California Air Resources Board

How are freight contractors and brokers defined?

• A freight contractor is any person, excluding a broker, who enters into a contract with any party requiring the operation of a heavy-duty vehicle subject to Clean Truck Check.
• A broker is any person or entity that offers, as a service, the arrangement of transportation within California between vehicle owners, shippers, receivers, or other entities like freight contractors.

When do these requirements start and what must the vehicle owner do?

Freight contractor and brokers requirements are now in effect, and vehicle/fleet compliance certificates may be requested by any applicable parties.

Heavy-duty vehicle owners must ensure that reported fleet, vehicle, and testing information is accurately reported in the Clean Truck Check - Vehicle Inspection System (CTC-VIS) and that their annual compliance fees have been paid.

The VIN is what is being confirmed as compliant, not the auxiliary information such as business name, address, or owner information.

What are the requirements for freight contractors and brokers?

• Freight contractors must only contract with compliant vehicles or fleets.
  • If working through a broker, the broker is responsible for arranging transportation with compliant vehicles and/or fleets.
  • See below for record keeping requirements.
     
• Brokers shall only arrange transportation within California through motor carriers with compliant vehicles or fleets and comply with the record keeping requirements.
   
• Records requirements are listed at the end of this document and include Vehicle or Fleet certificate records.

  • Freight contractors and brokers must accept either

    1. The vehicle's individual compliance certificate or 

    2. The affirmation of fleetwide compliance certificate as evidence of compliance with Clean Truck Check. 

  • Please note that Clean Truck Check compliance is based on the VIN of the vehicle in question as opposed to the entity name, license plate or location on the certificate, as this information that is associated with a vehicle may change over time. The vehicle is what must meet the reporting, annual compliance fee, and periodic testing requirements and is uniquely identified by the VIN.

• These requirements do not apply when vehicles entering their properties are delivering goods or providing services to the facility as the consumer of the goods or services.
• Please see regulatory language for freight facilities that qualify as an Alternative Compliance Verification Terminal.

The VIN is what is being confirmed as compliant, not the auxiliary information such as business name, address, or owner information. 

How do I get more detailed information?

Please see regulatory language and search for contractor or broker.

To get more information, visit Clean Truck Check. To stay up to date, subscribe to get email updates.

Records Requirements

Freight contractors and brokers shall retain the specified records for a minimum of five years from date of hire, and shall provide them to CARB staff, inspectors, or peace officers within 72 hours of official written or oral request.

Freight Contractor

If the freight contractor is directly contracting the vehicle/fleet:

1. A copy of the vehicle’s HD I/M (Clean Truck Check) compliance certificate obtained from CTC-VIS, valid at the time of dispatch; or
2. An Affirmation of Fleet Wide Compliance obtained within 12 months of dispatch.

If working through a broker:

Freight contractors must maintain records of transactions and agreements in CA, Documentation must include the following information:

1. The shipper or receiver initiating the transaction requiring transport.
2. The motor carrier or broker who hired or dispatched the vehicle.
3. The vehicle dispatched, by unique identifier. 

Broker

1. Verification of compliance, either in the form of:
   • A copy of the vehicle’s HD I/M (Clean Truck Check) compliance certificate from CTC-VIS; or
   • An Affirmation of Fleet Wide Compliance obtained within 12 months of dispatch.
      
2. Dispatching motor carrier must include the following business and contact information.
   • Business name of dispatching motor carrier.
   • Contact name.
   • Street address, city, state, zip code of the dispatching motor carrier.
   • Phone number of the dispatching motor carrier