Passenger Carriers FAQs
Question
Answer
collapse Category : Charter Bus ‎(13)
Q: Is the Charter Bus Authority also granted through the Office of Legal Services?
A: No. If wanting to operate as a Charter Bus, you may submit an Application for Charter Bus Authority (Form TC 95-308) and a Financial Statement of Applicant (Form TC 95-599) to the Division of Motor Carriers. These forms must be notarized. These forms may be found online at the Forms Library.
Q: What documents must be submitted with the Charter Bus Authority Application?
A: If company is ICC Regulated, you must attach a copy of your federal safety ratings. You may obtain the Safety Rating from the Federal Motor Carrier Safety Administration at (800) 832-5660.
If a Corporation or Limited Liability Company, you must attach a copy of your certificate of good standing from the state of incorporation. If Kentucky based, you may obtain the certificate from the Secretary of State’s office at (502) 564-3490.
Q: Who is considered a charter bus carrier?
A: If you transport a group of persons with a common purpose and under a single contract at a fixed charge. The group must travel together to a specific destination or for a particular itinerary, either agreed upon in advance or modified by the charter group after having left the place of origin. This authority authorizes the transportation of passengers within Kentucky (intrastate).
You may view this regulation online at http://www.lrc.ky.gov/KRS/281-00/CHAPTER.HTM under KRS 281.637 (1).
Q: Are there charter bus seating capacity requirements?
A: The vehicle must be manufactured to carry 17 passengers or more, including the driver.
Q: What are the contract requirements for a charter bus?
A: All contracts must be entered into at least forty-eight (48) hours prior to departure of the vehicle from its point of origin.
You may view this regulation online at http://www.lrc.ky.gov/KRS/281-00/CHAPTER.HTM under KRS 281.637 (2).
Q: Are there any restrictions when operating on a charter authority?
A: A charter bus carrier may not provide service to anyone who is not a member of the group that has entered into a contract for carriage. Pick-up or delivery service at any intermediate locations is also not allowed.
 
You may view this regulation online at http://www.lrc.ky.gov/KRS/281-00/CHAPTER.HTM under KRS 281.637 (3).
Q: How do I qualify my vehicles for charter bus? How much does it cost?
A: The Application for Passenger Fee Receipt Card (Form TC 95-39) must be completed with a copy of the vehicle(s) Title Only Receipt from the County Clerk’s office. If a limousine over 17 passengers, attach a copy of the vehicle's registration from the county clerk's office.  A $25 certificate filing fee is required along with a per vehicle fee. The per vehicle fee will be based on the month of qualification. The cost may range from $8.33 to $100.00.
Q: What do I receive for my charter from Motor Carriers to be legal?
A: A Fee Receipt Card is issued for each vehicle to show vehicle specific information. A plate is issued and is to be displayed on the rear of the vehicle.
Q: I have a limousine that seats over 17 passengers, can it be used as a charter bus?
A: Yes. Larger limousines may operate under a charter bus authority. The charter bus plate will be displayed on the rear of the vehicle. However, the limousine is still required to be registered at the County Clerk’s office as normal with a regular registration.
Q: Do I need a USDOT number?
A: Yes. All vehicles designed to transport more than eight (8) passengers (including the driver) and for compensation are required to have a USDOT number. They may be applied for online at http://www.fmcsa.dot.gov/ or an application (MCS-150) may be requested from Motor Carriers.
Q: Will the charter bus authority allow me to cross state lines for-hire?
A: No. The Operating Authority (MC Number) to cross state lines for-hire is obtained from the Federal Motor Carrier Safety Administration at (800) 832-5660 or online at: http://www.fmcsa.dot.gov/
 
The Unified Carrier Registration (UCR) is also required for all for-hire passenger vehicles in interstate commerce with a USDOT number and a seating capacity of 11 passengers or more including the driver. You may contact this office for a form or apply online at http://www.ucr.in.gov/.
Q: Am I required to have a Fuel Tax License?
A: Yes and No. If the company stays in Kentucky only, all buses in Kentucky are exempt from paying the KIT fuel tax license. However, if the company crosses state lines, some other states may not have the same exemption. Therefore, the IFTA fuel tax license may be required. IFTA may be applied for on the Kentucky Trucking Application (Form TC 95-1). It may be obtained online at Forms and Applications.
Q: Does a church bus need charter bus authority?
A: No. If the church bus is used to transport church members only and is not for compensation, this authority is not needed. However, if the bus is over 10,000 lbs. or is designed to transport more than 15 passengers and is not for compensation, a USDOT number is required.
collapse Category : Passenger Carriers (excludes charter bus) ‎(17)
Q: I received a Final Order Granting Authority or an Order Granting Temporary Authority, am I ready to operate?
A: No. All vehicle information and fees must be submitted to the Division of Motor Carriers to qualify your vehicles and receive a Fee Receipt Card and/or Passenger Plate. A Vehicle Qualification Packet of all the required items needed will be enclosed with the Order.
Q: How do I qualify my vehicles?
A: If a Taxicab, Form TC 95-307 must be completed. If a Limo, Bus, Airport Shuttle, Disabled Persons Vehicle, or a Contract Carrier, Form TC 95-39 must be completed. Both forms may be found online at Forms and Applications. All company and vehicle information must be included along with an original signature from the legal name listed on the authority for the sole proprietorship or from the registered agent/officer on file with the Kentucky Secretary of State for the Corporation, Partnership, or LLC and mailed to Motor Carriers.  All must be submitted within the allowed timeframe of 60 days to consider a vehicle qualified.
Q: How much does it cost to qualify vehicles?
A: If a temporary authority, a per vehicle fee is required. Based on the vehicle type (taxi, bus, limo, airport shuttle, contract carrier, dpv) the fee may range from $15 to $100.  Prorated fees do not apply.
 
If a permanent authority, a certificate filing fee of $25 is required in addition to the per vehicle fee. The per vehicle fee is prorated based on the month the application to qualify is submitted. A prorated fee chart is attached to the vehicle application.
Q: What are the seating capacity requirements for a taxi, limo, dpv, etc.?
A: The vehicles may not exceed 15 passengers. If a limousine, greater than 15 passengers, please see Charter Bus Authority.
Q: What documents must be submitted with the vehicle application to qualify vehicles?
A: A copy of each vehicle’s registration is required. If the vehicle is not registered to the company or individual’s name as it appears on the order, an Equipment Lease Form (TC 95-15) must be signed by the Lessee and Lessor.
A copy of each vehicle's proof of insurance card.
 
If a Taxicab, a Taxicab Inspection Form (TC 95-311) is required to be completed by an automotive technician that holds a valid automotive service excellence (ASE) certification.
If a disabled person's carrier, a Disabled Person's Vehicle Qualification Form (TC95-589) is required to be completed and notarized.
 
All forms must include original signatures. Faxed copies or photocopies are not accepted.
 
Both forms may be found online at Forms and Applications.
Q: What type of proof of insurance is required?
A: A Form E must be submitted directly to the Division of Motor Carriers from the insurance company as proof of company’s public liability insurance. The Form E must be filed under the same name as it appears on the Order from the Office of Legal Services. The original Form E may only be mailed or filed electronically. Faxed copies will not be accepted. Please allow 5 to 10 business days for the processing of a Form E.
Q: What do I receive from Motor Carriers to be legal?
A: A Fee Receipt Card is issued for each vehicle to show vehicle specific information. The original Fee Receipt Card must be kept in the vehicle. A Certificate is issued to show what type of authority the company has, what county or city the authority is out of, and how many vehicles can be operated under that authority. Based on the type of authority, a plate may also be issued. All passenger plates must be displayed on the front of the vehicles (except Charter Buses).
Q: How long does it take to receive back a Fee Receipt Card and plate to start operating?
A: The application process may take up to 14 business days upon receipt of the application. All applications will be returned if any required documentation is missing or fees were submitted incorrectly.
Q: Can I receive my passenger credentials quicker?
A: Yes. You may come in to the One Stop Shop. With all the required documentation in hand, you may have your application processed in the same day. The One Stop Shop is open from 8:00 am to 4:00 pm, Monday to Friday.
Q: Can I fax my application and pay with a credit card?
A: All forms require an original signature. Therefore, they must be submitted by mail.
Q: How do I transfer a passenger plate from one vehicle to another?
A: The Affidavit for Passenger Plate Transfer (Form TC 95-37) must be completed and mailed to Motor Carriers. The proof of insurance and registration is required for the new vehicle and the original Fee Receipt Card is required from the old vehicle. If a taxicab, a new Taxicab Inspection is required. If a Disabled Persons Carrier, a new DPV Qualification Form is required.  There is not a fee to transfer. The form may be found online at Forms and Applications.
Q: How do I place a vehicle out of service that is not being replaced?
A: The motor carrier plate and original Fee Receipt Card may be turned in to this office to be removed from the certificate. Once removed, a prorated fee will be credited to your vehicle fee account and may be used at a later time.  All vehicles placed out of service will go into escrow.  They remain in escrow up to 3 years.  Vehicles not replaced within 3 years shall constitute a forfeiture of that vehicle.
Q: My plate has been damaged, lost, or stolen, how do I replace it?
A: The Affidavit for Replacement (Form TC 96-167) must be completed, notarized, and mailed to Motor Carriers. The original Fee Receipt Card for the vehicle will be required to be returned. Once processed, a new plate and new Fee Receipt Card will be issued.
Q: How long are the Certificates and Fee Receipt Cards effective for? Is there a renewal process?
A: All Certificates and Fee Receipt Cards for permanent authorities are effective until December 31 of each year. All Fee Receipt Cards for temporary authorities are effective for six months only. The effective date will be displayed on the Fee Receipt Card.
All passenger carriers with permanent authorities will receive a renewal packet in October to renew before December 31. All renewals must be submitted no later than December 1 to ensure processing before December 31. There is not a grace period. Those not renewed by December 31 and operating will be considered illegal. Those operating under temporary authority will not receive a renewal packet.
Q: Does the Certificate of Motor Vehicle Equipment Lease Form (Form TC 95-15) have to be notarized?
A: No. The form only requires the original signature of both the Lessor and the Lessee as well as the original signature of a witness of the two signatures.
Q: I have certificates in multiple counties, can I operate the same vehicle under each certificate?
A: Yes and No. The only authority type that will allow for the use of the same vehicle under multiple counties is the Contract Carrier Permit. All other authorities such as Taxi, Limo, DPV, Airport Shuttle, or Bus are not allowed to do so.
Q: I received a 45 day notification letter and a 60 day failure letter from Motor
Carriers, what does this mean?
A: All passenger carriers granted permanent authority from the Office of Legal Services are given 60 days to comply and qualify vehicles with the Division of Motor Carriers. On the 45th day, a reminder letter will be mailed to inform how many vehicles (if any) have been qualified so far. If passenger carrier fails to qualify any or all vehicles by the 60 day deadline, another letter will be mailed to inform of current status. You will either loose some or all of vehicles. If all vehicles are lost, the Certificate becomes null and void and the authority will have to be reapplied for with the Office of Legal Services.