Are you prepared for the HVUT/2290 filing deadline?

J. J. Keller breaks down what to know before you file

Photo: Jim Allen/FreightWaves

Filing the appropriate taxes on your vehicles is key to keeping your fleet in compliance and on the road working for you. One of those taxes is the federal heavy vehicle use tax (HVUT). 

The new HVUT tax year began on July 1, and taxes for 2023–2024 are due by Aug. 31.

“Since states may deny vehicle registration or renewal without proof that you paid this tax, it’s important to stay current with changing regulations, understand the required forms and filings, and file on time to keep your trucks on the road,” said Corrina Peterson, transport editor at J. J. Keller & Associates Inc., the transportation industry’s trusted safety and compliance experts.

What is the HVUT?

The heavy vehicle use tax or HVUT is a fee assessed annually on heavy vehicles operating on public highways at registered gross weights of 55,000 pounds or more. The tax is payable to the IRS on Form 2290, “Heavy Highway Vehicle Use Tax Return.”

Who must file?

Carriers must file IRS Form 2290 and Schedule 1 if a taxable highway motor vehicle is registered or required to be registered in their name under any state or District of Columbia, Canadian or Mexican law at the time of its first use.

This can be an individual, corporation, partnership or any other type of organization, including nonprofit charitable, educational, etc.

Taxable vehicles: The HVUT applies to highway motor vehicles with taxable gross weight of 55,000 pounds or more and includes trucks, tractors and buses.

The gross taxable weight is determined by adding the unloaded weight of the vehicle plus the trailers or semi trailers customarily used with the vehicle plus the weight of the maximum load typically carried.

Form 2290 filing essentials

When to file: The yearlong filing season for Form 2290 filers is July 1 through June 30. Annual tax returns are due by Aug. 31 each year.  For vehicles you first use on a public highway in July, file Form 2290 between July 1 and Aug. 31.

Adding a vehicle during the tax period: If you place an additional taxable truck registered in your name on the road during any month other than July, you are liable for the tax, prorated for the months during which it was in service.

File Form 2290 for these trucks by the last day of the month following the month the vehicle was first used on public highways.

File in these other circumstances:

Electronic filing: Electronic filing is required if you are reporting 25 or more vehicles and is encouraged for all filers for faster processing.

“With J. J. Keller’s 2290online.com service, you can complete and e-file your Form 2290 in minutes and have your Schedule 1, showing proof of tax paid, in as little as 24 hours,” Peterson said.

Beyond the basics

Exempt groups: While most organizations are required to file, there are a few exempt groups. These include federal, state, tribal and local governments; the American Red Cross; and nonprofit volunteer fire departments, ambulance associations or rescue squads.

Exempt vehicles: 

Compliance monitoring: State and county registration data may be used to detect noncompliance associated with motor carriers that fail to remit the HVUT payment or those that claim to operate a vehicle at a weight lower than its actual operating weight.

Motor carrier enforcement data may be used to verify a vehicle’s taxable weight. International Registration Plate and International Fuel Tax Agreement data may be used to verify annual miles traveled and detect noncompliance associated with false claims of a low-mileage exemption.

Record-keeping: Keep records for all taxable highway vehicles registered in your name for at least three years after the date the tax is due or paid. Also, keep copies of all returns and schedules you have filed.

Why it matters

Proof of payment required for vehicle registration: Generally, states require verification of payment of HVUT before they will register the vehicle. The stamped copy of Schedule 1 is your proof of payment when registering vehicles with the state. U.S. Customs and Border Protection also require this proof of payment for Canadian or Mexican vehicles entering the United States.

Penalties:

Partnering with a trustworthy firm like J. J. Keller & Associates to help you file can simplify the HVUT process and keep your fleet on the road. Experts with established agency relationships can help you stay current with changing regulations, understand the required forms and filings, and keep your operation in compliance.

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