Online Hazmat Registration 2012
Select
  • Article
Hide Related Links »
« Show Related Links

You can access the PHMSA on-line registration service at:

https://hazmatonline.phmsa.dot.gov/services/haz_reg_1.aspx

Registration Services Page

The main Hazardous Materials Registration page allows you to choose five services:

  1. Initial allows you to register a company for the first time. If you need to register an unregistered company for more than one registration period during the on-line session, we recommend that you submit the first application as an Initial registration and make payment by credit/debit card. Once you have done this, you may use the Renewal option to submit additional applications, which will save you time and effort by using the information supplied on the first application to fill in most of any subsequent statement. Payment by ACH (electronic check) will not allow you to use the renewal option until after the payment has been confirmed (usually the next business day, but sometimes a day or two later).
  2. Renewal allows you to register your company if it has registered in the past, using the information supplied in the record for the latest registration period to pre-populate most of the form.
  3. Amendment allows you to make changes to your company's previously submitted registration for the most recent registration period. You are required by regulation to notify us of changes to the company name and address within 30 days. You may also correct omissions or errors in that most recent registration. For your protection, these changes are reviewed and validated before they are recorded in the company record, usually within two working days.
  4. Company Look-up allows you to view summary information about a company by entering a company name (or part of the name), a previous registration number, the HM Company ID number, the postal code, a USDOT Number or an MC/MX Number. This option does not allow you to directly proceed to a renewal or amendment.
  5. ACH Verification allows you to verify that an ACH (electronic check) payment has been completed. If you chose to pay for a registration by ACH (electronic check), you may return to this site and use this option to obtain your registration number and certificate after the payment has been verified by the banking system. This usually happens the next business day, but may take one or two additional days. An e-mail with the certificate attached as a .pdf file will be sent to you confirming the payment after the payment has been reported to us.

Other PHMSA Hazmat Electronic Services

At the top of each of the On-line Services pages there are links to other PHMSA Internet Sites, and to three other PHMSA electronic services pages. You can order hazardous materials training materials and publications, pay civil fines and penalties, or pay for FOIA requests by clicking on the appropriate link. Choosing civil fines and penalties or FOIA requests will take you to external Internet sites and you will lose anything you may have placed in your shopping cart. You should complete the payment for any items in the shopping cart before leaving this site to use either of these services.

If you choose Initial registration, you will be taken to a page that requests the information that determines the fee that you will pay. This information consists of: the beginning and ending dates of the registration period you wish to register for, the North American Industry Classification System (NAICS) code for the primary business activity of your company, whether the company meets the U. S. Small Business Administration's (SBA) size standard for a small business, and whether the company is a not-for-profit organization, that is, an organization exempt from taxation under 26 U.S.C. 501(a), which exempts organizations described in subsection (c) or (d), unless the exemption is denied under sections 502 or 503. Links to a search engine for the NAICS code descriptions and the current SBA list of size standards are provided on the page. A link to a table of the registration fees for all possible combinations of registration periods and business categories is also provided at the bottom of the page. See also the definition of Small Business in the list of definitions. A table of the most frequently reported NAICS codes and their SBA size standards is provided here.

You are also asked to choose the country of your mailing and physical addresses on this page. Companies with addresses in the 50 US states, American Samoa, the District of Columbia, Guam, the Northern Mariana Islands, Puerto Rico, and the Virgin Islands should choose "USA" - these are all considered "states" by the DOT and these names will all be found in the State list on the next page. Other US territories or possessions are found in the "Select Country" list. The information gathered on this page will be automatically entered onto the registration statement form that is displayed next.

If you choose Renewal registration, you will be taken to a page that requests information to identify your company. Searches by an existing registration number are recommended, but you may also search by the company name (or a distinctive part of it), by the HM Company ID number, by the postal code, by a USDOT number, or an MC/MX number. Searches by company name will look for the exact string of characters you enter. If your search does not locate your company, try a shorter or longer string of characters or a postal code search. A list of companies with each company's most recent registration number will be displayed. Clicking on "Details" will show you basic information about the company, including a complete list of registrations recorded for the company. The company name, address, and identifiers can not be edited on this page (you can make corrections on the next page). The information that determines the fee (the beginning and ending date of the registration period, the NAICS code, the SBA business size designation, and the non-for-profit status) is requested below the company information. Your previous responses to these questions will be displayed here, but may be corrected if necessary. The previously reported Mailing and Physical Address Country will also be displayed. If you need to change a Country, please note that companies with addresses in the 50 US states, American Samoa, the District of Columbia, Guam, the Northern Mariana Islands, Puerto Rico, and the Virgin Islands should choose "USA" - these are all considered "states" by the DOT and these names will all be found in the drop-down list of States on the next page. Other US territories or possessions are found in this page's list of countries. If you need to correct a previously submitted NAICS code, see the helps provided in the section for "Initial Registrations."

If a previous registration for your company cannot be identified, you must enter the registration as an Initial registration.

If you chose Initial registration, you must complete the form that appears after you click on the Next button. If you chose Renewal, most of the form will be automatically filled in with the information in the record on file for the most recent registration period. You can correct or add any information on the form other than the Registration Date Range, the Business Category and Fee information, the current Registration # (the number for the latest registration period), and the mailing and physical address Country, which have been inserted from the responses you supplied on the previous page. If you need to correct the Registration Date Range, Business Category, or Country information, use your Internet browser's Back button to return to the previous page, click on the Reset button at the bottom of the page, and re-enter the years, NAICS code, business category, and country information before clicking on the Next button.

ENTER INFORMATION

1. Type of Registration: The type of Registration and the Current Registration # (if the type is Renewal or Amendment) will be filled in by the program.

2 and 3. Name and Address of Registrant: Enter your business name and the mailing address of the principal place of business. If your physical address is different from the mailing address, supply the physical address in the indicated places. If you use a Post Office box as your mailing address, you must enter a physical address. If your company is operating under a "Doing Business As" (DBA) name, you may use whichever of the names is most appropriate for your business. A certificate of registration displaying this name, and any necessary correspondence, will be mailed to the mailing address entered here.

The country you entered on the previous page will be displayed. If you indicated a mailing address in the United States, Canada, or Mexico, the State/Province/Territory box will provide a drop-down list of the states/provinces in the indicated country. The District of Columbia, Puerto Rico, American Samoa, Guam, the Northern Mariana Islands, and the Virgin Islands are listed as USA States in accordance with the Department of Transportation's official definition of "state". If your mailing address is in a country other than the USA, Canada, or Mexico, and a state, province, or territory is an integral part of the address, you can enter it into the box provided.

4. Registrant's USDOT Number, MC/MX Number, or Railroad Alphabetic Code: If you have any of these identification numbers, enter them. If you do not have one or more of these numbers, leave the corresponding space blank. To verify a USDOT number or MC/MX number (the "operating authority", formerly the ICC number), click on the link provided to the Federal Motor Carrier Safety Administration's (FMCSA) SAFER company snapshot service. That site can also be used to obtain either of these numbers: click on "FMCSA Registration & Updates" under "FMCSA Services."

5. Mode(s) Used to Transport Hazardous Materials: Mark all the ways you moved hazardous materials during the calendar year ending last December. If you are a carrier, mark only the mode(s) you used to transport hazardous materials. If you are a shipper or other offeror, mark all modes used to transport shipments offered by your company.

6. Business Category: The Business Category questions will be automatically filled in from the responses you provided on the previous page.

7. Registration Period: The registration period you designated on the previous page will be displayed.

8. Registration Fees: The appropriate fee for the registration period and the business category you specified will be displayed.

The one-year fee for registration years 1992-1993 through 1999-2000 is $300, regardless of business category. Only single-year registrations are permitted for these years.

For registration periods beginning with the 2000-2001 year and later, the registration fee is determined by the number of years you requested (one, two, or three), the business category, and the fee established for the years and category. For 2000-2001, 2001-2002, and 2002-2003, the business category depends on whether your company qualifies as an SBA small business. Starting with 2003-2004, it also depends on whether or not your company is a not-for-profit organization, that is, an organization exempt from taxation under 26 U.S.C. 501(a).

A link to the table of the appropriate fees for all possible year and business category combinations is provided on the statement page.

9. Hazardous Materials Activities: Prior-Year Survey Information: Use this part of the form to record your hazardous materials activities during the calendar year ending December 31 of the year preceding the beginning year of the registration period you indicated - the "prior" year. For example, if you are registering for the 2012-2013 registration period, report on activities your company engaged in between January 1 and December 31, 2011. Even if you engaged in none of the hazardous materials activities described here during that year, if you intend to do so this year you must register and pay the appropriate fee (mark category G).

Item 9 defines six categories of hazardous materials activities that require registration. Mark each category that your company engaged in during the prior calendar year. Shipments of materials included in Categories A, B, C, D, or E should not also be included in Category F, even though in most instances such shipments require placarding. For instance, if your only hazardous materials activity is carrying more than 55 lbs. of Division 1.1 explosives, you should mark only Category B, not B and F. If, however, your only activity is shipping hazardous materials in quantities that require placarding that are not included in Categories A through E, mark only Category F. If you carry both shipments of more than 55 lbs. of Division 1.1 explosives and shipments of hazardous materials not included in Categories A through E, not in bulk packagings, of more than 1,000 lbs. but less than 5,000 lbs., you would mark both Categories B and F. If you are registering for a year prior to 2000-2001, you do not need to mark Category F even if you engaged in that activity during the applicable prior calendar year. Activity in Category F requires registration only beginning with Registration Year 2000-2001.

For each of the categories A, B, C, D, E, or F that you marked, also indicate whether you handled the hazardous material as a Shipper, Carrier, or Other. Check as many as apply. "Other" should be marked by persons other than the shipper or carrier who perform or are responsible for performing any of the pre-transportation functions required by the hazardous materials regulations. This includes freight forwarders, agents, freight consolidators, etc.

Below the six categories of activities there is a list of the U.S. states and territories. Indicate the abbreviation for each state or territory in which you engaged in any of the six categories of activities.

If you checked "carrier," mark all states in which you operated as a carrier of that category of hazardous material. If you checked "shipper" or "other," mark only those states from which you offered hazardous materials - you need not indicate states to which or through which the materials were transported. Registrants operating in all of the "lower 48" states may mark "48 Contiguous States." (This excludes Alaska, Hawaii, the District of Columbia, and our five territories, which must be marked individually, if appropriate).

Remember, if you did not engage during the prior year in any of the activities described in categories A through F, check category G.

10. Certification of Information: Your name in item 10 certifies that the information on this form is true, accurate, and complete. BE ADVISED that false statements may violate the law (18 U.S.C. 1001). The person whose name is given should be an appropriate representative of the registrant. Correspondence regarding registration, including the certificate of registration and next year's form and instructions, will be addressed to this individual. The e-mail address provided here will be used only for purposes directly related to PHMSA¿s hazardous materials safety programs, including the registration program.

CERTIFICATE OPTIONS

You will be able to print the certificate for this registration at the end of the process if you pay by credit/debit card and, whether you pay by credit/debit card or by electronic check, a copy of the certificate will be e-mailed to the e-mail address you supply on the payment page. You can return to this site at any time and print a certificate for a completed registration by using the Company Look-up option. However, if you do not have a functioning printer, you can request that we mail you a certificate by clicking the box provided.

PRINT THE STATEMENT

You are required to keep a copy of your registration statement and registration certificate for three years at your principal place of business. Before leaving the statement page you should use your Internet browser's Print function to print the statement. You can then click on the Add To Cart button.

PAYMENT AND CERTIFICATE

After completing the registration statement, you will be taken to a Shopping Cart page, which lists your completed items. You can use the View/Edit option to return to a shopping cart item and review or correct information. If you edit an item, be sure to click on the Update Cart Item button at the bottom of the statement page to record the changes. You can use the Delete option on the Shopping Cart page to remove an item from your shopping cart.

If you want to register for another registration period or for another company, you may use the Purchase Another Registration button. Or you may proceed to the payment page by choosing either the Check Out Using Credit/Debit Card button or the Check Out Using ACH (Electronic Check) button. Choosing to pay by credit or debit card will enable you to print a certificate after a successful credit or debit card payment. Payment can be made by debit card only if the debit card displays a VISA or MasterCard logo. ACH payments usually take one business day to clear through the banking system, but may take one or two additional days. A registration number and a certificate will not be produced until the payment has been verified. Whether payment is by credit/debit card or by ACH, an e-mail confirming the order will be sent to the e-mail address you provide on the payment page. When payment is made by credit card, this e-mail will contain a copy of the certificate in .pdf format. When payment is made by ACH, the e-mail will confirm that a registration statement has been submitted. A second e-mail will be sent after the payment has been verified to confirm that the payment has been completed and this e-mail will contain a copy of the certificate in .pdf format.

After you have been taken to the appropriate secure payment page, enter the required information, including an e-mail address, and click on Submit Payment.

If the payment information has been processed promptly, you will be taken to a Thank You page. If payment was made by credit or debit card, this page will display an Order Number, the company name(s), the registration period(s), and the newly issued Registration Number(s). Clicking on View/Print will display the registration certificate, which you should print for your records and use. An e-mail confirming the order, with a copy of the certificate(s) in .pdf format, will be sent to the e-mail address you supplied on the payment page. 

If payment was made by ACH, the Thank You page will not display a registration number, but it will include an Order Number, the company name(s), and the registrations period(s). An e-mail confirming the submission of a registration statement will be sent to the e-mail address given on the payment page. This e-mail will contain the Order Number, the company name(s), the registration period(s), and the associated fee(s). When the ACH payment has been verified (usually the next business day after the submission but possibly one or two days later), an e-mail with a copy of the certificate in .pdf format will be sent to the e-mail address you supplied on the payment page. For ACH payments, you can return to the main Hazardous Materials Registration page and use the ACH Verification service to check whether payment has been verified and a certificate is available (see the section on ACH Verification).

Occasionally there is a delay in processing the payment information. If this should occur, a message that the payment is taking longer than expected will be displayed. You will be advised that we will resubmit the payment later, and an e-mail confirming the payment, with the registration certificate attached if payment is made by credit or debit card, will be sent after the payment is successful. If the payment is not successful, an e-mail will be sent informing you that the payment failed and giving you a link to a page from which you can re-enter your payment information.

You must amend your registration statement within 30 days if there is a change in your company's name or principal place of business.

You can amend your company's previously submitted registration for the most recent registration period by selecting the Amendment option on the Registration Services Page. You can search for your company by entering the company name (or a distinctive part of it), the HM Company ID, a previous registration number, the postal code, the USDOT number, or the MC/MX number. A list of companies will be displayed. Clicking on the Details button beside a company name will display a summary of that company's registration history. Clicking on the Amend button at the bottom of the page will take you to a registration statement page with the information supplied from the record of the most recent registration period. You may make corrections or additions on this page. You can not alter the beginning and ending dates of the registration period, the Small Business designation, or the Not-for-Profit Organization designation, since these items determine the appropriate fee. For your protection, the changes you make will be reviewed and verified before they are entered into our database; you may be contacted about these changes. This will usually take two to three business days. A paper certificate will be mailed to the address in the revised record if you have changed any information that is printed on the certificate. You may also return to the site and use the Company Look-up service to print the revised certificate in two or three business days.

Please note that if you are going to submit a renewal registration at the same time that you need to report a change of company name or address, these changes can be made on the renewal alone and will be incorporated into the company's record in our database. There is no fee for filing an amendment through the Internet.

A company search option is offered for those who may wish to see a summary of a company's registration history. You may search for a company by company name (or a distinctive part of it), the HM Company ID, registration number, postal code, USDOT number, or MC/MX number. A list of companies will be presented. Clicking on the Details button beside a company name will produce a summary of the company¿s history. Clicking on View/Print next to a particular registration number will produce a copy of the registration certificate. This option does not allow you to proceed directly to a Renewal or Amendment.

 

Using ACH (Electronic Check) as the method of payment usually takes one business day for the banking system to verify that the payment has been completed but may take one or two additional days. You may return to the site to check on the status of your payment by choosing the ACH Verification service. You will be taken to a page that requests you to enter your Order Number, which is found on the Thank You page displayed after you submit your ACH account information and on the e-mail confirmation of the order, which will be sent to the e-mail address you supplied on the payment page. When the payment has been verified, a second e-mail will be sent to that e-mail address to confirm that payment has been completed, and a copy of the certificate in .pdf format will be attached.

Companies that failed to register for previous years in which they engaged in activities that required registration must register for those years and pay the appropriate fee.

If you engaged in any of the hazardous materials activities in categories A through E in registration years before 2000-2001, or if you engaged in any of the activities in categories A through F in registration years 2000-2001 through 2011-2012, but did not register, you must do so now. Registrations for all prior year registration periods are available through the on-line registration service. A complete table of possible periods and the appropriate fees is available. Be very careful to enter the proper beginning and ending year of the registration period at the beginning of the Internet registration process.

If you have never registered before, we recommend that you use the Initial Registration option to complete a statement and proceed to pay by credit or debit card to establish a registration record in the database. You can then use the Renewal Registration option to file any necessary additional registrations.

Complete the "Activities" and "States" sections of item 9 of the registration statement to reflect the type of activities you conducted and the states in which you conducted them during the calendar year preceding the beginning date of the registration period for which the statement is being filed. For example, if you are filing for the 2010-2011 registration year, report the activities you engaged in, and the states in which you offered or transported hazardous materials, between January 1 and December 31, 2009.

If you have problems registering online, please call 202-366-4109 or 202-366-4484 and ask to speak to someone about registering online.