3 (Major Oversize):

• Width: 12' to 14'
• Height: 16'+
• Two pilot cars required (front and rear)
• Daytime only
• Weekdays only (no weekends/holidays)
• May require law enforcement escort

Superload:

• Width: 14'+
• Height: 17'+
• Multiple pilot cars
• Law enforcement escort
• Utility company coordination (raise power lines)
• Engineered route analysis
• Very expensive ($5,000-$50,000+ for permits and escorts)

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Oversize Permit Process:

Application Requirements:

1. ✅ Load dimensions (exact measurements)
2. ✅ Truck/trailer info (make, model, VIN)
3. ✅ Route (origin, destination, specific roads)
4. ✅ Travel dates (permits are date-specific)
5. ✅ Weight (even if under limit, must report)

State-by-State:

California:

• Very strict routing requirements
• Bridge clearances must be verified
• May require survey for large loads
• Cost: $15-$100+ per permit
• Processing: Up to 10 business days

Texas:

• More flexible than CA
• Online system efficient
• Cost: $80-$250
• Processing: 1-3 days typical

New York:

• Restrictive routing
• No travel on weekends for Class 2+
• Cost: $125-$500
• Processing: 5-10 business days

Pennsylvania:

• Expensive permits
• Seasonal restrictions (winter)
• Cost: $50-$300+

Dispatcher Key Point:

• ✅ Every state on route needs permit
• ✅ Route cannot deviate from permitted path
• ⚠️ Last-minute permits cost more (expedited fees)

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3. Hazmat Permits

When Needed:

• Transporting hazardous materials
• Examples: Chemicals, fuel, explosives, radioactive materials

Federal Requirements:

Hazmat Endorsement (Driver):

• CDL with "H" endorsement
• TSA background check
• Hazmat training every 3 years

Placarding:

• Visible placards on all four sides of truck/trailer
• Specific to material class (flammable, corrosive, explosive, etc.)

Shipping Papers:

• Bill of Lading must include hazmat information
• Emergency contact number required

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State-Specific Hazmat Requirements:

Tunnel/Bridge Restrictions:

• No hazmat through certain tunnels
• Examples:
  • Baltimore Harbor Tunnel: No hazmat
  • Lincoln Tunnel (NYC): No hazmat
  • Must use alternate routes

Route Restrictions:

• Hazmat-restricted highways in some states
• Population center avoidance required

Additional Permits:

• Some states require state hazmat permits beyond federal
• New York: PHMSA registration
• California: Cal OES registration

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4. Special Cargo Permits

Livestock:

• USDA permits for interstate livestock transport
• Health certificates required
• State agriculture department permits

Perishable Agriculture:

• USDA inspection certificates
• Phytosanitary certificates (plants)

Alcohol/Tobacco:

• TTB permits (federal)
• State alcohol transport permits

Weapons/Ammunition:

• ATF permits (federal)
• State-specific restrictions

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Operating Authority & Registration

1. MC Number (Motor Carrier Authority)

What It Is:

• FMCSA operating authority
• Required for interstate commerce
• Obtained from FMCSA

Types:

MC Authority:

• For-hire carrier (hauls for others for compensation)
• Required for freight hauling

Contract Authority:

• Hauls under written contracts only

Broker Authority:

• Arranges transportation (doesn't own trucks)

Dispatcher Note:

• ✅ Verify carrier has active MC number before booking loads
• ✅ Check at FMCSA SAFER System (safer.fmcsa.dot.gov)

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2. DOT Number

What It Is:

• USDOT Number - Federal identification
• Required for commercial vehicles in interstate commerce
• Also obtained from FMCSA

When Required:

• Vehicles over 10,001 lbs gross weight OR
• Transporting hazmat in quantities requiring placards OR
• Transporting 9-15 passengers for compensation OR
• 16+ passengers (not for compensation)

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3. IRP (Apportioned Registration)

What It Is:

• International Registration Plan
• Allows trucks to operate in multiple states with one plate
• Fees apportioned based on miles traveled in each state

How It Works:

1. Base state registration (carrier's home state)
2. Declare states of operation
3. Pay fees to each state based on estimated mileage
4. Receive apportioned plate and cab card
5. Annual renewal with actual mileage reporting

Cost:

• Varies by state and gross vehicle weight
• Example: $1,000-$3,000 per truck annually

Dispatcher Note:

• Verify carrier is registered for states you're operating in
• Out-of-state violations if operating without IRP coverage

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4. IFTA (Fuel Tax Permit)

What It Is:

• International Fuel Tax Agreement
• Simplifies fuel tax reporting across states
• Required for interstate carriers

How It Works:

1. Carrier buys fuel in multiple states (pays state tax at pump)
2. Tracks miles traveled in each state
3. Files quarterly IFTA report
4. Pays additional tax owed OR receives refund based on miles vs. fuel purchased

Quarterly Deadlines:

• Q1: April 30
• Q2: July 31
• Q3: October 31
• Q4: January 31

Dispatcher Note:

• Track miles by state accurately for IFTA reporting
• Use TMS software or apps to automate

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Permit Costs & Budgeting

Typical Permit Costs:

Overweight (Non-Divisible):

• Single trip: $15-$150 per state
• Annual: $200-$1,000+ (if available)

Oversize:

• Class 1: $15-$100 per state
• Class 2: $75-$300 per state
• Class 3: $150-$500+ per state

Pilot Cars:

• Cost: $150-$300 per day per car
• Class 2+: Usually required

Law Enforcement Escort:

• Cost: $75-$200 per hour (varies by state)
• Superloads: Often required

Expedited Processing:

• Fee: $50-$200 additional
• Reduces processing time to 24-48 hours

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Example: Cross-Country Oversize Load

Load: Construction equipment, 11' wide, 14' tall, 95,000 lbs
Route: CA → TX (I-10)
States: CA, AZ, NM, TX (4 states)

Permit Costs:

• California: $100
• Arizona: $75
• New Mexico: $80
• Texas: $90
• Total Permits: $345

Pilot Cars:

• Days: 3 days transit
• Cars: 1 front, 1 rear
• Cost: $300/day × 2 cars × 3 days = $1,800

Total Permit/Escort Costs: $2,145

Rate Impact:

• Must charge $0.50-$1.00 more per mile to cover permit/escort costs
• 1,500 miles × $0.50 = $750-$1,500 additional revenue needed

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Permit Routing & Restrictions

Routing Requirements:

Permitted Route:

• Must follow exact route specified in permit
• No deviations allowed (even for fuel, food)
• Deviations = permit violation

Route Planning:

• Check bridge clearances (height restrictions)
• Verify road width (narrow roads may prohibit wide loads)
• Avoid urban cores (many have oversize restrictions)

Seasonal Restrictions:

• Winter: Some states prohibit oversize during snow season
• Spring: "Frost laws" restrict weight during thaw (roads weaker)
• Harvest season: Some agricultural states restrict oversize during harvest

Time Restrictions:

• Daylight only: Most oversize permits
• Weekday only: Class 2+ loads
• No holidays: Major oversize loads
• Rush hour restrictions: Some states prohibit during peak traffic

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State-Specific Quirks:

California:

• No oversize travel on holidays and holiday weekends
• Caltrans District offices must approve complex routes
• Very strict enforcement

New York:

• No weekend travel for Class 2+
• Expensive permits
• Thruway has specific restrictions

Colorado:

• Mountain pass restrictions (I-70)
• Winter bans on oversize (Nov-Apr on some routes)

Texas:

• More lenient than most states
• Self-certification for some permits
• Faster processing

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Obtaining Permits: Step-by-Step

1. Determine Permit Requirements:

Check:

• ✅ Load weight (over 80,000 lbs?)
• ✅ Load dimensions (over 8'6" wide, 13'6" tall, 53' long?)
• ✅ Route (which states?)
• ✅ Special cargo? (hazmat, livestock, etc.)

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2. Gather Required Information:

Load Details:

• Exact weight (GVW, axle weights)
• Exact dimensions (width, height, length)
• Cargo description

Truck/Trailer Info:

• Make, model, year
• VIN
• License plate
• Axle configuration

Route:

• Origin address
• Destination address
• Specific roads/highways

Travel Dates:

• Start date
• End date (some states allow 5-7 day window)

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3. Apply for Permits:

Online Portals (Preferred):

• Most states have online permit systems
• Faster processing
• Instant approval for standard permits

Third-Party Services:

• Permit service companies handle applications
• Fee: $50-$200 per permit (plus state fees)
• Useful for complex multi-state loads

State Specific Websites:

• California: dot.ca.gov/permits
• Texas: txdmv.gov/motorcarriers
• Florida: fdot.gov/agencyresources/permitoffice
• New York: dot.ny.gov/divisions/operating/osss/truck

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4. Receive & Review Permit:

What You'll Receive:

• Permit document (PDF or physical)
• Permitted route (specific roads)
• Conditions (time restrictions, pilot car requirements)
• Validity dates

Review:

• ✅ Route is correct
• ✅ Dates are correct
• ✅ Load specs match what you applied for

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5. Provide to Driver:

Driver Must Have:

• ✅ Printed permit in truck (electronic may not be acceptable)
• ✅ Pilot car contact info (if required)
• ✅ Route map with permitted path

Dispatcher Communication:

• ✅ "You cannot deviate from this route"
• ✅ "Travel only during permitted hours"
• ✅ "Pilot cars will meet you at [location]"

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Common Permit Mistakes & How to Avoid Them

❌ Mistake #1: Assuming No Permit Needed

Problem: Dispatcher assumes 80,000 lbs is legal everywhere, but load crosses state with 75,000 lb limit

Solution:

• ✅ Check every state's weight limits on route
• ✅ Don't assume federal = state limits

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❌ Mistake #2: Applying Too Late

Problem: Load picks up Monday, dispatcher applies for permits Friday. Permits not approved in time.

Solution:

• ✅ Apply 5-10 business days before travel
• ✅ Pay expedited fees if necessary
• ✅ Build permit time into booking process

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❌ Mistake #3: Wrong Dimensions

Problem: Dispatcher reports load as 10' wide, actually 10'6". Permit invalid.

Solution:

• ✅ Measure load dimensions accurately
• ✅ Include any overhang (not just trailer width)
• ✅ Verify with shipper

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❌ Mistake #4: Forgetting a State

Problem: Load from CA → TX, dispatcher gets permits for CA and TX, but forgets AZ and NM.

Solution:

• ✅ Map entire route
• ✅ Permit for every state truck enters
• ✅ Use routing software to verify states

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❌ Mistake #5: Driver Deviates from Route

Problem: Permitted route takes driver on I-10, but driver takes "shortcut" on US-60. Gets pulled over, permit invalid.

Solution:

• ✅ Communicate clearly with driver
• ✅ "This is the ONLY route you can take"
• ✅ Provide GPS coordinates or detailed map
• ✅ No fuel/food stops off permitted route (plan ahead)

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Permits and Rate Negotiation

Factoring Permit Costs into Rates:

Example:

• Base rate: $2.50/mile
• Permit costs: $500
• Pilot cars: $1,800
• Total permits/escorts: $2,300
• Miles: 1,500

Additional Rate Needed:

• $2,300 ÷ 1,500 miles = $1.53/mile additional

Negotiated Rate:

• $2.50 + $1.53 = $4.03/mile minimum

Or Separate Line Items:

• Freight: $2.50/mile × 1,500 = $3,750
• Permits: $500
• Pilot Cars: $1,800
• Total: $6,050

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Negotiation Tips:

Communicate Costs Upfront:

• "This load requires oversize permits in 4 states and 2 pilot cars"
• "Permit costs alone are $2,300"

Break Down Costs:

• Show broker/shipper the math
• Transparent = builds trust

Permits are Non-Negotiable:

• "I can flex on the freight rate, but permit costs are fixed"

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Conclusion

Permits are a necessary part of specialized freight operations. Understanding permit requirements, costs, and processes allows dispatchers to:

• ✅ Quote accurate rates including all permit costs
• ✅ Avoid violations and fines
• ✅ Plan routes efficiently within permit restrictions
• ✅ Keep trucks legal and moving
• ✅ Build profitable specialized freight operations

Key Takeaways:

Permit Types:

• Overweight: Non-divisible loads over 80,000 lbs
• Oversize: Width > 8'6", Height > 13'6", Length > 53'
• Hazmat: Dangerous materials requiring placarding
• Special: Livestock, alcohol, weapons, etc.

Process:

1. Determine what's needed
2. Gather load/truck information
3. Apply online or through service
4. Review and provide to driver
5. Follow route and restrictions exactly

Costs:

• Permits: $15-$500 per state
• Pilot cars: $150-$300/day
• Escorts: $75-$200/hour
• Factor into rate negotiations

Common Mistakes:

• Applying too late
• Wrong dimensions
• Forgetting states
• Route deviations

"Permits aren't optional—they're the price of operating legally and safely with specialized freight."

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Continue Learning:

• States and their importance
• Understanding weather and road networks
• Truck Types

Master permits to unlock profitable specialized freight opportunities. Continue your education at Carriversity.