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The Indiana M203 form, a crucial document facilitated by the Indiana Department of Revenue, establishes a binding agreement between the State of Indiana and transporting companies that wish to move oversized or overweight loads through the state's highways. This legal framework is not only designed to ensure that all parties understand their responsibilities but also to protect the state's infrastructure and guarantee public safety. With specifics that range from the requirement for obtaining necessary permits, to indemnifying the state against possible liabilities and ensuring insurance coverage, the M203 form outlines thorough conditions for transportation companies. These companies are mandated to adhere to detailed provisions, including the proper completion of permit applications, route checking for potential restrictions, and the necessity for valid payment of permit fees. Furthermore, the agreement delineates the obligations of the State towards providing route information, special provisions as needed, and maintaining the confidentiality of the company numbers assigned for permit identification. The document stipulates clear conditions for the agreement's validity, cancellation, and the circumstances under which new agreements must be formed, emphasizing the need for mutual responsibility and communication between the State and the transporting companies. The M203 form thus represents a critical legal document that governs the operation of transporting oversized or overweight loads across Indiana, ensuring that such operations are conducted safely, lawfully, and with due regard for public and infrastructural welfare.

Example - Indiana M203 Form

Form M-203

Indiana Department of Revenue

State Form 25415

Oversized/Overweight Transporting Company

(R6 / 2-16)

 

Agreement

This application is made and offered________________________ , 20___________ , to and between the State of Indiana, acting by

and through the Indiana Department of Revenue, (hereinafter referred to as the "State") and

Legal Company Name:______________________________________________________________________________________

(Hereinafter referred to as the “Transporting Company”).

Doing Business As (if applicable):______________________________________________________________________________

Company Type: (ex. Corporation, etc.)__________________________________________________________________________

Physical Address:_ _________________________________________________________________________________________

Mailing Address:_ __________________________________________________________________________________________

(Include City, State, Zip and County)

Federal Identification Number (Social Security Number if sole proprietor):______________________________________________

US DOT Number:_ _________________________________________________________________________________________

(If the vehicle has a gross vehicle weight or gross combined vehicle weight of 10,001 lbs. or more.)

Federal Motor Carrier (MC) Number:_ __________________________________________________________________________

(A company that provides truck transportation of cargo belonging to others and is paid for doing so is required to obtain an MC number to operate as an interstate for-hire carrier.)

The Transporting Company shall:

1.Request a permit for all oversize and/or overweight vehicular movements.

2.Indemnify, defend, exculpate, and hold harmless the State, its officials and employees from any liability due to loss, damage, injuries, or other casualties of whatsoever kind, or by whomsoever caused, to the person or property of anyone on or off the right- of-way arising out of, or resulting from the issuance of permits, as herein provided, or the work connected herewith, or from the installation, existence, use, maintenance, condition, repairs, alterations, or removal of any equipment or material, whether due in whole or in part to the negligent acts or omissions (1) of the State, its officials, agents or employees; or (2) of the Transporting Company, its agents, or employees, or other persons engaged in the performance of the work; or (3) the joint negligence of any of them; including any claims arising out of the Workmen's Compensation Act or any other law, ordinance, order or decree. The Transporting Company also agrees to pay all reasonable expenses and attorney's fees incurred by or imposed on the State in connection herewith in the event that the Transporting Company shall default under the provisions of this paragraph.

3.Have valid insurance coverage on the vehicle for at least the minimum value required by the statutes of the State. The insurance must be valid for the time this agreement is in force.

4.Be responsible for the validity of all checks and instruments used in the payment of permit fees which must be paid as required.

5.Agree to the recording of all telephone conversations for the purpose of ordering and issuing permits.

6.Order future permits by using the Company Number. The number will be used to identify the Transporting Company.

7.Use only the permit application forms which will be prescribed by the State.

8.If a permit must be sent to a driver, Form M-233 or other Department approved form must be completed and sent in a format and by a method previously approved by the State.

9.Use only the State's telephone lines to call in permit application data.

10.Certify that the permit form will be completed properly, including the starting and expiration date, describing accurately the truck when loaded with the object to be hauled, giving the origin of the load, the destination of the load, and only the state routes by title and number, which will be used to move the load.

11.Check the routes to be requested for restrictions, detours, and especially overhead clearances for high loads.

12.Explain the General Provisions and any Special Provisions to the driver and any escorts. Any Special Provisions provided over the telephone must be written on the application in the appropriate blank. Have the driver read and sign at the bottom of the form.

13.Give written notice to the State in order to cancel this agreement, effective upon expiration of any outstanding permit.The

Transporting Company will also give notice and complete a new agreement if any ownership or corporate change occurs. This agreement is valid until canceled for cause, or until an ownership or corporate change occur, whichever occurs first.

The State will:

1.Give written notice to the Transporting Company in order to cancel this agreement on the effective date stated in the written notice.

2.Provide to the Transporting Company information on routes, load dimension limits and all other matters pertaining to the issuance of permits for oversize and/or overweight loads.

3.Provide Special Provisions as required.

4.Make every effort to assure that the Company Number is not compromised. If either party is aware of any compromise, a new number will be issued.

The Transporting Company understands and agrees that:

1)Review of bridge clearances is for height only from shoulder to shoulder (travel lanes only). It is the company/driver’s responsibility to make sure there is enough height clearance to use the shoulder, or beyond, due to obstruction or an accident.

2)All permits cover only travel on interstates, U.S. routes, and state highways. Permits issued do not cover any city streets or county roads. You must contact the city or municipality for approval to travel on their maintained roads.

The undersigned warrants that he is the applicant, or that he is the authorized representative, agent, member, or responsible officer of the applicant, that he has not, nor has any other member, employee, representative, agent or officer of the firm, company, corporation or partnership represented by him, directly or indirectly, entered into or offered to enter into any combination, collusion or agreement to receive or pay, and that he has not received or paid, any sum of money or other consideration for the execution of the annexed contract other than that which appears upon the face of the contract.

Under penalties of perjury, I declare that I have examined this document and to the best of my knowledge and belief, it is true, correct, and complete.

_________________________________________________________

________________________________

Written Signature

Date

Daytime Phone Number

_________________________________________________________

________________________________

Printed or Typed Name and Title

 

Fax Number

 

 

________________________________

 

 

Email Address

Mail this form to: Indiana Department of Revenue 7811 Milhouse Rd, Suite M Indianapolis, IN 46241-9612

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File Information

Fact Detail
Form Identifier M-203
Department Indiana Department of Revenue
Form Title Oversized/Overweight Transporting Company Agreement
State Form Number 25415 (R6 / 2-16)
Purpose To establish an agreement between the State of Indiana and a Transporting Company for the issuance of permits for oversize and/or overweight vehicle movements.
Governing Law(s) This agreement involves compliance with statutory requirements for minimum insurance coverage, permit application procedures, and indemnification obligations, as well as adherence to the guidelines for route checking and load transportation on state routes.

How to Fill Out Indiana M203

Filling out the Indiana M203 form is crucial for companies involved in oversized or overweight vehicle transacting within the state. This form establishes a formal understanding between the state and the transporting company, ensuring all legal and operational standards are adhered to. Below, you will find straightforward steps on how to properly complete the form. By following these instructions meticulously, companies can avoid potential legal and administrative hurdles.

  1. Start by entering the date of the agreement in the space provided at the beginning of the form.
  2. In the field labeled "Legal Company Name," input the full legal name of your transporting company.
  3. If applicable, provide the "Doing Business As" (DBA) name of your company.
  4. Indicate your company type (e.g., Corporation) in the corresponding field.
  5. Enter the physical address of your company, ensuring to include city, state, ZIP code, and county.
  6. Supply the mailing address for your company, if different from the physical address, making sure to include city, state, ZIP code, and county.
  7. Fill in your Federal Identification Number (or Social Security Number if you're a sole proprietor).
  8. Provide your US Department of Transportation (US DOT) Number.
  9. Input your Federal Motor Carrier (MC) Number.
  10. Review the responsibilities outlined in the form for the transporting company, and understand the commitments regarding permits, liability, insurance, payment of fees, and use of prescribed forms among others.
  11. Ensure that you fully understand the state’s commitments as written in the form, including provision of information, special provisions, and efforts to secure your company number.
  12. Confirm that all statements in the section "The Transporting Company understands and agrees that:" are clear and agreeable to you.
  13. Sign the form at the designated "Written Signature" line, then write the date of signing.
  14. Provide your daytime phone number, printed or typed name and title, fax number, and email address in the specified fields.
  15. Mail the completed form to the Indiana Department of Revenue at the address provided at the bottom of the document.

Upon submission of the M203 form, the Indiana Department of Revenue will process the application according to state regulations. Approval grants the company the authority to operate within the guidelines stipulated, ensuring a legal and smooth operation of transporting oversized or overweight loads. Compliance with these directives is not only necessary for legal conformity but also for the safety and efficiency of transportation procedures in the state.

Things to Know About Indiana M203

What is the Indiana M203 form used for?

The Indiana M203 form is an agreement between the State of Indiana, acting through the Indiana Department of Revenue, and a transporting company. This form is crucial for companies that intend to request permits for oversize and/or overweight vehicular movements. It outlines the responsibilities of the transporting company, including permit applications, liability coverage, insurance requirements, and the agreement to keep telephone conversations recorded for permit issuance purposes. By completing this form, a transporting company agrees to comply with specific conditions and guidelines set by the state for safely and legally transporting oversized or overweight loads on state roads.

Who needs to fill out the Indiana M203 form?

This form must be filled out by transporting companies planning to operate oversized or overweight vehicles within Indiana. It is specifically designed for corporations, partnerships, or sole proprietors in the business of transporting heavy loads that require special permits because of their size or weight. The legal representative or an authorized agent of the transporting company should complete and sign the form to ensure compliance with the State of Indiana's Department of Revenue requirements for such operations.

What information is required to complete the Indiana M203 form?

To complete the Indiana M203 form, the transporting company needs to provide detailed information, including the legal company name, "Doing Business As" name if applicable, company type (e.g., corporation), physical and mailing addresses, Federal Identification Number or Social Security Number if a sole proprietor, US Department of Transportation (DOT) Number, and the Federal Motor Carrier (MC) Number. Additionally, the form requires a signature, date, and contact information of the person filing the form, certifying the truthfulness and completeness of the provided information under penalties of perjury.

How does a transporting company submit the Indiana M203 form, and where?

The completed Indiana M203 form should be submitted to the Indiana Department of Revenue. It can be mailed to their office at 7811 Milhouse Rd, Suite M, Indianapolis, IN 46241-9612. Ensure that all sections of the form are filled out accurately, and the necessary signatures are provided before mailing to avoid any delays in processing. The form serves as a legal agreement, so it's important to review all entries for accuracy and completeness.

Are there any specific responsibilities a transporting company agrees to by signing the Indiana M203 form?

Yes, by signing the M203 form, a transporting company agrees to several responsibilities outlined within the document. These include applying for permits for all oversize and/or overweight vehicular movements, indemnifying the state against liabilities due to damages or injuries arising from permitted activities, and maintaining valid insurance coverage as required by state statutes. Furthermore, the company commits to ensuring the validity of payment for permit fees, agrees to the recording of telephone conversations regarding permits, and will use prescribed permit application forms. The company also agrees to communicate any significant changes, such as ownership or corporate structure changes, to the State of Indiana, effectively maintaining the accuracy of the agreement’s terms.

Common mistakes

Filling out the Indiana M203 form, a critical step for oversized or overweight transporting companies operating within the state, requires attention to detail and accuracy. Mistakes in this process can lead to delays, denials, or even legal issues. Here are seven common errors to avoid for a smooth experience with the Indiana Department of Revenue.

  1. Not thoroughly reviewing the agreement terms. The M203 form encapsulates agreement terms vital for compliance. Skimming through these terms or not understanding them fully can result in unintentional breaches of the agreement, leading to liabilities or legal ramifications for your company.

  2. Omitting "Doing Business As" (DBA) information. If your company operates under a DBA, failing to include this information can create confusion and discrepancies with the Department of Revenue, affecting the processing and issuance of permits.

  3. Incorrect company type. Specifying an incorrect company type, such as mistaking a Limited Liability Company (LLC) for a Corporation, can affect the legal obligations and benefits due under the law. This mistake often stems from a misunderstanding of corporate structures.

  4. Misrepresentations in physical and mailing addresses. Providing inaccurate addresses can lead to miscommunications or the misplacement of official documents. Ensure the addresses are current and correctly entered.

  5. Incorrect or missing Federal Identification Number or US DOT Number. These numbers are crucial for identification and verification purposes. Errors or omissions can impede the application's processing, as these identifiers are unique to each business.

  6. Incomplete insurance information. The form requires details on the insurance coverage meeting state minimums. Failure to provide complete insurance information can result in the application being rejected or delayed.

  7. Leaving the permit application details blank. Each permit application must be completed fully and accurately, including information about the load and the routes it will take. Neglecting these details can lead to the denial of the permit.

Avoiding these mistakes requires diligent review and preparation before submission. Verification of all entered information for accuracy ensures a smoother process with the Indiana Department of Revenue. Keep this checklist handy during the application process to avoid setbacks and ensure compliance with state requirements.

Documents used along the form

When handling the procedures associated with the Indiana M203 form, a variety of other documents are often utilized to ensure compliance and streamline the permit application process for oversized or overweight transporting. Understanding these additional forms and documents is crucial for those engaged in transportation businesses within Indiana, aiming to navigate legal and administrative requirements efficiently.

  • Form M-233: This form serves as a method to send permits directly to drivers, ensuring they have the necessary documentation in hand. It’s usually completed and dispatched in a prescribed format, as highlighted in the M203 agreement.
  • USDOT Number Registration: A document that confirms the registration of the transporting company’s USDOT number. This number is essential for all commercial vehicle operators that have a gross vehicle weight or gross combined vehicle weight of 10,001 lbs. or more.
  • MC Number Registration: A document indicating the Federal Motor Carrier (MC) Number registration. It’s required for companies providing interstate truck transportation of cargo belonging to others and ensures the company is authorized to operate beyond state lines.
  • Insurance Certificate: Evidence of insurance coverage for the vehicle(s) used in transporting oversize or overweight loads. This document should meet the minimum value required by the statutes of the State of Indiana and be valid throughout the duration of the agreement.
  • Route Survey: This document is a comprehensive report of the intended travel routes, noting restrictions, detours, and overhead clearances. A thorough route survey helps in planning safe and compliant transport of oversized or overweight items.
  • Special Provisions Notice: A compilation of special provisions that might be required for certain transports. These provisions are often provided over the telephone by the state and must be clearly documented and communicated to the drivers and escorts involved.

Acquainting oneself with these supplementary forms and documents can significantly mitigate risks associated with transportation logistics. It ensures that all regulatory bases are covered, promoting a smooth and legally compliant transport operation. It's always advisable to consult with legal experts or the Indiana Department of Revenue directly for the most current forms and comprehensive guidance suited to your specific needs.

Similar forms

The Indiana M203 form, designed for oversized/overweight transporting company agreements, shares similarities with various other forms within transportation and business contract realms. Each form serves to establish agreements and ensure compliance with specific regulations, though they cater to different aspects of operations and legal obligations.

USDOT Number Application Form (MCS-150): The Indiana M203 form mirrors the USDOT Number application in several ways. Both forms are essential for companies operating within the transportation industry; the M203 form is specific to the state of Indiana for oversize/overweight vehicle permits, while the MCS-150 applies on a federal level, registering companies with the Department of Transportation. Each form collects detailed company information, including the legal name, doing business as (DBA) name, address, and type of operation. They ensure that companies adhere to safety and regulation standards specific to their operations.

Motor Carrier Permit Application (MCP): Similar to the M203, the Motor Carrier Permit Application is another form required for transportation operations, but with a broader scope. While the M203 form is specific to oversize/overweight permits in Indiana, the MCP is necessary for obtaining authority to operate as a motor carrier in various states. Both forms require companies to provide extensive information, including federal identification numbers and insurance coverage details. Additionally, they hold the company responsible for complying with state regulations and ensuring safe operation.

Commercial Vehicle Operators Registration (CVOR): This document is akin to the Indiana M203 in that it is designed for companies that operate commercial vehicles. The CVOR, used in certain jurisdictions, focuses on the registration and regulation of commercial vehicle operations, including trucks and buses. Like the M203, it emphasizes safety, regulation compliance, and accountability for transportation companies. Both require detailed submissions regarding the company's activities, vehicle details, and adherence to legal and safety standards. The key similarity lies in their role in promoting responsible and safe transport services, though they serve different regulatory and geographical scopes.

Dos and Don'ts

When filling out the Indiana M203 form, there are specific actions to ensure the process is completed correctly and effectively. It is crucial to understand both what should and shouldn't be done during this procedure. Here is a guide to assist in the process:

Things You Should Do:
  1. Review the entire form before starting: Ensure you understand all the sections and what information is required.
  2. Provide accurate and complete information: Double-check the details such as the legal company name, addresses, and identification numbers to ensure they are current and correct.
  3. Use the prescribed permit application forms: Only fill out and submit the forms provided or approved by the State for this purpose.
  4. Ensure the insurance coverage is adequate: Verify that the vehicle's insurance meets the minimum value required by the Indiana statutes and remains valid for the agreement's duration.
  5. Pay fees with valid checks or instruments: Make sure that any payment for permit fees is made with instruments that are valid and will be accepted.
  6. Clarify any special provisions with drivers: Discuss both the General and Special Provisions with the driver, ensuring they understand and sign off on the form as required.
  7. Check for route restrictions: Investigate the intended routes for any restrictions, detours, or low clearances that could impact the transit of oversized or overweight loads.
  8. Keep a written record of communication: Maintain documentation of all correspondence and permits related to the agreement, including Special Provisions provided over the phone.
  9. Sign and date the form: Ensure that the responsible party signs the form and provides a date, affirming that the information is accurate to the best of their knowledge.
  10. Notify the State of any changes: If there are any changes in ownership or corporate structure, promptly inform the State as stipulated in the agreement.
Things You Shouldn't Do:
  • Avoid leaving sections incomplete: Do not submit the form with blank sections; all required fields must be filled out.
  • Don't use outdated forms: Ensure you are using the latest version of the M203 form or any other documents provided by the State for this purpose.
  • Do not underestimate the importance of accuracy: Falsifying information or entering incorrect data can lead to severe consequences, including legal action.
  • Avoid guessing on details: If you're unsure about certain information, such as the US DOT Number or insurance requirements, verify these details before completing the form.
  • Do not skip the review process: Independently review the form after filling it out to catch any errors or omissions.
  • Resist rushing through the form: Take your time to ensure every piece of information is accurate and every section is completed correctly.
  • Don't forget to explain provisions to your drivers: Neglecting to thoroughly explain the General and Special Provisions to drivers and having them acknowledge this can lead to non-compliance issues.
  • Do not fail to check route compatibility: Missing restrictions or clearances on your planned routes can cause delays or damage, impacting your compliance with the permit.
  • Avoid using unauthorized communication methods: Only use the stated telephone lines or previously approved methods for submitting permit application data.
  • Don't withhold notification of changes: Failing to notify the State of changes in ownership or corporate structure as required can invalidate the agreement.

Misconceptions

When it comes to handling and understanding the Indiana M203 form, it's common to encounter misconceptions. This document, crucial for companies involved in transporting oversized or overweight loads, requires careful attention to detail. Let's address some of the most common misunderstandings.

  • Any road can be used with a permit: A major misconception is that obtaining an M203 permit allows a Transporting Company to use any road. In reality, the permit specifically limits movement to interstates, U.S. routes, and state highways, excluding city streets or county roads unless specific approval is obtained from those local entities.
  • Permits are optional: Some might think getting a permit is a choice. The truth is, to legally transport oversized or overweight loads across state routes, a permit is absolutely mandatory to ensure compliance with safety and infrastructure protection regulations.
  • Insurance coverage is negotiable: The requirement for valid insurance coverage is not flexible. Transporting Companies must have insurance coverage that meets or exceeds the minimum value requirements by the statutes of the State of Indiana, valid for the duration of the agreement.
  • Application details can be approximate: Every detail on the M203 form must be accurate and truthful. Misrepresenting information, even unintentionally, can lead to penalties, fines, or the invalidation of the permit.
  • Bridge clearances are the state's responsibility: While the State provides general route information, it is the company's and driver's responsibility to ensure their load can safely clear bridge heights from shoulder to shoulder on the planned route.
  • Permits can be transferred: Permits are issued to specific companies for specific loads and routes. They cannot be transferred between companies or vehicles, as each permit is unique to the applicant’s specific transportation details.
  • Permits are valid indefinitely: Each permit has a start and expiration date that must be adhered to. Transporting outside of these dates can result in significant legal and financial consequences.
  • Payment methods are flexible: The State has specific requirements for permit fee payments, and all checks and payment instruments must be valid and processed according to these stipulations. Refusing to comply with these payment methods can result in denied permits.
  • Recordings of conversations are optional: Agreeing to the M203 form gives consent for the recording of all telephone conversations related to ordering and issuing permits. This is a standard procedure and not optional for companies applying for permits.

Understanding these aspects of the Indiana M203 form can help companies navigate the complexities of transporting oversized or overweight loads with greater ease and ensure compliance with state regulations. Keeping these misconceptions in mind will prepare applicants for a smoother permitting process.

Key takeaways

Filling out and utilizing the Indiana M203 form correctly is essential for transporting companies operating oversized or overweight vehicles within the state. Here are some key takeaways to ensure compliance and smooth operations:

  • Permit Requirement: Transporting companies must request a permit for all oversize and/or overweight vehicular movements. It's crucial for companies to understand that every such movement requires prior authorization to avoid legal issues and ensure public safety.
  • Insurance Requirements: The form stipulates that valid insurance coverage on the vehicle is mandatory, with a value meeting or exceeding the minimum required by state statutes. Ensuring that insurance policies are up to date and comply with these requirements is a responsibility that companies must take seriously.
  • Payment and Permit Fees: Transporting companies are responsible for the validity of all checks and payment instruments used for permit fees. Timely and accurate payment of these fees is essential for maintaining good standing with the state and avoiding unnecessary delays.
  • Accuracy and Compliance: The form requires companies to accurately describe the vehicle when loaded, including dimensions and weight, origin and destination of the load, and the specific state routes to be used. Additionally, checking route restrictions and explaining all provisions to the driver and any escorts are crucial steps in ensuring compliance and safety.

Understanding these requirements and adhering strictly to the stipulations of the M203 form will help transport companies navigate the complexities of moving oversized or overweight loads through Indiana. This not only ensures safety but also helps in avoiding legal issues and potential penalties.

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