Ministry of Transportation / Ministère des Transports
Text size Enlarge Text Shrink Text
Search   |  

IRP Carrier Manual - Temporary Permits & Record Keeping

11.  Temporary Registrations

Non-Resident Single Trip Permit

Operators of non-resident commercial vehicles may operate in Ontario by obtaining a single trip permit that is valid for a period not exceeding 10 days. Non-resident permits may be obtained from appointed government agents or service bureaus. The fee for such a permit is $15.00 for an unladen vehicle, $75.00 for a laden single commercial vehicle and $132.00 for a laden truck or tractor and trailer combination.

Oversize/Overweight Permits

An oversize/overweight permit allows the movement of oversize/overweight vehicles, indivisible loads, objects or structures that exceed the limits set out in the Highway Traffic Act on a highway.

Over width:

  • Any vehicle and load greater than 2.6m (8'6")

Exceptions:

  • Raw forest products (at point of origin) do not require a permit until the width is greater than 2.7m (8'10")
  • Raw forest products (en route) do not require a permit until the width is greater than 2.8m (9'2")
  • Motor vehicle and road building machines operated by or on behalf of a municipality or road authority engaged in road maintenance and snow removal
  • Loose fodder

Over height:

  • Any vehicle and load exceeding 4.15m (13'6")

Over length:

  • Single vehicle including load greater than 12.5m (41')
  • Combination of vehicles and load greater than 23.0m (75'5")

Over weight:

  • An oversize/overweight permit is required if axle and/or gross vehicle weight exceeds the limits set out in the Highway Traffic Act. Contact the Ministry of Transportation Drivers and Vehicles Office nearest you.

To make an application for an oversize/overweight vehicle, please complete an Application for Permit under section 110 of the Highway Traffic Act. Applications may be obtained from the Ministry of Transportation Drivers and Vehicles Office or online at Oversize/Overweight Permits, or can be ordered by fax or phone by contacting the locations listed below:

Permit Issuing Office Locations

St. Catharines (Head Office) #061
301 St. Paul Street, 3rd Floor, St Catharines, ON L2R 7R4
Tel: 416-246-7166 or 1-800-387-7736, Dept 4 Fax: 905-704-2545

Downsview Office #979
1860 Wilson Avenue
Downsview, ON M9M 3A7
Tel: 416-212-9410
Fax: 416-212-9444

Kingston Office #982
1355 John Counter Boulevard
Kingston, ON K7L 5A3
Phone: 613-545-4765
Fax: 613-545-4781

London Office #919
659 Exeter Road
London, ON N6E 1L3
Phone: 519-873-4284
Fax: 519-873-4270

North Bay Office #961
447 McKeown Avenue, Suite 301
North Bay, ON P1B 9S9
Phone: (705) 497-6909
Fax: (705) 497-5406

Ottawa Office #928
3091 Albion Road North, Unit 2
Ottawa, ON K1V 9V9
Phone: 613-731-6451 or 613-731-6452
Fax: 613-249-8143

Thunder Bay Office #930
615 South James Street
Thunder Bay, ON P7E 6P6
Phone: (807) 473-2040 or (807) 473-2042
Fax: (807) 473-2133

Waterloo Office #944
500 Weber Street North, Unit 3
Waterloo, ON N2L 4E9
Phone: 519-885-9489
Fax: 519-885-9937

Windsor Office #932
150 Ouellette Place, Suite 210
Windsor, ON N8X 1L9
Phone: 519-972-5579
Fax: 519-966-7567


See Appendix D for Oversize/Overweight Permits for other jurisdictions

IRP Unladen Weight Permit

A 10-Day Unladen Weight Permit (also known as a "hunter's permit") is a paper permit issued for a commercial motor vehicle owned or leased by a resident of Ontario or of another jurisdiction and is issued under the provisions of Section 910 of the IRP Plan. A vehicle displaying the permit is temporarily exempt from IRP registration.

The purpose of this permit is to authorize the temporary operation of an unladen commercial motor vehicle or combination unladen commercial motor vehicle and unladen trailer(s) within Ontario and all IRP member jurisdictions when the registered vehicle owner (i.e. owner/operator) has terminated his/her current employment and is seeking employment with another carrier and under the following conditions:

  • frit unladen commercial motor vehicles without plates; or,
  • fit unladen commercial motor vehicle and unladen trailer or trailers without plates.

The fee for the unladen weight permit is $15.00 for a period of 10 days.


12.  Distance/Operational Records

Every carrier who registers vehicles under the IRP must maintain records to substantiate the reported distances travelled and the costs of all vehicles in the IRP fleets.

Source Documents

Vehicle Costs

Acceptable documentation to support a vehicle's purchase price and date of purchase include a purchase invoice and bill of sale. For leased units, the lease agreements showing the capital cost of the vehicle or other proof of the fair market value of the vehicle (dealer appraisal) at the beginning of the lease are required. Costs of any capital additions and modifications made to the vehicle within 30 days of the purchase must be included in the purchase price.  For vehicles purchased privately, MTO will use the greater of the declared purchase price or the appraised value.

Driver's Trip Records

An acceptable source document to record distances is an "Individual Vehicle Distance Record" (IVDR). The driver for each trip made by a vehicle in an IRP fleet, including owner-operated vehicles and leased vehicles, completes this document. The most common IVDRs are the driver's trip sheets and driver's logs. Other similar records are acceptable provided they contain the following basic information:

  1. Registrant's name
  2. Date of trip (beginning and ending)
  3. Trip origin and destination
  4. Routes (highway numbers) travelled
  5. Odometer/hubometer readings
  6. Distance by jurisdiction
  7. Total trip distance
  8. Vehicle unit numbers, for both power unit and trailer(s)
  9. Fleet number (if registrant has more than one fleet)
  10. Driver's name and signature

Special Permits

Copies of all special permits obtained for operations by prorated vehicles must be available on file. The distances travelled under these permits are to be reported on the next application for IRP registration as estimate values.

Monthly Summaries

The IVDR information must be summarized on a monthly basis. The summary must contain information by individual vehicle (beginning and ending odometer/hubometer readings, individual trip details, distance by jurisdiction, total distance travelled) and by fleet (distance by jurisdiction, total distance). (See Appendix E)

Yearly Summaries

A yearly summary is required for each July 1 to June 30 reporting period and must show the total fleet distance, broken down by month for each jurisdiction. Samples of acceptable IVDRs (both Monthly and Yearly Recapitulation) are provided in Appendix E, and are available electronically from the MTO by sending an e-mail to irp@ontario.ca.

Other Records

Copies of the forms filed for annual registration (IRP Application, Supplemental Applications, Distance Schedules, etc.) must be retained in the carrier's files for audit purposes.

Record Retention Period

Distance records must be retained for the five distance reporting periods (July 1 - June 30), which immediately precede the current licence year.

Vehicle cost and weight records must be maintained for all vehicles that are currently registered in the fleet. For individual vehicles that have been deleted from a fleet, vehicle cost and weight records must be retained for three years after the vehicles were deleted from the fleet.


Reminder: In addition to the above IRP record retention requirements, the carrier must maintain all records pertaining to its operations as required under Section 1500 of the IRP Agreement.


13.  Audits

Authority to Audit

Article X, Section 1015 of the IRP agreement requires each member jurisdiction to conduct audits of carriers based in its jurisdiction on behalf of all IRP member jurisdictions. Auditors from the Motor Fuel and Tobacco Tax branch of the Ministry of Finance will perform IRP audits on Ontario carriers. Carriers will be audited simultaneously for both IRP and IFTA.

Purpose of Audit

The purpose of the audit is to ensure compliance with established rules and regulations governing prorated registration and proper payment of prorated fees and taxes to Ontario and to all other IRP member jurisdictions in which the carrier is (or was) registered for multi-jurisdictional travel.

Registrant Responsibilities

The carrier must keep proper maintenance of all records required for the audit procedure, including all IVDRs, computer system/on board recording device information. All distances travelled by trip permits, as well as loaded, unloaded, inter-jurisdictional and intra-jurisdictional must be kept.

Use of On Board Recording Devices

On board recording devices may be used in conjunction with a computer system in lieu of or in partnership with handwritten IVDRs. All reports from this method must be maintained in hardcopy. If using a recording device, it must meet the standards set forth by IRP Inc, under section 500 of the International Registration Plan - Audit Procedures Manual.

Audit Procedures

In conducting the IRP audit, auditors will use the source documents to determine, on a test basis, the accuracy and completeness of the distance and vehicle information recorded on the Individual Vehicle Distance Records (IVDRs), on the monthly and yearly summaries, and on the forms used for IRP registration. All distance records must be retained for five (5) years plus the current registration year. The carrier will be contacted and advised of an upcoming audit no less than 30 days prior to the commencement. At this time the carrier will be advised of the registration years under audit, type of records required, person(s) conducting the audit, and the proposed commencement date of the audit.

Other Audits

An IFTA audit and an audit under Article X, Section 1015 of the IRP Agreement on the company's operations in the Province of Ontario will generally be conducted at the same time. These concurrent audits will minimize the inconvenience to audited carriers



Back | Contents | Next