1. Applying Without the Proper Authority
Many applicants try to obtain permits before securing the necessary operating authority.
-
Intrastate carriers must have a Kentucky Intrastate Authority issued by www.kentuckytruckingonline.com
-
Interstate carriers need FMCSA authority (MC and USDOT numbers).
Tip: Verify that your USDOT and MC numbers are active and up to date before applying.
2. Missing or Incorrect KYU Number
The KYU number is Kentucky’s unique Weight Distance Tax License for commercial vehicles over 59,999 pounds.
Failure to obtain or renew this license is one of the most frequent issues for out-of-state carriers.
Tip: Always confirm your KYU account is active before entering Kentucky. Temporary KYU permits are available for one-time trips.
3. Incorrect Vehicle Information
Submitting incorrect details — such as VIN numbers, license plates, or vehicle weights — can cause automatic rejections or fines if discovered during roadside inspections.
Tip: Double-check all vehicle and fleet information against your registration or IRP documents before submission.
4. Ignoring IFTA and IRP Requirements
If your trucks operate across multiple states, you’ll need to comply with both the International Fuel Tax Agreement (IFTA) and the International Registration Plan (IRP).
Neglecting to have active IFTA decals or apportioned IRP plates can result in fines and trip delays.
Tip: Always keep IFTA and IRP credentials current and visible on your vehicles.
5. Forgetting Oversize/Overweight Route Approvals
For oversize or overweight loads, failing to get proper route authorization from the Kentucky Division of Motor Carriers (DMC) is a common error.
Incorrect routing can lead to bridge or road damage, safety violations, or expensive citations.
Tip: Use the DMC’s online routing tools or work with a permit service to ensure routes are pre-approved.
6. Not Submitting Supporting Documents
Many carriers overlook required attachments, such as:
-
Proof of insurance
-
Lease agreements (for owner-operators)
-
Current IRP cab cards
-
Proof of federal authority
Tip: Check Kentucky’s online permit checklist before submitting any application.
7. Misunderstanding Permit Types
Applying for the wrong type of permit — such as an annual permit when a single-trip or temporary permit is needed — can cause costly delays or invalid coverage.
Tip: Review Kentucky’s permit categories carefully; each has specific rules based on load size, frequency, and vehicle type.
8. Waiting Until the Last Minute
Kentucky permit processing times vary depending on load type and complexity.
Many carriers make the mistake of applying too close to the departure date, which can delay shipments.
Tip: Apply at least 24–48 hours in advance for single-trip permits and longer for specialized or superload permits.
9. Failing to Keep Records Updated
Outdated insurance certificates, tax IDs, or contact information can prevent permit renewals or trigger compliance issues.
Tip: Review your carrier profile regularly with both FMCSA and the Kentucky Division of Motor Carriers.
10. Overlooking Permit Expiration Dates
Permits and KYU licenses all have specific expiration or renewal dates.
Operating on an expired permit can result in fines and potential impoundment.
Tip: Set automated reminders or use a permit management system to track expiration and renewal deadlines.