# State Trucking Filing Authorization Plan

Research date: 2026-06-02

Goal: reduce fulfillment friction for state trucking compliance campaigns by using a signed customer authorization page wherever possible, instead of asking customers to send portal credentials.

## Recommendation

Build a universal e-sign authorization step in checkout/customer portal:

**Limited Authorization to File State Motor Carrier Compliance Documents**

The customer authorizes Performance West Inc. to:

- prepare, review, submit, and amend state motor carrier compliance filings;
- access state agency portals or tax systems where representative access is available;
- communicate with state agencies about the filing;
- receive filing status, notices, confirmations, and deficiency messages;
- coordinate with insurers or agents for required insurance filings;
- remit government fees, taxes, card fees, decals, permits, and pass-through charges when collected from customer;
- retain a copy of the signed authorization for agency audit/request purposes.

Do **not** collect portal passwords over email. If credentials are unavoidable, collect through secure portal fields or instruct the customer to add Performance West as a user/delegate where supported.

## Authorization matrix

| Filing | Signed page enough? | Operational path | Marketing friction level |
|---|---:|---|---|
| NY HUT / OSCAR | Yes | Use NY E-ZRep TR-2000 or equivalent tax-pro authorization. Customer signs, we keep it, add client in tax professional account. | Low |
| CT Highway Use Fee / myconneCT | Mostly yes | Use signed authorization and CT practitioner/third-party/bulk-filer access. Customer may need to add access or verify account. | Low-medium |
| OR Weight-Mile | Partial | Signed authorization required, but customer may still need CCD/TOL account or account-password setup. Some forms can go by email/fax/mail. | Medium |
| CA CARB/TRUCRS | Partial | Signed authorization plus portal access or CARB Form 157 for account email/password update. | Medium-high |
| CA MCP | Likely yes for forms | Signed authorization/limited POA for paper/form workflow. Portal and insurer filings may still add friction. | Medium |
| KY KYU | Partial/unclear | Online filing is mandatory. Signed authorization required, but delegated portal mechanics need verification. | Medium-high |
| NM Weight-Distance | Likely yes via tax-rep model | Signed authorization/POA and TAP representative access likely workable. Verify setup. | Medium |
| TX TxDMV / Intrastate Authority | Partial | Signed authorization/limited POA plus portal account/delegation and insurance coordination. | Medium-high |
| IRP / IFTA | Partial | State-specific. Usually needs base-state account, POA, or customer-added delegate. | Medium-high |
| Drug & Alcohol Program | Yes | Direct enrollment/authorization, no state login. | Low |
| Hazmat Review | Partial | PHMSA/state filings vary. Authorization needed, some portal access may be required. | Medium |

## Documents/forms to generate or attach

### 1. Universal Performance West authorization

Use for every state product.

Must include:

- customer legal name, DBA, USDOT, FEIN/last 4 where needed;
- signer name/title and authority statement;
- covered states/products;
- specific authority to submit filings and communicate with agencies;
- payment/pass-through fee authorization;
- acknowledgement that customer remains responsible for accuracy of data provided;
- e-signature block with timestamp, IP, user agent, order ID.

### 2. NY-specific TR-2000 workflow

NY is the cleanest no-password model.

Steps:

1. Customer signs NY E-ZRep/TR-2000 authorization.
2. PW keeps copy in records, not mailed to NY unless requested.
3. PW adds client to Tax Professional Online Services account.
4. PW files/obtains HUT credentials through authorized account access.

### 3. CT practitioner / bulk filer workflow

Steps:

1. Customer signs universal authorization with CT DRS/myconneCT language.
2. PW uses practitioner or third-party bulk filer access where supported.
3. If customer must approve/add access inside myconneCT, portal status becomes `awaiting_customer_delegation`.
4. PW files HUF electronically and can prepare CSV vehicle imports.

### 4. CARB/TRUCRS account recovery workflow

Steps:

1. Customer signs universal authorization.
2. If customer knows login, use secure credential field or customer-added access.
3. If login/email is lost, prepare CARB Form 157/account update package.
4. After access, file fleet/vehicle/engine information in TRUCRS.

### 5. Portal delegation fallback workflow

For OR, KY, NM, TX, IRP/IFTA:

1. Customer signs universal authorization.
2. Ops tries representative/delegate access.
3. If state requires customer action, send customer a one-click task: “Add Performance West as portal user/delegate.”
4. If state does not support delegation, use secure credential collection only as fallback.

## Customer portal statuses to add

- `authorization_required`
- `authorization_signed`
- `awaiting_customer_delegation`
- `awaiting_secure_credentials`
- `awaiting_government_fee_approval`
- `awaiting_insurance_filing`
- `ready_to_file`
- `filed_waiting_state`
- `completed`

## Checkout language

> To complete this filing, Performance West may need to access state motor carrier or tax systems on your behalf. You authorize us to prepare and submit your filing, communicate with the agency, and remit government fees using the information you provide. Government fees, taxes, card processing fees, permits, decals, bonds, and insurance filing costs are pass-through charges and may be billed separately if not known at checkout.

## Marketing implications

Prioritize campaigns where the customer can buy and we can fulfill without heavy portal friction.

Best low-friction campaigns:

1. NY HUT setup
2. CT Highway Use Fee setup/filing
3. DOT Drug & Alcohol Program
4. New Carrier Startup Bundle
5. State compliance review/checker
6. CA MCP form-prep/service bundle

Use more cautious wording for medium/high-friction campaigns:

- “We prepare and file with your authorization”
- “We help you obtain access or recover your account”
- “Government fees and taxes billed separately”
- “Some filings require state portal approval or insurer coordination”

Avoid implying instant filing for:

- CA CARB/TRUCRS account recovery
- OR Weight-Mile account setup
- KY KYU online returns
- TX TxDMV authority with insurance
- IRP/IFTA across all states
