Class C (Self-Issuing) Policies

POLICIES AND PROCEDURES CONCERNING SELF-ISSUING PERMITS AND PAYMENTS

All companies applying for, and participating in, the Self-Issuing permit program are required to read, sign and abide by the policies and procedures described in this document as well as all other requirements of the Self Issuing Program. Training will be provided outlining precise procedures for completion, submission and accounting of permits. This training will also define procedures for movements using self issuing permits as well as program prohibitions. After you have signed this document you will be given a copy for your records. It is the responsibility of the company to insure all personnel involved in the use and preparation of Self-Issuing permits are aware of those policies and procedures included in the program.

As noted on the Self-Issuing permits, all permitted loads shall stop at the first available port of entry which would not exceed 5 miles from the declared route and any Port of Entry along the route if directed by a regulatory sign. This is not an option or suggestion, it is a requirement. Failure to stop at required Ports of Entry is cause for cancellation from the Self-Issuing program. Loads that have stopped and weighed at a highway shop are not exempt from stopping at the first available Port of Entry. Whether legal weights or not, all loads to be moved with self-issuing permits shall weigh at the first available certified scale along the route which would not exceed five miles from the declared route of travel.           

When the size or weight exceeds Class B/C limits (See Chapter 5 of WYDOT Motor Carrier Rules and Regulations) the Overweight Loads Office shall be contacted to obtain authorization for movement of the vehicle or load. An authorization number will be issued and must be indicated here along with the name of the individual granting approval. The Self-Issuing permit number to be used will be required.

No changes or alterations are allowed on permits. Any change made on a permit (without proper authorization) automatically voids the permit. Operating with a permit on which changes have been made is essentially operating without a permit, which may result in the driver being cited. If it is necessary to change or alter a Self-Issuing permit, contact the Overweight Loads Office for authorization otherwise void the permit. When a permit is VOIDED, Please write “VOID” In large letters on the face of the permit. Voided permits must have a brief explanation of why the permit was voided.  If a new permit will be written to replace the voided permit, write”replaced by and the replacement permit’s number” on the voided permit. On the replacement permit write “replaces permit and the voided permit’s number." Mail in the white and the blue copies of the voided permit with all of your company’s information filled in. Do not destroy or throw away any permit.

All necessary and applicable restrictions must be checked on the permit. If escorts are required, indicate the placement and number of escorts required.

The “Other" section may be used to add any additional restrictions or notes which are necessary to clarify information on the permit.

The individual completing the Self-Issuing permit must sign the permit. The individual may be anyone within the company who has been properly trained on the use and preparation of Self-Issuing permits and understands the policies and procedures concerning Self-Issuing permits. In all cases, the company to whom the permits are issued to is responsible for proper use and preparation of Self-Issuing permits.

Self-Issuing permits are a privilege not a guaranteed right. Permit privileges may be revoked without warning if Wyoming Department of Transportation deems it is necessary. Fraudulent or misuse of permits, failure to comply with the rules and regulations, unsatisfactory dot rating, unsafe operating practices, failure to stop at the Ports of Entry, traveling on restricted routes, continued mistakes or habitual late permits or payments, extended non use of permits are examples of reasons the Wyoming Department of Transportation may revoke your permit writing privileges.

Self-Issuing permits are valuable documents and must be accounted for at all times. If permits are lost or stolen the holder must supply a separate letter of disposition (I.e.., lost, destroyed, etc.,) for each lost or stolen permit. These letters will replace the effected permits(s) in the holders’ file. Any unaccounted for Self-Issuing permits reported as lost, destroyed, or stolen will result in a $100 permit fee assessed to the company. Lost or stolen permits will be considered null and void. This fee will be charged on the company’s next invoice. The fee is non refundable if a permit is located at a later date. All permits must be returned to the Overweight Loads Office immediately in the event your company has been canceled from the Self-Issuing permit program, you no longer require use of the permits or are no longer a Wyoming resident company. You will be charged for each permit that is not returned.

ALL PERMITS USED OR VOIDED MUST BE RETURNED TO THE OWL OFFICE WITHIN 48 HOURS OF THE COMPLETION OF THE MOVE OR THE PERMIT BEING VOIDED.

Please refer to the “Instructions for Completion of Self Issuing Permits” for additional information on the requirements of completing the permits.

Violations of the program and errors will result in the following sanctions for the offending company.

VIOLATIONS

1. The first violation of any regulations regarding self issuing permits will result in a company official being notified of the violation verbally or via email. This does not include violations of the “Self Issuing Requirements.” (see inclusion)
2. The second violation of any regulations regarding self issuing permits, regardless if it is a violation of the same regulation originally violated or not, will result in a notification letter to the company outlining the violation and our expectations. This does not include violations of the “Self Issuing Requirements.” (see inclusion)
3. A third violation of any regulation, or any violation of the “Self Issuing Requirements”, will result in the company having its self issuing privilege suspended for 90 days. During this suspension the agency will review the companies self issuing permit history to determine if additional training is necessary prior to reinstatement. Upon completion of the 90 day suspension the company shall write a letter requesting reinstatement to the Commercial Carrier Officer of the Wyoming Highway Patrol.
4. If the company violates the regulations a third time or any subsequent violations of the “Self Issuing Requirements” within three years of the original violation they will receive a 180 day suspension. Prior to reinstatement a company member shall be required to attend a self issuing permit instructional class offered by the Wyoming Highway Patrol.
5. Upon reinstatement the company will again start the violation process over. However if the third violation is reached the company will receive a 180 day suspension. Prior to reinstatement a company member shall be required to attend a self issuing permit instructional class offered by the Wyoming Highway Patrol.
6. Any violations for a three-year period after the second suspension and reinstatement will result in a revocation of the privilege to have self issuing permits.
7. Any violations deemed to be egregious, malicious or intentional shall be viewed on a case-by-case basis. If confirmed, these violations will result in a minimum 180 day suspension of self issuing privileges.
8. The above listed rules (1 – 6) do not supersede processes spelled out in Subsection 15, paragraphs c and d, of the “Gold Book.”

PERMIT ERRORS

1. We are all human and we make mistakes. We have built a mistake clause into the Self-Issuing permit program by allowing a company to void a permit at no additional cost or penalty. An incorrectly completed Self-Issuing permit may be voided by a WYDOT permit issuing agent. There is no additional cost for this but it may be considered a violation of regulations. All voided permits shall be submitted to the Wyoming Highway Patrol OWL office within 48 hours.
2. When a Self-Issuing permit is lost it must be reported to the Wyoming Highway Patrol OWL office within 48 hours of discovery. There is a non-refundable fee of $100 for each lost permit. This fee will be charged on the company’s next invoice. Once a permit is reported lost its reference number will be voided.
3. Whenever practicable Self-Issuing permits shall be issued in numerical order.

PAYMENTS

1. If you do not receive an invoice for Self-Issuing permit fees by the 15th of the month, please contact the Overweight Loads Office so a duplicate invoice can be sent.
2. If payment for Self-Issuing permit invoices is not received in the Overweight Loads Office by the date due, Self-Issuing permit privileges will be suspended until the holder is notified that the payment has been received.
3. Any two (2) delinquent payments within any twelve (12) consecutive months will result in an automatic ninety (90) day suspension of Self-Issuing permit privileges and possible re-training of company personnel in the use and preparation of Self-Issuing permits.
4. The invoice (or a copy of the invoice) must be returned with the payment.
5. Please do not combine Self-Issuing permit payments with any other payment due to the State of Wyoming.

RECOURSE

Any participant in the Self-Issuing permit program whose permit privileges are suspended for 90 days has the following recourse:

1. An informal meeting with personnel of the Overweight Loads Office and the Commercial Carrier Supervisor of the Wyoming Highway Patrol. A letter will be issued with a decision concerning the meeting. The suspended participant will have thirty (30) days from the date of the letter to request an Administrative hearing pursuant to Chapter 3 of the Wyoming Transportation Department Rules and Regulations.
2. If the suspended participant is not satisfied with the decision of the Administrative hearing they can appeal to the District Court.

Participants should be aware that the suspension will be in effect throughout the duration of the appeal process.