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Heavy Truck Rentals
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Article Content
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| Renting/Leasing Instructions |
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INSTRUCTIONS FOR RENTING/LEASING A HEAVY TRUCK IN OREGON
-- IMPORTANT --
Don’t get a $427 citation. PLEASE READ BEFORE YOU DRIVE!
Operators of trucks with a combined weight over 26,000 lbs. must pay a weight-mile tax for road use in Oregon. When renting or leasing a truck with a combined weight over 26,000 lbs. in Oregon, obtain a TAX CREDENTIAL and place it in the truck before traveling in the state. Failure to do that could result in potential delays and a $427 citation.
HOW TO GET OREGON TAX CREDENTIALS:
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Use Trucking Online -- Carriers with established MCTD Accounts Only:
A motor carrier with an established Motor Carrier Transportation Division account can authorize a Rental Agency to issue a Temporary Rental Pass on its behalf. The carrier must have a Billing Authorization Form on file with MCTD. The carrier will receive a billing statement from MCTD for the weight-mile tax for all Oregon miles traveled, with the rented vehicle and pass fees. Beginning in January 2009, a Rental Agency may also issue a permanent weight-mile tax credential for the vehicle.
Motor carriers with an established MCTD Account and Personal Identification Number (PIN) can use a home or office computer to self-issue credentials. The carrier can issue a Temporary Pass for 10 days or issue an Oregon Weight Receipt and Tax Identifier and cancel it when the vehicle is returned to the Rental Agency.
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Call the MCTD Salem Registration Service Center -- 503-378-6699
Service is available at this number 24 hours a day, 7 days a week. Exception: The MCTD Registration Service Center closes at 5 p.m. on the eve of New Year’s Day, Thanksgiving Day, and Christmas Day and reopens at 8 a.m. the day following the holiday.
Before calling MCTD for credentials,please be ready with:
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Motor carrier name and/or Oregon MCTD account number
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Vehicle registration -- base plate number and complete VIN
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Lease/rental documents
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Odometer reading
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Estimated number of miles that will be traveled within 10 days, when obtaining a temporary pass (Note: Motor carriers must provide approval for drivers to obtain Oregon Weight Receipt and Tax Identifier)
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Fax number where credential can be sent
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U.S. DOT Number
Payment Options: Visa or MasterCard, guaranteed check, or a pre-approved charge to an MCTD account.
What is a Billing Authorization Form? MCTD offers a billing program to carriers in good standing who have also fulfilled bond requirements. Once approved by MCTD, this allows any representative or driver of the company to charge fees to that account. By selecting a Rental Agency to issue Temporary Rental Passes on the carrier's behalf, the carrier is authorizing the Rental Agency to create a billing for the MCTD account for Oregon taxable miles and related fees.
OTHER IMPORTANT INFORMATION
Heavy vehicles that are rented or leased must have valid Oregon registration. Check the registration cab card to make sure the vehicle is current and valid for Oregon. The weight on the registration cab card must be sufficient for the weight that the rentor or lessor will operate the vehicle. If the vehicle is registered outside Oregon, the registration cab card must have "Oregon" and the Oregon registration weight listed on it.
OREGON REGISTRATION REQUIREMENTS: Call the MCTD Registration Service Center at 503-378-6699 for answers to questions about this requirement.
If a vehicle or load is oversize and/or overweight, the rentor or lessor must also obtain a Special Transportation Variance Permit prior to travel in Oregon and carry the permit in the vehicle.
HOW TO GET OREGON VARIANCE PERMITS: Call the Salem Over-Dimension Permit Unit -- 503-373-0000. Service is available 8 a.m. to 5 p.m. Monday through Friday. Exception: The Over-Dimension Permit Unit is closed on ALL State Observed Holidays* and closed on Wednesdays, noon to 1 p.m. *State Observed Holidays include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.
Forms and additional information about operating in Oregon are available on the MCTD Web site at: www.OregonTruckingOnline.com
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| Rental Agency Application |
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Agencies that rent heavy trucks can apply for an account with the Motor Carrier Transportation Division (MCTD) for purposes of participating in a Rental Pass Program that uses Oregon Trucking Online. This program allows the Rental Agency to issue Oregon Rental Passes to motor carriers renting or leasing vehicles that exceed 26,000 pounds and are subject to Oregon's weight-mile tax. The agency needs to obtain a Rental Identification Number (RIN) so it can access Trucking Online and conduct this rental pass business with motor carriers who have agreed to let the rental agency do that through their established MCTD accounts.
Rental Passes are vehicle specific and are issued for 10 days, including the date of issue. When a pass expires the rental agency is responsible for entering the ending odometer readings in order to settle the Rental Pass. A pass must be settled within 14 days of the expiration date of the pass. The motor carrier receiving the pass will be billed by MCTD for weight-mile taxes incurred. It's the rental agency's responsibility to ensure the pass was issued to the correct carrier.
Beginning in January 2009, a Rental Agency may also issue a permanent weight-mile tax credential for a vehicle on behalf of a motor carrier who has authorized that transaction.
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| Rental Agency Q&A |
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GENERAL QUESTIONS
What is Trucking Online?
It’s a new way to conduct trucking-related business with the Oregon Department of Transportation’s (ODOT) Motor Carrier Transportation Division (MCTD). It’s an Internet-based service that allows a Rental Agency to use a computer to connect with computers in Salem and issue Rental Passes electronically. It’s a fast, convenient way for a Motor Carrier to obtain credentials.
When can I do business online?
Trucking Online is open for business 24 hours a day, 7 days a week, 365 days a year. That’s the beauty of Internet-based E-Government services. But anyone who needs help using Trucking Online can call MCTD Registration Staff at 503-378-6699. You’ll find more staff available to help Monday-Friday from 8 a.m. to 5 p.m. (Pacific Time).
What’s a RIN?
RIN stands for Rental Identification Number. It’s a unique password that allows a Rental Agency to connect with MCTD via the Internet. A motor carrier must pre-approve your agency to issue Rental Passes on its behalf. Note: A Personal Identification Number (PIN) is issued to a Motor Carrier so they can conduct business through Trucking Online via the Internet.
Can I get more than one Rental Identification Number (RIN)?
No. MCTD will assign only one RIN per Rental Agency location address. Your RIN gives you access to Trucking Online and can be used by different agents in your company. When you log on to the Web site, you start a "session" during which you can complete business transactions without the need to log on again. Each session is timed, however, so that it ends after a period of inactivity if you don’t log off.
SYSTEM REQUIREMENTS
IE - Internet Explorer browser 4.0 or higher-
The Trucking Online program was designed to run in the MS Internet Explorer browser only. Trucking Online will not function properly in other browsers such as MSN (the Butterfly) AOL, Netscape, Mozilla, etc.
Cookies: With the possibility that many people will interact with an application simultaneously, the ODOT server must be able to recognize you when you hit "enter" or "submit" and continue to a new screen. To do this, non-persistent cookies are used (nothing will be saved to your hard drive) and no personal information will be stored. Do not disable non-persistent cookies in your browser's "options" or "preferences".
JavaScript: Much of the interactive functionality and user friendliness of these online applications depends upon JavaScript. Do not disable JavaScript in your browser's "options" or "preferences".
Optional Printing: In order to view and print Temporary Rental Passes and Settlement Screens, Adobe Acrobat Reader must be installed on your computer. You may download it at http://www.adobe.com/products/acrobat/readstep2.html (free!).
TROUBLESHOOTING
Why do I get an error message when I try to log on?
There are several reasons you may be getting an error message when you try to log on:
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Did you forget your PIN / RIN? Go to the Trucking Online Login page and click on the "Forget your PIN / RIN?" link that is under the Log In button. Then type in your file number and we'll send a RIN reminder to the e-mail address on record.
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Make sure to type both your Oregon MCTD Account Number and RIN correctly. A RIN must contain characters and include punctuation marks like commas and exclamation marks. If you create a RIN that includes upper case letters, then your RIN is "case-sensitive."
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Check the Caps Lock key on your keyboard. Make sure Caps Lock is not ON.
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Close your Web browser, reopen it, and try again. If you fail to log on five times in a row, Trucking Online locks your account and you’ll need to call the Motor Carrier Transportation Division to get it unlocked.
If all else fails or repeated failures to log in have resulted in you being locked out, call MCTD Registration at 503-378-6699. Staff is available to help with Trucking Online questions 24 hours a day, 7 days a week with few exceptions. Exceptions: MCTD Registration closes at 5 p.m. on the eve of Thanksgiving, Christmas and New Year’s and reopens at 8 a.m. the day following the holiday.
SECURITY
How is a Rental Identification Number (RIN) request validated?
The form for requesting a Rental Identification Number (RIN) must be signed by a company owner, partner, LLC member/manager, corporate officer, or local manager. When MCTD receives a RIN request, it creates a RIN and sends it to the email address provided by the Rental Agency. It also sends a letter by regular mail to the Agency’s business address of record to confirm that it requested the RIN. The Agency is instructed to contact staff at MCTD at 503-378-6699 if it did not authorize the RIN request.
How secure is my Rental Identification Number (RIN)?
The secrecy and security of your RIN is in your hands. When MCTD assigns your RIN and sends it to you, safeguard it. Use of that RIN to conduct transactions via the Internet constitutes your Agency’s electronic signature. The RIN should only be given to those responsible to access your account and issue Rental Passes to Motor Carriers. Notify MCTD immediately if you suspect unauthorized persons have knowledge of your RIN.
How secure is the Trucking Online Web site?
The Trucking Online Web site is very secure. When you enter information for a Trucking Online transaction, that information is encrypted and scrambled before it is exchanged to and from your computer and MCTD. How can you tell if a Web page is secure? Look for the LOCKED padlock icon in the lower corner of your Web browser. Also, notice the "s" on the end of the "http" in the Trucking Online Web address ("https")? Technically-speaking, that means each Web page is built using the secure hypertext transfer protocol (https) and Secure Socket Layer (SSL), a widely-accepted standard for Web sites that require a high degree of security. Many e-commerce Web sites use SSL to securely transmit data, including credit card numbers, from a customers Web browser to a Web server.
Why did I get a RIN confirmation letter, but no email notifying me of my RIN?
You may have inadvertently deleted the RIN-assignment email. You also may have a spam email filter on your Web browser that wrongly deleted the message from MCTD. Spam email filters can be very restrictive and delete mail, without telling you, if it appears to be junk mail. Users can set some of these filters to screen out mail from all but recognized senders. If you received a RIN confirmation letter, but not a RIN-assignment email, send an email request for another RIN to: TruckingOnline@odot.state.or.us
QUESTIONS?
Call MCTD Registration at 503-378-6699. Staff is available to help with Trucking Online questions 24 hours a day, 7 days a week with few exceptions. More staff is available to help Monday-Friday from 8 a.m. to 5 p.m. (Pacific Time). Exceptions: MCTD Registration closes at 5 p.m. on the eve of Thanksgiving, Christmas and New Year’s and reopens at 8 a.m. the day following the holiday.
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| Guide to Rental Pass System |
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Guide to Rental Pass System
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Using Trucking Online has many advantages for both the motor carrier and the Rental Agency:
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Convenience
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Time Savings
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Accuracy
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Privacy
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Convenience - Trucking Online is available 24 hours a day, 7 days a week. The motor carrier is notified by email when a Temporary Rental Pass has been issued.
Time Saving - Temporary Rental Passes issued through Trucking Online are immediately accessible by motor carrier enforcement staff. This means trucks will roll through the scales more efficiently, saving time and money.
Accuracy- The system is designed to calculate the Oregon miles the Rental Agency has entered, reducing math errors.
Privacy- The amount of tax the motor carrier pays is confidential. The Rental Agency will only have access to the number of miles the carrier has incurred and only the carrier will receive a bill.
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Rental Pass
Issuance Requirements
for Motor Carriers
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Motor carriers must have an established account with the Motor Carrier Transportation Division (MCTD) and have a PIN for using Trucking Online.
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Motor carriers must be approved by MCTD to charge transactions to their account.
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A motor carrier must authorize that a Rental Agency may issue rental passes on its behalf.
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| The motor carrier must complete an Application for Motor Carrier Account in order to set up an established account, if the carrier does not already have an account. |
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The motor carrier must participate in Trucking Online and have obtained a Personal Identification Number (PIN). www.OregonTruckingOnline.com.
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| To receive a PIN, the PIN Request form must be signed by an authorized representative of the motor carrier. A Power of Attorney cannot sign the PIN Request. |
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Once the PIN request has been processed, a PIN will be emailed to the email address that was entered on the PIN Request Form. To start using Trucking Online, go to www.OregonTruckingOnline.com and click the Login tab.
The first PIN will be one that ODOT assigns to the motor carrier. The carrier must change this to a PIN of its choosing.
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| Once logged into the system, the motor carrier will find the feature to select a Rental Agency under Manage Your Account. |
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| On the Rental Company Authorization Screen, the motor carrier must select which Rental Agencies it wants to issue Rental passes on its behalf. |
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| After selecting the Rental Agency, the motor carrier must confirm this action. |
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After a motor carrier has authorized a Rental Agency to issue a Rental Pass on its behalf, the Rental Agency can access Trucking Online and issue a Rental Pass to the carrier.
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Rental Pass
Issuance Requirements
for the Rental Agency
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A Rental Agency must have an account with MCTD and obtain a Rental Identification Number (RIN) for using Trucking Online in order to issue Rental Passes.
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Rental Agencies must “Settle” the Rental Pass after the vehicle has been returned by using Trucking Online to enter the Oregon miles traveled on the Rental Pass.
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| A Rental Agency must complete the Oregon MCTD Rental Agency Application and Agreement. |
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Once the application is processed by MCTD, the Rental Agency will be issued an Account Number. An email will be sent to the Rental Agency with a Rental Identification Number (RIN). The Rental Agency is now approved to use Trucking Online.
The first RIN will be one that ODOT assigns to the Rental Agency. The agency must change this to a RIN of its choosing.
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Once logged into Trucking Online, the Rental Agency will find the feature "Rental Pass - Issue" on the main menu.
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| Motor carriers who have selected a Rental Agency will appear in the list. Rental Agencies select the motor carrier for which it wants to issue a Rental Pass. The Rental Agency may only access one carrier at a time. |
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The Rental Agency must confirm that it has selected the correct motor carrier before proceeding.
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| Once the motor carrier has been confirmed, the Rental Agency may issue the Rental Pass. The Rental Agency must fill in all the blank fields in order to proceed. |
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Rental Pass Issuance for Trucking Company, Step 2: Enter additional information on this screen.
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| Confirm Rental Pass Information screen |
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| Once the Rental Pass has been issued, the Rental Agency will print the Pass and provide the motor carrier with a copy. A Pass may be reprinted up to 60 days by using the Rental Pass - Reprint Documents screen. |
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Rental Pass document
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| At any time, the Rental Agency can go to a "Rental Pass - Reprint Documents" application that will take the agency to a "View / Print / Download Documents" page from which the agency can reprint a copy of a pass it issued to a motor carrier within the past 60 days. |
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The issuance of the Rental Pass triggers Trucking Online to automatically send an email to the motor carrier notifying them of the action.
The email also notifies the carrier that they will be billed for the cost of the Rental Pass as well as the taxable miles incurred using the Rental Pass. The email may also contain other important information for the carrier.
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Billing / Settlement Process
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The settlement process completed by the Rental Agency initiates the billing process to the motor carrier.
The carrier will receive an e-mail showing the information provided by the Rental Agency when it settled the pass. The e-mail will show beginning and ending odometer readings, Oregon taxable miles, tax rate and related fees. Each month, all settled Rental Passes appear on the carrier’s monthly billing statement for payment.
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| To settle a Rental Pass, the Rental Agency must use the "Rental Pass Settle" application on the main menu. |
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Rental Pass Settlement Screen
After the motor carrier returns the vehicle, the Rental Agency must access Trucking Online and enter the ending odometer reading and total Oregon miles traveled on the Rental Pass. Fees will be based on the highest loaded weight for the vehicle. The Rental Agency may settle Rental Passes for more than one carrier at a time.
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Rental Passes highlighted yellow have been expired for more than 7 days.
Rental Passes highlighted in red have been expired for more than 14 days.
The Rental Agency must settle a Rental Pass within 14 days to continue issuing Rental Passes.
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| This screen shows a summary of all the Rental Passes that were completed by the Rental Agency. The Rental Agency may screen print a copy for their records. |
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| When the Rental Agency settles a Rental Pass, MCTD will e-mail the motor carrier. The e-mail will show the beginning and ending odometer reading, Oregon taxable miles, tax rate and related fees. The e-mail is informational only. The carrier will receive a monthly billing statement. |
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| The billing statement is mailed to the motor carrier only. |
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| Rental Agency Helpful Hint: Use the Public Access Menu located at www.OregonTruckingOnline.com to search for a motor carrier account number by the company name or account number. |
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| Rental Agency Helpful Hint: To determine if the motor carrier has an established account, use the Name/Account number search on the Public Access menu. Note: This does not indicate the Carrier is approved for Trucking Online. | |
Example of an Established Account
Type of Operation: Accounts with numbers and letters indicate the account is established. In this example: 1A and 4A show it's established.
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Example of a Non-Established Account
Type of Operation: The 0Z class code on the account signifies this is a Non-Established account and the motor carrier must contact MCTD to obtain a Temporary Pass.
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| The Rental Agency needs to know certain information about the motor carrier in order to issue a Temporary Rental Pass. |
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Does the motor carrier have an established account with MCTD?
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Is the carrier approved for Trucking Online?
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Does the carrier have a Billing Authorization on file with MCTD?
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Did the carrier authorize the Rental Agency to issue Temporary Rental Passes on its behalf?
The answers to all the questions must be YES in order for the Rental Agency to issue a Temporary Rental Pass to the motor carrier.
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