What the BOC-3 does
A process agent is someone authorized to receive legal papers on behalf of a motor carrier, broker, or freight forwarder. Form BOC-3 records those designations with FMCSA.
For-hire carriers generally deal with this while obtaining operating authority. Many use a blanket process-agent company so one filing covers the required states. A private carrier that does not hold operating authority may not have the same filing requirement.
BOC-3 is not something every USDOT-number holder renews each year. First determine whether your authority requires it.
When it needs attention
FMCSA says changes are made by filing a new BOC-3. A carrier should also retain its copy at the principal place of business.
This is why We Heart Paperwork treats BOC-3 as a confirmation item. Once the filing is valid, there is no useful annual countdown to invent.
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The required filing is not yet on record when authority is being established.
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The process-agent company or designation changes.
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The designation becomes invalid or the agent will no longer accept service.
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FMCSA requires a new filing during an authority change or reinstatement.
What to verify
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The legal name matches the name tied to the operating authority.
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A valid BOC-3 is visible in the carrier's FMCSA record.
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The process-agent relationship is still active.
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A copy of the filing is available with the company's authority records.