Compliance

Operating a commercial fleet across state lines requires ongoing compliance with a layered set of federal and state regulations. Two of the most operationally significant frameworks are the International Registration Plan (IRP) and the International Fuel Tax Agreement (IFTA). Both programs impose recurring filing obligations with real financial and operational consequences for non-compliance.

Dockex exists to reduce the administrative burden of these obligations. Our platform automates data collection, calculations, and return preparation, helping fleet operators submit accurate filings on time, maintain organized records, and respond quickly to audits or jurisdictional inquiries.

This page describes how Dockex supports compliance across each regulatory dimension, how we handle the data that underpins your filings, and the limits of what our platform can and cannot do on your behalf.

How Dockex Helps

Dockex runs IRP for Oklahoma-based fleets — it prepares the filing and files it with the state. Dockex doesn't prepare IRP for fleets based in other states yet. For an Oklahoma fleet, Dockex helps you:

• Organize and submit accurate IRP applications to your base jurisdiction, with structured data entry that reduces transcription errors.
• Manage apportioned registration credentials across all member jurisdictions, including cab cards and registration renewals.
• Track renewal deadlines with automated compliance calendar alerts, so you never operate on expired credentials.
• Maintain vehicle-level distance records to support accurate apportionment calculations and defend against jurisdictional audits.
• Handle fleet additions, deletions, and transfers mid-registration year with accurate supplemental filings.

Accuracy Commitments

IRP fees are calculated based on reported mileage per jurisdiction. Inaccurate mileage data leads to either overpayment or potential audit findings. Dockex applies validation logic to your distance data before it surfaces in any application, flagging anomalies for your review. Final review and submission responsibility remains with the operator or their designated representative.

We retain all mileage inputs, calculation records, and submission history in your account for a minimum of four years (aligned with standard IRP audit lookback windows), so you can reconstruct any filing if a jurisdiction initiates a review.

How Dockex Helps

IFTA compliance requires precise recordkeeping for every qualified motor vehicle in your fleet, every quarter, every year. Dockex automates the most labor-intensive parts of this process:

• Aggregate mileage data by jurisdiction across your fleet, eliminating manual spreadsheet work and reducing the risk of transposition errors.
• Consolidate fuel purchase records (fuel type, gallons, and purchase jurisdiction) in a single structured ledger.
• Apply current jurisdictional fuel tax rates to calculate net tax due or refundable per jurisdiction for each quarterly return.
• Prepare completed IFTA quarterly returns ready for your review and submission to your base jurisdiction.
• Send deadline reminders for each quarterly filing period (January 31, April 30, July 31, October 31) so no return is missed.

Quarterly Filing Support

Late IFTA filings incur penalties and interest in most jurisdictions. Dockex surfaces your quarterly filing status on a dedicated compliance dashboard with clear due-date visibility. Prepared returns are stored within your account with full audit trails, including the mileage records, fuel data, and rate tables used to produce each return.

If your base jurisdiction conducts an IFTA audit, your Dockex account provides a centralized source of the vehicle data, fuel records, and quarterly return history required to complete the examination. Each filed return can be exported as a PDF for submission to auditors or your own records.

The Federal Motor Carrier Safety Administration (FMCSA) and the U.S. Department of Transportation (USDOT) require commercial motor carriers to maintain registrations and operating authority that are current and consistent with their DOT records. Discrepancies between a carrier's USDOT number, operating authority, and state registrations can result in out-of-service orders, civil penalties, and loss of operating authority.

Dockex helps fleet operators maintain consistency between their federal and state records by:

• Storing your USDOT number, MC number, and associated carrier information in a central fleet profile used across all IRP applications and regulatory filings.
• Flagging registration gaps or expiration risks on your compliance calendar before they create federal record inconsistencies.
• Maintaining a complete history of vehicle additions and deletions so your registered fleet reflects your operating fleet at all times.

Dockex tracks your MCS-150 biennial deadline, reminds you, and prepares the update. On any plan, choose done-for-you and we file it for you once you confirm — a flat $25 — or file it yourself through FMCSA in a couple of clicks for free. Carriers remain responsible for the accuracy of the underlying operating data.

Dockex serves carriers in every state. Form 2290, UCR, and MCS-150 are filed for you anywhere in the country, and IFTA returns are prepared for any base state. For Oklahoma-based carriers, Dockex also prepares and files IRP apportioned registrations, IFTA quarterly returns, and state registration and title filings with the state under a signed authorization.

Beyond IRP and IFTA, Oklahoma carriers may be subject to additional federal and state requirements including unified carrier registration (UCR) filings, USDOT number maintenance, and permit requirements for oversize or overweight vehicles. Dockex surfaces applicable compliance deadlines in your compliance calendar. Coverage and automation depth vary by requirement.

Operators with questions about specific Oklahoma filing requirements should consult a licensed transportation compliance consultant familiar with their base jurisdiction.

Your filings are only as good as the data behind them. Here's how we keep the data that drives your filings accurate, complete, and available when you need it:

Dockex does not alter, delete, or anonymize regulatory records during the applicable retention period. Account holders may export their complete data at any time and retain copies independently.

In addition to supporting your regulatory obligations, Dockex maintains its own compliance practices governing how we collect, store, process, and protect your data.

• Privacy: We collect only the data necessary to operate the platform and support your filings. We do not sell or share your data with third parties for marketing purposes. For a complete description of our data practices, see our Privacy Policy.
• Security: Customer data is encrypted in transit (TLS 1.2+) and at rest. Access controls, audit logging, and regular security reviews are in place to protect your fleet records and business information. See our Security page for full details.
• Access Controls: Account access is scoped by role. Fleet administrators control who can view, edit, and submit filings within their organization. All privileged actions are logged with timestamps and user attribution.
• Subprocessors: Dockex uses a limited set of trusted third-party infrastructure providers to operate the platform. These providers are contractually bound to data protection standards consistent with our own. A current list of subprocessors is available upon request at contact@dockex.io.

If you have questions about how Dockex handles compliance-related data, need documentation to support a jurisdictional audit, or want to understand how a specific regulatory requirement is addressed in the platform, contact us directly:

For privacy-related inquiries, see our Privacy Policy. For security-related concerns, see our Security page.