MCS-150 Update Deadlines and Filing Guide

What is the MCS-150 and Why It's Critical

The MCS-150 (Motor Carrier Identification Report) is a biennial update requirement that keeps your company information current in the FMCSA database. This form updates your USDOT number record with current fleet size, driver count, mileage, operating authority status, and other critical information.

The MCS-150 update is mandatory for all entities with an active USDOT number, including motor carriers, freight forwarders, brokers, and private carriers. It's separate from your initial USDOT registration and must be filed every two years on a specific schedule.

Failure to file your MCS-150 update can result in fines up to $1,000 per day, deactivation of your USDOT number, and potential out-of-service orders. A deactivated USDOT number means you cannot legally operate commercial vehicles, which can shut down your business operations.

Keeping your MCS-150 current is also essential for maintaining accurate CSA scores, as FMCSA uses this data to calculate safety ratings and BASIC scores. Outdated information can affect your ability to secure freight contracts and insurance coverage.

Understanding the Biennial Update Schedule

Your update month is determined by the last digit of your USDOT number. This creates a staggered schedule that distributes filing workload throughout the year. For example, if your USDOT number ends in 1, you update in January; if it ends in 2, you update in February, and so on.

The biennial update must be filed every two years during your assigned month. You'll receive a reminder notice from FMCSA approximately 60 days before your update is due, but it's your responsibility to file on time even if you don't receive the notice.

Your first biennial update is due in the month corresponding to the last digit of your USDOT number, two years after your initial registration. For example, if you registered in March 2023 and your USDOT ends in 5, your first biennial update would be due in May 2025.

If you miss your assigned month, file immediately. FMCSA often reinstates deactivated USDOT numbers once the update is completed, but you may still face fines for late filing. The longer you wait, the higher the potential penalties and the more difficult it becomes to reinstate your number.

Information Required for MCS-150 Update

Total mileage from the prior calendar year is required. This includes all miles driven by your commercial vehicles, whether loaded or empty. Keep accurate mileage records from your ELD system, trip sheets, or dispatch records to support this figure.

Number of power units (trucks, tractors, and other self-propelled commercial vehicles) you owned or leased as of the last day of the previous calendar year. Count all vehicles, including those temporarily out of service, but exclude trailers.

Number of drivers employed or contracted as of the last day of the previous calendar year. Include all drivers who operated commercial vehicles for your company, whether full-time, part-time, or owner-operators under contract.

Hazardous materials details if applicable, including whether you transport hazmat, the types of hazmat transported, and whether you require a hazmat endorsement. This information affects your safety rating and insurance requirements.

Operating authority status (MC number) and whether it's active, inactive, or pending. If you have multiple MC numbers, you'll need to update each one separately if they're associated with different USDOT numbers.

Insurance information must match what FMCSA has on file. Verify that your insurance carrier, policy number, and coverage amounts are current. Any discrepancies can cause processing delays or rejections.

Company information including legal business name, DBA (doing business as) name if applicable, physical address, mailing address, and contact information. All information must match your business registration and FMCSA records exactly.

Step-by-Step MCS-150 Filing Process

Step 1: Gather all required information before starting the update. Collect mileage records, vehicle counts, driver lists, insurance certificates, and any other documentation needed to complete the form accurately.

Step 2: Access the FMCSA portal at portal.fmcsa.dot.gov. You'll need your USDOT number and PIN to log in. If you've forgotten your PIN, use the 'Forgot PIN' feature or contact FMCSA for assistance.

Step 3: Navigate to the MCS-150 update section. The system will show your current information and allow you to update each field. Review your existing data carefully and update any changes.

Step 4: Enter all required information accurately. Double-check numbers, especially mileage and vehicle counts, as errors can affect your CSA scores and safety rating. Take your time to ensure accuracy.

Step 5: Review all entries before submitting. Verify that company name, addresses, and contact information match your business records exactly. Check that mileage, vehicle counts, and driver numbers are accurate.

Step 6: Submit the form and save your confirmation page immediately. Print or download a copy for your records. This confirmation is proof of timely filing and may be requested during compliance reviews or audits.

Filing Options: Online vs. Paper

Online filing through the FMCSA portal is the fastest and most efficient method. You'll receive immediate confirmation, and updates are processed within 24-48 hours. The online system also validates information in real-time, helping you catch errors before submission.

Paper filing is available if you have portal access issues or prefer traditional methods. Download Form MCS-150 from the FMCSA website, complete it manually, and mail it to the address provided. Processing can take 2-4 weeks, so plan accordingly.

If you file online, keep your confirmation number and print the confirmation page. If you file by paper, keep a copy of the completed form and use certified mail to track delivery. In either case, maintain proof of filing for at least three years.

For urgent situations where your USDOT number has been deactivated, online filing is strongly recommended as it provides faster processing and immediate confirmation. Paper filings may take too long if you need to resume operations quickly.

Common MCS-150 Update Mistakes to Avoid

Missing your assigned update month is the most critical mistake. Set calendar reminders 90 days, 60 days, and 30 days before your due date to ensure you don't forget. Missing the deadline can result in USDOT deactivation and significant fines.

Incorrect mileage reporting can affect your CSA scores. Use accurate records from ELD systems or trip sheets rather than estimates. Round numbers or suspiciously low mileage can trigger audits.

Mismatched company information causes processing delays. Ensure your business name, address, and contact information match exactly with your business registration, insurance certificates, and other FMCSA filings.

Failing to update after significant changes. While the biennial update is required every two years, you should also update your MCS-150 within 30 days of major changes like address changes, fleet size increases, or operating authority status changes.

Not keeping proof of filing. Save your confirmation page or paper filing receipt. You may need to prove timely filing if questions arise during audits or if your USDOT number is incorrectly deactivated.

Best Practices for MCS-150 Compliance

Set up automated reminders in your calendar system 90 days, 60 days, and 30 days before your update month. Include the reminder in your annual compliance calendar along with other deadlines like UCR, IFTA, and HVUT.

Maintain accurate records throughout the year. Keep mileage logs, vehicle registration records, driver employment records, and insurance certificates organized and easily accessible. This makes the update process much faster and more accurate.

Review your current FMCSA data before updating. Log into the portal and review your existing information to identify what needs updating. This helps ensure accuracy and prevents overlooking important changes.

Coordinate with your team. If you have a safety manager, dispatcher, or accounting team, involve them in gathering information. They may have access to records you need, such as mileage data or driver counts.

Update immediately after major changes. Don't wait for your biennial update if you have significant changes like a new address, major fleet expansion, or operating authority status change. File an update within 30 days of these changes.