Trucking industry reporting requirements are seemingly endless, but the California Air Resources Board (CARB) has attempted to streamline its in-use fleet reporting requirements with an online reporting system – TRUCRS.
What Is the TRUCRS Reporting System?
The Truck Regulation Upload, Compliance, and Reporting System (TRUCRS) helps ensure in-use, commercial diesel vehicles meet emissions targets by centralizing the reporting process for:
- Advanced Clean Fleets Regulation
- Truck and Bus Regulation
- Zero-Emission Airport Shuttle Regulation
- Solid Waste Vehicle (and Heavy Crane) Regulation
TRUCRS makes it easier to keep track of truck regulations and their corresponding reporting requirements. Within a single portal, drivers and fleet managers can view upcoming reporting requirements, see which trucks are out-of-date, and get tips for easier filing.
The History of TRUCRS
The California Air Resources Board established the 2008 Truck and Bus Regulation to preserve and protect air quality in the state. Under the law, heavy-duty diesel trucks and buses operating in California are required to retrofit or replace their engines to meet stricter emissions standards.
In 2012, CARB formalized an online reporting system with the advent of TRUCRS. It’s California’s attempt at simplifying reporting for fleet owners and managers, and while it might not reduce the burden of reporting to federal government agencies, it does remove some of the hassle from CARB reporting.
Ultimately, California is moving towards zero-emission vehicles, and operators are, too. TRUCRS helps the state keep tabs on the older, diesel-operated vehicles, but new purchases should comply with 2023’s Advanced Clean Fleets (ACF) regulation. It promotes phasing in zero-emission vehicles as diesel vehicles are eventually phased out.
Who Should File a TRUCRS Report?
TRUCRS only applies to trucks registered or operated in California. So, if you own or operate a diesel-operated truck or bus with a gross vehicle weight rating (GVWR) of over 14,000 lbs in California, you should probably report with TRUCRS. That means out-of-state operators who drive through California should also register.
But, a newer fleet with gasoline or low-emissions engines may exempt you from TRUCRS reporting. If your fleet is EPA 2010-compliant (or newer), and you’re not claiming any exemptions or extensions, you can ignore TRUCR reporting. Likewise if your motor vehicles use gasoline or alternative fuel (unless you’ve mixed in a diesel fleet using a fleet-average method).
Smaller trucks (like package delivery vehicles) that are below 14,000 lbs don’t require TRUCRS reporting. That said, the state of California is requiring certain fleets to start purchasing zero-emissions vehicles, like UPS and Amazon.
Step-by-Step Guide to Filing TRUCRS Reporting Information
If your fleet meets requirements for TRUCRS reporting, you should file a new TRUCRS report annually (by January 31) following these steps:
- Log in to the compliance reporting system here: https://ssl.arb.ca.gov/trucrs_reporting/login.php. You may need to create a new account if you’ve never filed a TRUCRS report before.
- Once you’ve logged in, you’ll need to register each truck or bus in your fleet.
- TRUCRS will ask for these key details for each truck: VIN, plate, engine year, emission control equipment, mileage, usage type, and whether you’re claiming an exemption or extension.
- Then, you’ll need to declare your compliance plan for each vehicle by telling the system whether it:
- Already meets emissions standards (e.g., EPA 2010 engine)
- Has been retrofitted with an approved DPF
- Is scheduled for engine replacement or retirement
- Or is using an approved compliance extension (e.g., low-use)
Experienced fleet managers find TRUCRS reporting is easier if they keep more detailed records throughout the year. For example, if you sell, update, or buy a truck, note the changes in the TRUCRS system within 30 days. Maintain mileage records so you can avail of mileage-based exemptions, and regularly keep an eye on the TRUCRS system so you don’t miss any messages or requests for additional information from the regulatory authorities.
Proof Required from Vehicle Owners
To achieve compliance, you’ll need proof that you’re managing your trucks to comply with in-use fleet regulations. CARB looks for photographic and documentation evidence for each facet of the reporting process.
- Vehicle information and registration:
- VIN (Vehicle Identification Number) – from title, registration, or VIN plate
- License plate – current DMV record
- GVWR proof – often from the manufacturer’s label inside the door
- Owner info – title or lease agreement showing you control the vehicle
- Engine details:
- Engine serial number – stamped on engine block or EPA label
- EPA/CARB engine family number – on the emissions label
- Engine model year – must match label or manufacturer documentation
- Emissions control equipment (proof of retrofits or new engines):
- DPF installation receipt (with date, installer info, device family number)
- Executive Order (EO) number for retrofit – proves it’s CARB-approved
- Manufacturer’s verification letter (optional but helpful)
- Proof of compliance extensions:
- Low-use exemption – annual odometer photos, mileage logs, or telematics reports
- Agricultural exemption – proof of farm use (business license, ag contracts, proof of operation location)
- NOx-exempt area use – route logs, fuel receipts, or GPS records showing limited geography
- Replacement or retirement proof (when you’ve replaced or junked an old truck):
- Bill of sale for the new vehicle (with VIN and engine details)
- Scrap certificate from an authorized dismantler or recycler
- CARB incentive program paperwork if you got funding for the swap
Sometimes, CARB may request preventative maintenance logs, smoke opacity test records, and telematics data or GPS tracking logs, so you should have these on-hand for each vehicle.
Need Advice on Meeting Inspections and Regulations?
CARB inspects and verifies TRUCRS reporting information through roadside inspections and in-house audits, among other methods, so you need to be sure your fleet is thoroughly compliant to remain on the right side of the law.
Get in touch – we can help.