Fill Out Your Ky Weight Distance Form

What is the Ky Weight Distance (KYU) form used for?

The Ky Weight Distance form, officially designated as TC 95-38, is used by motor carriers to report vehicle additions or deletions that are subject to the Kentucky Weight Distance tax. It is essential for maintaining compliance with state regulations concerning the declaration of vehicle weights and ensuring that the proper taxes are filed.

Who needs to file the KYU form?

Any motor carrier operating vehicles with a combined licensed weight of 59,999 pounds or greater must file the KYU form. This requirement applies to all carriers, irrespective of their state of registration. It ensures that the tax obligations pertaining to highway usage in Kentucky are met.

How can I update my vehicle inventory using the KYU form?

To update your vehicle inventory, you must complete the KYU form accurately, ensuring all required fields are filled. You can add up to 15 vehicles in a single submission. After filling out the form, fax it to the Kentucky Division of Motor Carriers at (502) 564-4138. For bulk updates exceeding 15 vehicles, utilize the bulk upload feature available in the Kentucky Motor Carrier Portal.

Are there deadlines for submitting the KYU form?

While there aren't specific deadlines mentioned, it is advisable to submit your KYU form as soon as possible to avoid any fines or penalties. Allow up to 14 business days for your updates to be processed. Delays beyond this period may impact your compliance status.

What happens if I submit an incomplete form?

An incomplete KYU form will be returned. It is crucial to ensure all fields are properly filled out and that temporary plate numbers are not included. Missing information can lead to processing delays and potential non-compliance issues.

Can I file the KYU form online?

Yes, the Kentucky Transportation Cabinet provides a new KYU Online system that allows you to apply for a KYU, update your inventory, and file taxes in real time. This option streamlines the process and improves efficiency, making it easier for you to manage your vehicle fleet.

What should I do if I need to delete a vehicle from my inventory?

If you need to delete a vehicle, you must complete a separate KYU form for each deletion. Combine additions and deletions on a single form is not permitted. Make sure you declare the vehicle information correctly and follow the submission guidelines.

What is the significance of the combined licensed weight?

The "combined licensed weight" is crucial because it determines the tax obligations for the vehicles you operate. It represents either the registered weight of the vehicle or the maximum gross weight, including any load, and must be accurately declared to comply with Kentucky regulations.

How can I ensure all credentials are in good standing before filing?

Before submitting your KYU updates, verify that all your federal and state credentials are current and in good standing. This precaution is mandatory for the processing of your KYU inventory updates. Regular checks will help you avoid compliance issues and ensure efficient processing of your submissions.

Filling out the Kentucky Weight Distance form can present several challenges for those unaccustomed to the requirements. One common mistake is failing to provide accurate company information. This includes the company name, address, and contact details. If any of these details are incorrect or incomplete, it can delay the processing of the application.

Another frequent error involves the vehicle inventory section. Applicants often combine additions and deletions on the same form. It’s important to remember that a separate form must be submitted for each type of transaction. This oversight could lead to delays as the document may be returned for corrections.

Understanding the weight requirements is also crucial. Many individuals mistakenly declare weights that exceed the cap of 80,000 pounds or fall below the 60,000-pound minimum. This can result in complications, as all declared weights must align with Kentucky law.

Additionally, failure to include a valid KYU number can be problematic. This number is necessary for all vehicle updates and must be listed accurately. Omitting it or entering an incorrect number could halt the update process entirely.

Another area where missteps occur is the Vehicle Identification Number (VIN). It’s essential to provide the full 17-digit VIN for newer vehicles. Incomplete or incorrect VINs can lead to rejection of the form, requiring resubmission.

Furthermore, many forget to keep their federal and state credentials up-to-date. Before submitting the Weight Distance form, all certifications must be in good standing. If they are not, the inventory updates will not be processed.

People often overlook the submission process itself. After completing the form, it should be faxed to the designated number. However, some individuals neglect to check if the fax went through, leading to unprocessed updates that can cause frustrating delays.

Finally, keep in mind the bulk upload feature available for those needing to add more than 15 vehicles. Failing to utilize this option can result in unnecessary complications in managing large vehicle inventories.

Understanding the various forms and documents associated with the Kentucky Weight Distance (KYU) tax can streamline operations for motor carriers operating in the state. Each form serves a specific purpose and helps ensure compliance with state regulations. Below is a list of related documents that may frequently accompany the KY Weight Distance form.

• KYU License Application: This form is necessary for obtaining a KYU license. It requires detailed information about the motor carrier and the vehicles that will operate in Kentucky. A valid KYU license is required for any vehicle with a combined weight of 60,000 pounds or more.
• Annual Report of Highway Use Tax: Motor carriers must submit this report annually to declare total highway use tax owed. It summarizes data such as miles traveled and vehicles operated for a full year.
• Vehicle Registration Application: This document registers vehicles for operation within Kentucky. It includes vehicle details and is vital for obtaining proper license plates.
• Interstate Operating Authority Application: If a carrier operates across state lines, this application is essential. It grants the authority to transport goods beyond Kentucky’s borders and ensures compliance with federal regulations.
• Proof of Insurance Documentation: Carriers must provide proof of insurance coverage for their vehicles. This is crucial as it demonstrates that the fleet is safeguarded against liability while on the road.
• USDOT Number Application: Required for all commercial vehicles that transport goods across state lines, this application allows the Federal Motor Carrier Safety Administration to track safety ratings and compliance for motor carriers.
• Road Use Taxes Payment Voucher: This payment voucher accompanies tax payments related to road use. It includes information on the specific taxes owed and serves as an official record for both the payer and the Kentucky transportation officials.
• Fuel Tax Report: Carriers must report the amount of fuel consumed and the corresponding fuel taxes for their vehicles. This document helps ensure compliance with fuel tax regulations, both state and federal.
• Application for Exemption Certificate: Certain carriers may qualify for exemptions under specific circumstances. This application details the reasons for exemption and must be submitted for approval before operating under such exemptions.

By familiarizing yourself with these forms and documents, you can better navigate the requirements of operating a motor carrier in Kentucky. Staying organized and ensuring that all necessary documentation is complete will save time and prevent future complications.

• IRP Application (International Registration Plan): The IRP application is similar to the KY Weight Distance form as both are essential for registering commercial vehicles that travel in multiple jurisdictions. They require detailed information about vehicle weight and registration, ensuring compliance with state regulations.
• IFTA License Application (International Fuel Tax Agreement): Like the KY Weight Distance form, the IFTA application ensures that carriers report their fuel usage and pay taxes accordingly. Both documents play a crucial role in maintaining compliance for vehicles operating across state lines.
• US DOT Number Application: The US DOT number application is comparable to the KY Weight Distance form in that it mandates the reporting of vehicle details to ensure safety and regulatory compliance. Both forms ensure that vehicle operations follow federal guidelines, serving as a basis for tracking and accountability.
• State Vehicle Title Application: Similar to the KY Weight Distance form, a state vehicle title application records critical information about a vehicle’s ownership and weight. Both documents serve to maintain an accurate inventory of vehicles and ensure that they meet necessary weight and distance regulations.

When filling out the Kentucky Weight Distance (KYU) form, it's important to be precise and follow the proper guidelines. Here are four things to do and not do:

• Do: Ensure all federal and state credentials are current before submitting your form.
• Do: List each vehicle separately for additions and deletions. Use a new form for each request.
• Do: Provide the full 17-digit VIN for all new vehicles, ensuring accuracy in details.
• Do: Declare the correct weight for each vehicle, between 60,000 and 80,000 pounds.

• Don't: Combine addition and deletion requests on the same form; this will lead to processing delays.
• Don't: Use temporary plate numbers in your submissions; they are not valid.
• Don't: Leave any required fields blank; incomplete forms will be returned.
• Don't: Declare weights that exceed 80,000 pounds or are less than 60,000 pounds; this will cause issues with your submission.

Follow these guidelines to ensure a smooth and efficient process. Completing the form correctly can prevent delays and complications.

• Misconception 1: All vehicles need to submit the KY Weight Distance form.

  Not every vehicle is required to be reported. Only those with a combined licensed weight of 59,999 pounds or greater must be included. This means if your vehicle is lighter, you do not need to file this form.

• Misconception 2: The KY Weight Distance form can be submitted without prior updates to federal credentials.

  Before submitting the form, ensure that all federal and state credentials are in good standing. If these credentials aren't current, your submission may be delayed or rejected.

• Misconception 3: I can combine vehicle additions and deletions in one form submission.

  This is not allowed. You must submit separate forms for adding and deleting vehicles. Each action requires its own TC 95-38 form to ensure proper processing.

• Misconception 4: I can declare a weight for vehicles outside the specified range.

  The form has strict guidelines for weight declarations. You should only report weights between 60,000 and 80,000 pounds. Reporting figures outside this range will result in complications.

• Keep it Current: Regularly update your KYU inventory to ensure compliance. The KY Weight Distance form requires up-to-date vehicle information before processing.
• Follow the Guidelines: Complete the form accurately. All fields are mandatory, and incomplete submissions will be sent back.
• Weight Requirements: Only list vehicles with a combined licensed weight of 59,999 pounds or greater. Ensure that your declared weight is between 60,000 and 80,000 pounds.
• Single Submissions: Do not combine additions and deletions on the same form. Each request must be filed separately using a new TC 95-38.
• Utilize Online Resources: Take advantage of the KYU Online system for real-time updates and online applications. Visit the Kentucky Motor Carrier Portal for bulk uploads if you have over 15 vehicles to report.