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The Indiana M203 form serves as an essential document for transporting companies seeking to move oversized or overweight vehicles within the state. This agreement, formalized between the Indiana Department of Revenue and the transporting entity, lays out key responsibilities and requirements. It mandates that entities must apply for permits, ensuring compliance with state regulations. Specific obligations include maintaining valid insurance coverage, handling necessary permit fees, and adhering to detailed guidelines regarding vehicle specifications and route restrictions. The form also emphasizes the importance of indemnifying the state against any liabilities that may arise during transportation operations. Further, it outlines the process for issuing and cancelling permits, emphasizing the need for drivers and escorts to be briefed on any special provisions. By clearly defining roles and expectations, the Indiana M203 form ensures a structured approach to managing the complexities associated with oversized and overweight shipments, ultimately facilitating smoother transport operations while prioritizing safety and compliance.
Indiana M203 Example
Form |
Indiana Department of Revenue |
State Form 25415 |
Oversized/Overweight Transporting Company |
(R6 / |
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Agreement |
This application is made and offered________________________ , 20___________ , to and between the State of Indiana, acting by
and through the Indiana Department of Revenue, (hereinafter referred to as the "State") and
Legal Company Name:______________________________________________________________________________________
(Hereinafter referred to as the “Transporting Company”).
Doing Business As (if applicable):______________________________________________________________________________
Company Type: (ex. Corporation, etc.)__________________________________________________________________________
Physical Address:_ _________________________________________________________________________________________
Mailing Address:_ __________________________________________________________________________________________
(Include City, State, Zip and County)
Federal Identification Number (Social Security Number if sole proprietor):______________________________________________
US DOT Number:_ _________________________________________________________________________________________
(If the vehicle has a gross vehicle weight or gross combined vehicle weight of 10,001 lbs. or more.)
Federal Motor Carrier (MC) Number:_ __________________________________________________________________________
(A company that provides truck transportation of cargo belonging to others and is paid for doing so is required to obtain an MC number to operate as an interstate
The Transporting Company shall:
1.Request a permit for all oversize and/or overweight vehicular movements.
2.Indemnify, defend, exculpate, and hold harmless the State, its officials and employees from any liability due to loss, damage, injuries, or other casualties of whatsoever kind, or by whomsoever caused, to the person or property of anyone on or off the right-
3.Have valid insurance coverage on the vehicle for at least the minimum value required by the statutes of the State. The insurance must be valid for the time this agreement is in force.
4.Be responsible for the validity of all checks and instruments used in the payment of permit fees which must be paid as required.
5.Agree to the recording of all telephone conversations for the purpose of ordering and issuing permits.
6.Order future permits by using the Company Number. The number will be used to identify the Transporting Company.
7.Use only the permit application forms which will be prescribed by the State.
8.If a permit must be sent to a driver, Form
9.Use only the State's telephone lines to call in permit application data.
10.Certify that the permit form will be completed properly, including the starting and expiration date, describing accurately the truck when loaded with the object to be hauled, giving the origin of the load, the destination of the load, and only the state routes by title and number, which will be used to move the load.
11.Check the routes to be requested for restrictions, detours, and especially overhead clearances for high loads.
12.Explain the General Provisions and any Special Provisions to the driver and any escorts. Any Special Provisions provided over the telephone must be written on the application in the appropriate blank. Have the driver read and sign at the bottom of the form.
13.Give written notice to the State in order to cancel this agreement, effective upon expiration of any outstanding permit.The
Transporting Company will also give notice and complete a new agreement if any ownership or corporate change occurs. This agreement is valid until canceled for cause, or until an ownership or corporate change occur, whichever occurs first.
The State will:
1.Give written notice to the Transporting Company in order to cancel this agreement on the effective date stated in the written notice.
2.Provide to the Transporting Company information on routes, load dimension limits and all other matters pertaining to the issuance of permits for oversize and/or overweight loads.
3.Provide Special Provisions as required.
4.Make every effort to assure that the Company Number is not compromised. If either party is aware of any compromise, a new number will be issued.
The Transporting Company understands and agrees that:
1)Review of bridge clearances is for height only from shoulder to shoulder (travel lanes only). It is the company/driver’s responsibility to make sure there is enough height clearance to use the shoulder, or beyond, due to obstruction or an accident.
2)All permits cover only travel on interstates, U.S. routes, and state highways. Permits issued do not cover any city streets or county roads. You must contact the city or municipality for approval to travel on their maintained roads.
The undersigned warrants that he is the applicant, or that he is the authorized representative, agent, member, or responsible officer of the applicant, that he has not, nor has any other member, employee, representative, agent or officer of the firm, company, corporation or partnership represented by him, directly or indirectly, entered into or offered to enter into any combination, collusion or agreement to receive or pay, and that he has not received or paid, any sum of money or other consideration for the execution of the annexed contract other than that which appears upon the face of the contract.
Under penalties of perjury, I declare that I have examined this document and to the best of my knowledge and belief, it is true, correct, and complete.
_________________________________________________________ |
________________________________ |
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Written Signature |
Date |
Daytime Phone Number |
_________________________________________________________ |
________________________________ |
|
Printed or Typed Name and Title |
|
Fax Number |
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________________________________ |
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Email Address |
Mail this form to: Indiana Department of Revenue 7811 Milhouse Rd, Suite M Indianapolis, IN
File Breakdown
| Fact Name | Description |
|---|---|
| Governing Law | The Indiana M203 form is governed by the Indiana Code Title 9, Article 20, concerning oversize and overweight vehicle regulations. |
| Insurance Requirement | The transporting company must maintain valid insurance coverage on its vehicles, meeting the minimum value required by Indiana statutes. |
| Telephone Communication | All telephone conversations to order permits may be recorded, and only state-designated lines should be used for submitting application data. |
| Responsibility for Fees | The transporting company holds responsibility for ensuring that all payment instruments for permit fees are valid and accepted. |
Guide to Using Indiana M203
Filling out the Indiana M203 form is essential for transporting oversize or overweight loads. The next steps involve accurately providing information about the transporting company and adhering to state requirements. Follow these detailed steps to ensure the form is completed correctly.
- Enter the date the application is being made in the designated space.
- Provide the legal company name in the appropriate field.
- If applicable, fill in the "Doing Business As" name.
- Specify the company type (e.g., corporation, sole proprietorship).
- Complete the physical address section, including street address, city, state, zip, and county.
- Include the mailing address if it differs from the physical address, ensuring it contains city, state, zip, and county.
- Input the federal identification number or social security number if the entity is a sole proprietor.
- Provide the US DOT number if the vehicle weighs 10,001 lbs. or more.
- Fill in the Federal Motor Carrier (MC) number, if applicable.
- After thoroughly reviewing the indemnity terms, acknowledge your understanding and commitment.
- Confirm that your vehicle meets the valid insurance coverage requirement.
- Ensure provision for checks and instruments used for permit fees is mentioned.
- Agree to the recording of telephone conversations for ordering permits.
- Utilize the assigned company number for future permit orders.
- Specify that only prescribed permit application forms from the State will be used.
- Recognize the process if a permit needs to be sent to a driver, including sending it via approved methods.
- Use only State telephone lines for permit applications.
- Certify accuracy in completing the permit form, especially regarding dates, load descriptions, and route details.
- Check routes for any restrictions, detours, and overhead clearances necessary for high loads.
- Communicate General and any Special Provisions to the driver, ensuring they understand and sign the form.
- Inform the State in writing if you need to cancel this agreement or report any ownership changes.
- Sign and date the form, including your printed or typed name and title, as well as daytime phone number, fax number, and email address.
- Mail the completed form to the Indiana Department of Revenue at the specified address.
Get Answers on Indiana M203
What is the purpose of the Indiana M203 form?
The Indiana M203 form is a critical document designed for companies that transport oversized or overweight loads within the state of Indiana. This form establishes an agreement between the transporting company and the Indiana Department of Revenue. It outlines the responsibilities of both parties, including the requirement for permits for vehicular movements that exceed state size and weight limits.
Who needs to complete the Indiana M203 form?
Any transporting company that wishes to operate vehicles exceeding the legal weight or dimensions established by Indiana law must complete the M203 form. This is particularly pertinent for companies that engage in commercial freight transportation and utilize vehicles with a gross vehicle weight of 10,001 pounds or more. Sole proprietors and corporate entities alike will need to provide relevant company information, such as the legal name and federal identification number.
What are the key responsibilities of the transporting company as outlined in the form?
- Requesting permits for all oversized or overweight movements.
- Providing valid insurance coverage for the transporting vehicle.
- Indemnifying and holding the State harmless from any liabilities incurred during the transportation process.
- Using only the prescribed permit application forms to initiate requests for permits.
- Maintaining accurate records and ensuring compliance with routing and safety regulations.
What happens if the agreement is canceled?
If either party wishes to cancel the agreement, written notice is required. This cancellation will take effect upon the expiration of any outstanding permits. The transporting company must also submit a new agreement if any ownership or corporate changes occur. Both parties must be informed of such alterations to ensure continuity and compliance with state regulations.
Where should the completed Indiana M203 form be submitted?
The completed Indiana M203 form must be mailed to the Indiana Department of Revenue at the following address: 7811 Milhouse Rd, Suite M, Indianapolis, IN 46241-9612. Companies are encouraged to ensure all sections of the form are accurately completed before mailing to avoid processing delays.
Common mistakes
Filling out the Indiana M203 form correctly is crucial for transporting companies seeking permits for oversize or overweight vehicular movements. Many applicants make mistakes that could delay their requests. One common error is omitting vital company information, such as the Legal Company Name or Company Type. This omission leads to confusion and unnecessary reprocessing. Ensuring all fields are complete and accurate is essential to avoid these pitfalls.
Another frequent mistake involves providing incorrect or incomplete identification numbers. Applicants often overlook inputting their Federal Identification Number or US DOT Number. Each number plays a significant role in identifying the company and its compliance with federal regulations. Failure to provide this information or submitting incorrect numbers can result in delays.
Misunderstanding insurance requirements is also problematic. The form stipulates that the vehicle must have valid insurance coverage meeting state minimums. Some applicants neglect to verify their coverage, risking permit denial due to insufficient insurance. It is essential to confirm that the policy is active and satisfies the necessary criteria before submitting the form.
Lastly, appending the application can lead to complications. Individuals sometimes forget to check for permit route restrictions, including height clearances and specific road usage rules. This oversight can cause denial of a permit after submission. Additionally, some fail to include the driver's signature on the form, further complicating the approval process. Every section must be completed thoroughly, reflecting the true nature of the requirements.
In summary, careful attention to each detail on the Indiana M203 form is necessary. Common mistakes include omitting crucial company details, failing to provide accurate identification numbers, misunderstanding insurance requirements, and neglecting route restrictions or signatures. Thoroughly reviewing the form before submission can save time and help avoid potential issues with the permit process.
Documents used along the form
The Indiana M203 form is essential for companies engaged in the transport of oversized or overweight loads. Its completion signifies an agreement between the transport company and the State of Indiana, outlining responsibilities and requirements. Various additional documents may be necessary to ensure compliance with regulations and smooth operations in the transport sector. Below is a list of forms frequently used alongside the Indiana M203 form, along with brief descriptions of each.
- Form M-233: This form is used when a permit needs to be sent to a driver. It must be completed as per state guidelines before transmitting to ensure that the driver receives the required permission to transport oversized or overweight loads.
- Permit Application: This document allows companies to formally request permission to transport oversized or overweight vehicles. It includes details such as vehicle dimensions, load specifics, and intended travel routes.
- Certificate of Insurance: Required to prove that the transporting company has valid insurance coverage for their vehicle, this document ensures that all necessary insurance requirements set by Indiana statutes are met.
- Indemnity Agreement: This document is often used to confirm the indemnification terms between the transport company and the State, protecting both parties from liabilities associated with the transportation process.
- Regulatory Compliance Certificate: This certificate demonstrates that a transport company adheres to all federal, state, and local transport regulations, ensuring lawful and safe operations.
- Motor Carrier Authority: This document is essential for companies providing for-hire truck transportation of cargo. It grants the carrier the legal authority to operate and transport goods as an interstate carrier.
- Route Survey Documentation: Prior to transport, this document outlines the intended route, including potential restrictions, detours, and other factors affecting movement, particularly for oversized loads.
- Driver’s Log Book: This form is critical for tracking hours of service and compliance with federal regulations regarding driver work hours to ensure safety in operations.
- Equipment Condition Report: This report details the condition of the vehicle being used for transport. It must be completed to ensure that all equipment is safe and operational before taking on oversized loads.
Utilizing these additional forms alongside the Indiana M203 can help ensure that transport companies comply with all necessary regulations while safeguarding their operations and responsibilities. Attention to detail in each document contributes to a smoother and legally compliant transportation process.
Similar forms
- Form M-233: This form is closely related as it is used for sending permits to drivers. It details specific requirements for completing permit requests, much like the M203 form outlines requirements for transporting companies.
- Application for Motor Carrier Permit: Similar to the M203, this application must be filled out when a company seeks authorization for transport. Both documents provide a framework for compliance and liability agreements.
- Insurance Certification Form: Required for transport companies, this form certifies valid insurance coverage, paralleling the M203's specification for insurance requirements to protect against potential liabilities.
- Vehicle Registration Form: This document identifies the vehicle that will be used in transport. Like the M203, it requires detailed information about the vehicle operator and the vehicle itself.
- Heavy Haul Agreement: This agreement sets out terms and conditions for transporting oversized loads. It shares similarities with the M203 in establishing responsibilities and liabilities between parties involved in heavy transport.
Dos and Don'ts
When filling out the Indiana M203 form, it is crucial to ensure accuracy and compliance. Here’s a list of do's and don'ts to guide you through the process:
- Do ensure that all company information is complete and accurate.
- Do request a permit for any oversize and/or overweight vehicle movements.
- Do provide valid insurance information for the vehicle as required by Indiana statutes.
- Do certify that all permit forms are completed correctly, including dates and load descriptions.
- Do communicate any special provisions to the driver and escorts, making sure they understand their importance.
- Don't attempt to fill out the form without verifying that you are using the correct version prescribed by the State.
- Don't submit the form without clear identification of the routes to be used and checking for possible restrictions.
Following these guidelines can help streamline the process and reduce the chances of errors that could delay permit approval or create legal issues.
Misconceptions
- Misconception 1: The M203 form only applies to oversized vehicles.
- Misconception 2: Anyone can transport oversized or overweight loads without a permit.
- Misconception 3: The transporting company is not responsible for damages during transit.
- Misconception 4: Insurance coverage is an optional addition.
- Misconception 5: You can use any phone number to call for permits.
- Misconception 6: Any changes in ownership or corporate structure do not impact the agreement.
The M203 form is not limited to oversized vehicles; it also covers overweight transportations. Both conditions require a permit for safe and lawful movement on Indiana roads.
This is false. All oversize and/or overweight vehicular movements need a specific permit obtained through the Indiana Department of Revenue. Operating without a permit can lead to fines and other legal issues.
In fact, the form states that the transporting company must indemnify the state from any liability arising during transport. This includes injuries or damages caused by both the transporting company and the state.
Valid insurance coverage is a necessity. The transporting company must maintain insurance at or above the minimum value required by Indiana statutes throughout the agreement's duration.
The transporting company must utilize only the state's telephone lines for permit applications. This ensures that all data is correctly processed and recognized by state systems.
Changes in ownership or corporate structure necessitate a new agreement and must be reported to the state. This clause helps maintain the integrity of permit issuance and ensures that all records are up-to-date.
Key takeaways
When completing the Indiana M203 form, ensure that all sections are filled out accurately. This includes providing your company name, address, and necessary federal identification numbers.
The form requires valid insurance coverage for your vehicle. This insurance must meet or exceed the minimum value required by state laws and be active throughout the duration of the agreement.
Only use the permit application forms specified by the state. Any deviation from these prescribed forms may result in delays or rejection of your application.
The Transporting Company is responsible for paying any permit fees with valid checks. Be sure that these instruments are valid to avoid any complications or delays in the permitting process.
Future permits will require you to use your unique Company Number. This number plays a crucial role in identifying your application and should be used consistently.