Temporary Fuel Permit

What Is a Temporary Fuel Permit?

A temporary fuel permit (often called an IFTA temporary fuel permit, 72-hour fuel permit, or simply fuel trip permit) authorizes a qualified motor vehicle to purchase and consume motor fuel while traveling through a state or province when the carrier does not hold a valid IFTA license and decals for that vehicle. It exists so you can stay compliant on fuel tax when you cross borders without your permanent IFTA credentials in place.

By contrast, a trip permit (sometimes “IRP trip permit”) addresses vehicle registration/apportionment for interstate operation when you lack a current IRP plate or cab card. In short:

• Fuel permit = fuel tax compliance (IFTA substitute, short term).
• Trip permit = registration/apportionment (IRP substitute, short term).

Because many carriers need both when credentials aren’t ready, you’ll often see “trip & fuel permits” offered together. Duration is typically short (e.g., 24–96 hours, depending on the state or province).

Who Needs a Fuel Permit?

You likely need a temporary fuel permit if you operate a qualified motor vehicle, commonly one that meets weight and/or axle thresholds (e.g., 26,000 lbs or more GVW or three or more axles on the power unit) and you plan to cross a jurisdictional border without valid IFTA credentials for that vehicle.

Frequent scenarios:

• New carrier or newly added power unit: IFTA application or decals are still in process, but the truck must run interstate now.
• Out-of-service IFTA: Lapsed renewals, lost decals, or administrative changes.
• Occasional interstate trips: Infrequent cross-border runs where a permanent IFTA license isn’t practical.
• Leased or substitute units: Short-term equipment substitutions where credentials don’t match the unit.

In my practice, with Simplex Group by your side, IFTA compliance becomes straightforward from day one. When a fleet must move before credentials are ready, we line up the correct temporary permits so drivers can roll legally, without guesswork.

Requirements and Documents for a temporary fuel permit

Each state or province sets its own specifics, but expect to provide:

• Legal business info: USDOT, legal name/DBA, FEIN (as applicable).
• Vehicle details: VIN, plate, unit number, year/make, fuel type, GVW/axles.
• Route/jurisdictions: Origin/destination, transit states/provinces, entry date/time.
• Carrier status: IFTA/IRP standing, lease details (if any), contact for issuance.
• Payment method: Card/ACH and billing contact.

Pro tips (operations):

• Match plate and VIN precisely across all paperwork; small typos trigger delays.
• Specify entry time windows realistically; some permits are time-bound to the hour.
• Save PDFs and emails to your compliance folder—roadside inspections may ask for proof.

At Simplex Group, a permitting manager handles your IFTA quarterly fuel tax reports by collecting the necessary data and completing the forms on your behalf. The same rigor we apply to filings carries over to one-off permits: we check every field so what drivers present on the roadside is error-free.

Costs and Processing Times

Costs and turnaround vary by jurisdiction and by service level (standard vs. rush). In practice, most fuel permits are inexpensive on a per-permit basis but can stack up if you cross multiple jurisdictions or make repeated trips without IFTA. Processing can be rapid (often same-day) during business hours, with some providers offering extended availability.

What drives price and time:

• Jurisdictional rules (fee schedules, permitted durations).
• Time of day (after-hours/holiday support).
• Completeness of your data (missing VINs or plate details slow everything).
• Volume (bulk or repeated requests may qualify for packaged handling).

Budget for variability and plan for at least one business hour of lead time whenever possible. For early-morning or weekend entries, arrange permits before drivers take the wheel.

How to Obtain a Temporary Fuel Permit Today

1. Confirm vehicle qualification and route: Identify GVW/axles, planned jurisdictions, and your planned entry date/time.
2. List required jurisdictions: For each state/province you’ll enter without IFTA credentials, you’ll need a fuel permit.
3. Gather data once: Create a single intake sheet (VIN, plate, unit #, fuel type, contact email/phone). Reuse it for every permit request to avoid re-keying.
4. Submit permit requests: Use a permitting service or state portals (where available). Specify exact start time windows.
5. Receive and distribute permit documents: Save PDFs in your compliance folder and push copies to the driver app/EDVIR toolkit so they’re inspection-ready.
6. Retain proof and reconcile: Keep permits with fuel receipts and trip reports; they’ll support tax filings and any audit trail.

Our clients typically prefer a single point of contact: we collect the data once, submit multiple forms on your behalf, and return permits with clear driver instructions—no juggling of portals or learning curves.

Common Mistakes with Temporary Fuel Permit

• Confusing trip vs. fuel permits: One handles registration, the other fuel tax. For many situations, you need both—confirm before dispatch.
• Wrong start time or date: If the permit activates too late, roadside exposure increases; build a safety margin.
• Typos in VIN or plate: Mismatches are a top reason for headaches at inspection. Use a double-check protocol before submission.
• Forgetting additional jurisdictions: Detours that add a state at the last minute can put the driver out of compliance. Maintain a “what-if” route list.
• Poor recordkeeping: Scattered PDFs and missing receipts slow quarterly filings and audits.

To prevent these pitfalls, we track your fuel receipts, handle payment of fuel taxes to the respective states, and keep you updated on changes in IFTA regulations—so your paperwork, permits, and filings stay aligned all quarter long.

Mileage or HUT, IRP, and Other Related Credentials 

Beyond temporary fuel and trip permits, certain jurisdictions require mileage or highway use credentials (commonly called HUT), and weight-distance taxes in places like KY, NM, NY, OR, and CT. These are separate from IFTA fuel tax and IRP registration:

• Mileage/Weight-Distance (e.g., KYU, NM WDT, OR WDT, CT HUT): Calculated by miles and/or weight, with trip or account-based compliance.
• NY HUT: Highway Use Tax account/credentials for certain vehicles operating in New York.
• IRP (apportionment): Registration/apportionment of fees across states/provinces—distinct from fuel tax.

When building a compliance plan for an interstate trip without full credentials in place, check for all applicable requirements: fuel permit, trip permit, and any mileage/HUT obligations.

Why Work with an Expert Partner like Simplex

Temporary permits solve today’s trip. Sustainable compliance demands discipline every quarter—especially across fleets, leased units, and seasonal surges.

We remove the hassle from initial registration by handling the paperwork so it’s accurate and submitted on time.
A dedicated permitting manager oversees your IFTA quarterly fuel tax reports, collecting data and completing multi-jurisdiction forms for you.
We also track fuel receipts and coordinate payments of fuel taxes to the respective states, so your remittances are punctual and correct.

If you need guidance on IFTA, special permits, or a second opinion on an upcoming move, speak with a Simplex expert at 1-866-931-7990 or complete the contact form—our team will map your route requirements and issue the right permits on schedule.

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