2025 Trucking Compliance Calendar

Why You Need a Compliance Calendar

Trucking compliance involves multiple federal and state obligations with different deadlines throughout the year. Missing a single deadline can result in penalties, vehicle impoundment, or loss of operating authority.

A centralized compliance calendar helps you plan ahead, allocate resources, and coordinate filings across your fleet. It's especially valuable for fleet managers juggling multiple vehicles, owner-operators managing their own compliance, and safety managers coordinating with dispatch and accounting teams.

Our calendar includes all major compliance deadlines: HVUT (Form 2290), IFTA quarterly returns, UCR renewals, MCS-150 biennial updates, IRP renewals, and estimated tax payments. It also includes reminders for safety inspections, drug testing, and CSA score reviews.

Quarterly Obligations

IFTA returns are due quarterly on the last day of the month following each quarter: April 30 (Q1), July 31 (Q2), October 31 (Q3), and January 31 (Q4). These deadlines are consistent across all IFTA member jurisdictions.

Estimated tax payments for owner-operators and self-employed truckers are due quarterly: April 15, June 16, September 15, and January 15. These payments help avoid underpayment penalties at year-end.

Plan to gather fuel receipts, trip sheets, and mileage records at least two weeks before each IFTA deadline. Many fleets use the last week of each quarter to compile data and prepare returns.

Set calendar reminders 30 days before each quarterly deadline to ensure you have time to gather documentation, review records, and file on time. Late IFTA filings can result in interest charges and potential license revocation.

Annual Tasks and Deadlines

HVUT filing window opens July 1 for the new tax year (July 1, 2025 through June 30, 2026). The deadline for vehicles first used in July is September 2, 2025 (since August 31 falls on a Sunday and September 1 is Labor Day). Vehicles first used in later months have deadlines on the last day of the month following first use.

UCR renewals are due annually by December 31. Many carriers renew in October or November to avoid the year-end rush. Fees are based on fleet size as of June 30 of the previous year.

State IRP renewals vary by state and are typically based on your apportioned month. Many states renew in October through December, but check with your base jurisdiction for specific deadlines.

MCS-150 biennial updates are due every two years based on the last digit of your USDOT number. Your update month is determined by this digit, and missing the deadline can result in fines up to $1,000 per day and deactivation of your DOT number.

Maintenance and Safety Compliance

Schedule annual DOT inspections for all commercial vehicles. While inspections can be done at any time, many fleets schedule them in the spring or fall to avoid peak season disruptions.

Plan drug and alcohol random testing throughout the year. FMCSA requires that 50% of drivers be tested for drugs and 10% for alcohol annually. Spread testing evenly across the year to meet requirements.

Review CSA scores monthly and address any violations promptly. Set quarterly reviews to analyze trends, identify problem areas, and implement corrective actions before scores impact your safety rating.

Document each compliance task in a shared tracker accessible to your safety manager, dispatcher, and accounting team. Use color-coding or tags to distinguish between federal requirements, state requirements, and internal safety protocols.

Using the Calendar Effectively

Download the calendar in multiple formats: PDF for printing, ICS file for importing into Google Calendar or Outlook, and Excel for customizing with company-specific deadlines.

Customize the calendar with your specific deadlines. Add vehicle-specific HVUT deadlines for mid-year acquisitions, state-specific IRP renewal dates, and any local permits or registrations required in your operating area.

Set up automated reminders in your calendar app 30 days, 14 days, and 7 days before each major deadline. This gives you time to gather documentation, review records, and file without rushing.

Share the calendar with your entire team. Ensure your safety manager, dispatcher, accounting team, and drivers know when compliance tasks are due. Consider holding monthly compliance meetings to review upcoming deadlines and assign responsibilities.