CBP Form 339C – Annual User Fee – Commercial Vehicle Transponder

Jurisdiction: Country: USA | Province or State: Federal

What is a CBP Form 339C – Annual User Fee – Commercial Vehicle Transponder?

CBP Form 339C is the federal form you use to pay the annual user fee for a commercial vehicle transponder. The transponder links a specific commercial vehicle to a paid annual user fee account. It allows automated fee verification when you enter the United States by land. The transponder is an adhesive tag you mount on the windshield. It includes an electronic identifier that border inspection systems can read. When it reads as paid, you can use the designated facilities and lanes that require the annual fee.

You typically use this form if you operate a truck or tractor that crosses the U.S. land border for commercial purposes. That includes fleet owners, owner-operators, and companies that manage cross‑border shipments. Leasing companies sometimes complete it for lessees under their control. Some carriers ask dispatch or compliance teams to handle it. Drivers do not usually complete the form unless they own the vehicle.

You need this form if your vehicle enters at ports of entry that assess a commercial vehicle user fee. The annual fee covers a defined period. The transponder allows CBP systems to match your vehicle to a paid record. That reduces manual fee collection at primary inspection. It also supports access to designated user-fee lanes where available. If you do not have a valid paid transponder, you may face delays, extra processing, or separate fee collection.

Typical usage scenarios include buying a new or used tractor that will cross the border. You would also use it to renew the annual fee for existing transponders. You should use it to replace a lost or damaged transponder, such as after a windshield replacement. If you change your license plate or vehicle identifiers, you may need to update the record through this form. If you manage a fleet, you use it to add multiple vehicles. You can also use continuation pages to list several trucks at once and pay in a single submission. The form can support a transfer request if permitted, but transfers are limited. In many cases, the transponder and fee are vehicle-specific and cannot be moved to another unit.

The form is not a customs entry or a shipment document. It is a fee and registration form tied to vehicle hardware. It connects your vehicle to a paid account for the calendar year or the defined validity period. It does not replace other border documents. You still need all standard entry paperwork, credentials, and compliance for customs, immigration, agriculture, and safety.

When Would You Use a CBP Form 339C – Annual User Fee – Commercial Vehicle Transponder?

You would use the form when you first enroll a commercial vehicle in the annual user fee program. For example, you buy a tractor in October and plan to start cross‑border runs next week. You submit the form, pay the fee, and install the transponder before dispatch. If you buy at year‑end, the fee still applies for the stated validity period. Plan your purchase and dispatch dates to avoid unplanned costs.

You would use the form at the start of each new fee cycle to renew vehicles you will keep in service. Many carriers handle renewals in one batch. They pull a list of all active units that cross the border. They confirm VINs and license plates. They pay the annual fees across all units and keep records. If you are an owner‑operator, you do the same for your own truck.

You would also use the form after a windshield replacement. The adhesive tag will not survive glass replacement. You request a replacement and include the reason. You confirm the VIN and plate, and you link the new transponder to the same vehicle record. CBP may cancel the old tag to prevent duplicate use.

You should use the form any time key vehicle identifiers change. If you re-register your plate in a new state or province, update the record. If you repaint or rebrand and change the unit number, update that too. Keeping data aligned with what officers see reduces confusion at primary.

If you manage leased equipment, you may submit for short‑term units. You might bring a rental tractor into your fleet after a breakdown. If it will cross the border, you enroll it before dispatch. Then, when you return it, you remove the transponder as instructed and update your records. The fee is not pro‑rated, so plan short deployments carefully.

You would use the form if a vehicle is sold mid‑year, but only to update or close the record. You cannot usually recover unused months. You should remove and destroy the tag and notify CBP to prevent misuse. If you buy a used truck that has a tag from the prior owner, you still file. You must link the vehicle record to your company and ensure the current year is paid.

You may use the form if you switch tractors on a route and need to confirm lane access. Dispatch may ask compliance to check the status and pay if needed. This prevents drivers from being turned from a user‑fee lane at the last minute.

Legal Characteristics of the CBP Form 339C – Annual User Fee – Commercial Vehicle Transponder

This form is a federal fee and registration document. It is not a private contract. It has legal effect because it records the payment of a required user fee for a commercial vehicle. It binds the vehicle record to a paid status for the defined validity period. When you sign, you certify the information is true and complete to the best of your knowledge. You also authorize payment and accept program terms, such as non‑transferability of the tag.

Enforceability comes from federal law that permits CBP to assess user fees and verify payment. CBP can require payment before allowing use of designated lanes or facilities. CBP can direct vehicles without a valid paid status to other processing. Officers can assess unpaid fees and may impose penalties for false statements. Presenting incorrect data on a federal form can carry consequences. Payment does not guarantee entry. All other laws and inspections still apply.

The form’s structure and process support enforcement. Each tag has a unique identifier. The identifier links to a vehicle record with VIN, plate, and company information. When officers scan your vehicle, the system checks the paid status. If records match, you move forward in the appropriate lane. If records do not match, you may face delays or manual collection.

There are general legal considerations you should keep in mind. The user fee is per vehicle, not per company. If you change vehicles, the fee does not “follow” the driver or the route. The tag is vehicle‑specific. Do not remove and reuse a tag across different trucks. Attempting to use one paid tag for multiple units can trigger enforcement action. Keep your vehicle identifiers accurate and current. Mismatched VINs and plates can cause status errors at the booth.

You should also keep good records. Save proof of payment, the transponder serial number, and the vehicle details. Maintain renewal reports and continuation sheets for fleets. If a dispute arises, you will need to confirm payment and the link to the specific VIN. Keep your receipts with your compliance files. Train drivers are to report lost or damaged tags right away.

You should treat the tag like controlled property. It signals paid status when read by inspection systems. If a tag goes missing, report it and request deactivation. Install replacement tags per instructions to ensure readability. Mounting the tag in the wrong place can prevent a successful read. That can force you into manual processing even when you paid.

Finally, understand the term of coverage. The fee covers a stated period, often the calendar year. Coverage does not extend beyond that period without renewal. Plan renewals before the period expires. Lapses can disrupt operations and result in unplanned processing or fees.

How to Fill Out a CBP Form 339C – Annual User Fee – Commercial Vehicle Transponder

Before you start

Gather your company details, vehicle data, and payment method. Confirm that each VIN and plate is correct. Decide if you are buying new, renewing, replacing, or updating. If you manage multiple vehicles, prepare a list. Use a continuation sheet to avoid errors when listing many vehicles.

Required items:

• Legal company name and mailing address.
• Employer identification number or relevant tax ID.
• Contact name, phone, and email.
• Vehicle details: VIN, plate number, issuing state or province, country, vehicle year, make, model, and unit number.
• Transponder number for renewals or replacements, if available.
• Payment method and billing address.

Step-by-step instructions

1) Identify your transaction type.

• New enrollment: Choose this when adding a vehicle that has no current tag or paid record for the period.
• Renewal: Choose this when extending paid status for the next period for a vehicle already in your account.
• Replacement: Choose this when a tag is lost, damaged, unreadable, or removed during windshield work.
• Update or correction: Choose this to change the plate, unit number, or company information tied to the vehicle.
• Transfer: Use only if permitted and the form allows. Transfers are limited and often not allowed between different vehicles.

2) Complete the company information section.

• Enter your legal company name exactly as registered. Avoid trade names unless they are the legal name.
• Provide the physical address and the mailing address if different.
• Include your tax ID if requested. This helps match records.
• Add the primary contact’s name, title, phone, and email. Use an inbox that your compliance team monitors.

3) Complete vehicle details for each unit.

• Enter the full 17‑character VIN. Do not guess or shorten the VIN.
• Enter the license plate exactly as shown on the registration. Include any dashes or spaces only if they appear on the plate record.
• Select the issuing state or province and the country of registration.
• Enter the vehicle year, make, and model. Use the registration data to ensure consistency.
• Enter the unit number you use internally. This helps you reconcile records.
• Indicate the vehicle type if the form asks (truck, tractor, or other).

Example: You operate a 2020 tractor with a VIN ending in 123456. The plate is ABC123 from Ontario, Canada. The unit number is 1507. Enter all fields to match your registration and fleet list. If your plate changes to a new jurisdiction, submit an update right away.

4) Provide transponder information when renewing or replacing.

• If you are renewing, enter the transponder serial number or tag ID printed on the device.
• If you are replacing a tag, select the reason (lost, damaged, windshield replacement, unreadable).
• If the old tag is still in your possession but defective, note that on the form if space is provided.

5) Select the fee period and calculate totals.

• Confirm the period covered by the annual fee. It is commonly the calendar year.
• Count the number of vehicles listed, including continuation sheets.
• Multiply by the current user fee amount. Enter the total due.
• If the form allows fee waivers or special cases, apply them only if you qualify and can document eligibility.

6) Complete the payment section.

• Choose your payment method. Options may include credit card, debit card, check, or company payment account.
• If paying by card, enter the cardholder’s name, number, expiration date, and security code if requested.
• Make sure the billing address matches the card issuer’s records.
• If paying by check, write the total amount and include any required reference on the memo line. Follow the mailing instructions on the form.

7) Review compliance statements and acknowledgments.

• Read the certification language on the form. You certify that the information is true and that you are authorized to submit.
• Review statements regarding data use and record retention.
• Confirm you understand that the transponder is vehicle‑specific and non‑transferable unless the form states otherwise.

8) Sign and date the form.

• Print your name and title. Sign where indicated. Use ink for paper forms or follow the electronic signature prompt if filing online.
• A company officer or authorized agent should sign. If you are a third‑party service, ensure you have written authority from the carrier.

9) Prepare schedules or continuation sheets for multiple vehicles.

• Use the continuation sheet format provided by the form. List each vehicle with complete data.
• Number the pages and include your company name and tax ID on each sheet.
• Recalculate the total fee to include all units listed on the schedules.

10) Submit the form and retain copies.

• If submitting by mail, use the address shown on the form. Consider a trackable service.
• If submitting online, save the confirmation page and payment receipt.
• Keep a copy of the completed form, schedules, and proof of payment in your compliance files.

11) Install the transponder after approval.

• When you receive a new tag, follow the mounting diagram in the instructions.
• Clean and dry the windshield location before installation.
• Place the tag at the indicated height and distance from the pillars or rearview mirror.
• Do not cover the tag with metallic films or devices. Do not move the tag once placed.

12) Verify activation before dispatch.

• Check your account or confirmation to ensure the tag is active and paid.
• For renewals, confirm the new period shows as paid for each VIN.
• Have drivers report any issues at the booth so you can correct records quickly.

Parties, clauses, signatures, and schedules

Parties: The submitting party is the vehicle owner, lessee, or authorized agent. CBP is the receiving agency that processes the fee and maintains the vehicle record. If you are an agent, your authority should be on file with your client.

Clauses: The core clauses are the certification and acknowledgment statements. You certify the accuracy of the data, your authority to bind the company, and your understanding of program rules. You acknowledge the fee is for the vehicle listed and for the stated period. You acknowledge the tag is vehicle‑specific. You acknowledge that payment does not exempt you from inspections or other laws.

Signatures: Sign with your legal name and title. Date the signature. For a company, an officer or authorized manager usually signs. Ensure the signature matches the name printed. Electronic signatures must follow the form’s instructions to be valid. Unsigned forms will not be processed and will delay activation.

Schedules: Use continuation pages to list additional vehicles. Each schedule should mirror the main vehicle fields. Keep page totals and a grand total. Attach all schedules to the main form. If you submit online, upload or enter the data for each unit as prompted. For large fleets, consider splitting submissions by terminal or business unit for easier tracking.

Practical tips and common mistakes

Match identifiers exactly. A single digit off in a VIN can block activation. Use the registration card to key VINs. Double‑check plate jurisdiction codes. Avoid using nicknames or old trade names for the company field. Use the legal name.

Do not attempt to move tags between vehicles. If you retire a truck, remove and destroy the tag. Update the record. If you buy a used truck that has a tag, do not assume it is valid for your company. Submit the form to enroll the vehicle under your ownership and pay the current fee.

Plan renewals early. The period may end at year‑end. Many carriers renew in the prior month to avoid gaps. Processing volume increases near deadlines. Early action reduces disruptions.

Retain receipts and activation confirmations. Give dispatch easy access to proof of payment. If a lane reader fails to detect your tag, proof helps resolve the issue at the port.

Install tags correctly. Incorrect placement can prevent the system from reading your tag. Follow the diagram. Avoid areas shaded by metallic tint or brackets. If you replace the windshield, request a replacement tag right away.

Coordinate with safety and licensing teams. If a plate change occurs, submit an update. If the truck moves to a different terminal or legal entity, ensure the fee record reflects the correct company.

After you submit

Allow processing time for payment and activation. For a new tag, you must receive and install the hardware before relying on lane reads. For renewals, activation typically occurs after payment posts, but verify status for each VIN. If a submission is incomplete, CBP may return it or hold it. Respond to any requests for correction quickly to avoid delays.

Train drivers on how to recognize a valid installation. They should report cracked windshields, damaged tags, or repeated read failures. Your team should be able to look up the transponder ID and the paid status. Keep a log of tag serial numbers matched to VINs and unit numbers. That log is vital during audits and maintenance.

If you cease cross‑border operations for a vehicle, update the record. While the fee is generally non‑refundable, closing the record prevents misuse. If a tag is lost or stolen, request deactivation and a replacement. Note the incident in your compliance file.

By following these steps, you can keep your vehicles in paid status and avoid avoidable delays at the border. The form is straightforward when you gather the right data first. Build a clean fleet list, verify each VIN, and submit early. That approach reduces corrections and keeps your drivers moving.

Legal Terms You Might Encounter

Applicant means the person or company responsible for submitting the form and paying the user fee. If you run a trucking company, the company is the applicant. If you are an owner-operator, you are the applicant. The applicant is the party that certifies the information is true and agrees to the program rules.

Authorized signer is the person allowed to sign for the applicant. For a company, this could be an owner, officer, or manager with authority to bind the company. If you’re an owner-operator, that’s you. The authorized signer certifies the accuracy of the vehicle details and fee payment on the form.

Commercial motor vehicle refers to a truck or tractor used to move goods for business. The form is tied to a single commercial vehicle that crosses the border for commercial purposes. Personal vehicles do not use this form.

User fee is the annual amount you pay for the commercial vehicle to use specified border services. It covers a fee year and must be kept current. Paying the user fee and completing this form allows the vehicle to be recognized as paid when it enters a port of entry.

Transponder is the windshield device tied to your vehicle’s payment status. It uses radio frequency to communicate with readers at the border. When installed and active, it speeds up fee verification during inspections and entries.

Vehicle identification number (VIN) is the unique 17-character code stamped on your truck’s chassis and displayed on the registration. The VIN on the form must match the vehicle that carries the transponder. A mismatched VIN can cause delays or a denied crossing.

License plate and jurisdiction identify the plate number and the state or province that issued it. These details help match the transponder to the correct vehicle. If plates change, you must update the record so the system recognizes the truck.

Carrier vs. owner-operator clarifies who is responsible for the vehicle and fee. A carrier operates a fleet and pays on behalf of the company. An owner-operator runs under their own authority or leases onto a carrier. Either may be the applicant, but the form must reflect the party paying and responsible for the vehicle.

Replacement and transfer deal with changing the transponder or updating the vehicle it’s tied to. Replacement covers lost, damaged, or defective devices. Transfer covers moving a transponder to a different vehicle when allowed. The form’s information must be updated for either action.

Certification and penalties mean you are declaring the information is accurate. If the data is false or you misuse the transponder, you can face penalties, delayed processing, or invalidation of the fee. Take the certification statement seriously and review each line before you sign.

FAQs

Do you need a separate form and fee for each truck?

Yes. Each commercial vehicle needs its own form and user fee. The transponder is vehicle-specific. You can’t use one payment for multiple trucks. If you add trucks during the year, you must complete the process for each new vehicle.

Do you need this if you only cross the border a few times?

If the vehicle is used for commercial purposes, you generally need to pay the annual user fee and have a corresponding transponder, even for infrequent crossings. The program is not based on the number of trips. It is based on the vehicle’s eligibility and the fee year.

Do you need to file if the truck is leased?

Yes. Leased vehicles used for commercial crossings must be covered. Decide whether the carrier or the owner-operator will be listed as the applicant. Match the applicant to the party that pays the fee and manages the transponder. Keep your lease agreement handy in case port officers ask about control of the vehicle.

Do you need to replace the transponder after a windshield replacement?

Often, yes. Transponders are designed to adhere permanently to the windshield. Removing them can damage the device or reduce readability. If the windshield is replaced, follow the replacement process. Update the form details if the device number changes.

Do you get a refund if you sell or retire the truck mid-year?

Refunds are limited and not guaranteed. The program is annual, and once issued, the user fee is generally not prorated. If you sell or retire the vehicle, you usually can’t recover the fee for the remaining months. Plan purchases near the start of your expected operating period to minimize waste.

Do you need to update the form if your license plate or DOT information changes?

Yes. Update any changes to plate number, jurisdiction, carrier name, or identification numbers. This keeps the vehicle record current at the port. Mismatched records can lead to secondary inspection or delayed entry.

Do you need proof of payment at the border?

The transponder usually serves as proof at the reader. Still, carry a copy of your confirmation or receipt in the cab, especially while waiting for activation or if the device has issues. It helps officers verify payment faster if the transponder cannot be read.

Do you need a new fee for each port of entry?

No. The annual user fee covers eligible ports under the program for the fee year. You don’t pay again for each crossing or each port. Keep your vehicle data and transponder in good standing so the coverage applies at any participating port.

Checklist: Before, During, and After

Before signing

• Confirm the applicant: company or owner-operator. Make sure the legal name matches registration and tax records.
• Gather the vehicle’s VIN exactly as shown on the registration or chassis plate.
• Record the current license plate number and issuing state or province.
• Collect the carrier’s identification numbers you use in daily operations, including any company tax ID and motor carrier number, if applicable.
• Verify the vehicle year, make, and model.
• Confirm the principal place of business and mailing address for the applicant.
• Identify the authorized signer and confirm they have the authority to bind the applicant.
• Confirm the fee year and that your timing aligns with planned crossings.
• Set up a payment method authorized by your organization.
• Have proof of ownership or lease, if applicable, available for reference.

During signing

• Check the spelling of the legal name and any doing-business-as name.
• Verify VIN accuracy character by character. Transpose errors are common and costly.
• Confirm the license plate and jurisdiction are current and match your registration.
• Review the vehicle year, make, and model for accuracy.
• Ensure the transponder identifier (if included) is correct and legible.
• Confirm the physical business address and mailing address. Use a consistent format across all documents.
• Review carrier identification numbers to avoid mismatches with other filings.
• Read the certification statement. Make sure the authorized signer listed is the one who signs.
• Double-check the fee amount and payment details before submission.
• Keep a copy of the completed form and payment confirmation for your records.

After signing

• Submit the form using the required channel and method for the program.
• Note the submission date, confirmation number, and the fee year on a tracking log.
• Wait for confirmation that your transponder and payment are active. Activation is not always immediate.
• Install the transponder exactly as instructed. Placement affects how well it reads at the port.
• Test recognition at your next crossing and carry backup proof of payment.
• Update internal records so dispatch, drivers, and compliance staff know the vehicle is covered.
• Set a reminder to renew before the next fee year starts.
• If you sell or retire the vehicle, document the date and remove the transponder. Follow any required steps to close out or transfer the record.
• Store copies of the form, receipts, and correspondence in your compliance files for the required retention period.

Common Mistakes to Avoid

Entering the wrong VIN

Even one incorrect character breaks the link between your truck and the payment. Result: border delays, secondary inspection, and potential denial of entry. Don’t guess—copy the VIN from the registration and verify each character.

Using an outdated plate number or the wrong jurisdiction

If your plate changed due to renewal or transfer, update the record. A mismatch can stop the reader from matching your vehicle to the fee. Result: slowdowns and manual verification.

Incorrect applicant or signer

Listing the wrong legal entity or having an unauthorized employee sign can invalidate the form. Result: rejected submission or compliance findings during an inspection. Confirm authority and the exact legal name before filing.

Not installing the transponder correctly

Mounting the device in the wrong place or on a dirty windshield can prevent it from reading. Result: repeated stops at the port and manual processing. Follow the placement instructions and avoid reusing damaged devices.

Forgetting to update after a lease, sale, or windshield replacement

When control of the vehicle changes or the windshield is replaced, you must update records or request a replacement device. Result: the system shows stale data, and you face avoidable delays. Don’t forget to notify your compliance team and keep proof of the update.

What to Do After Filling Out the Form

Submit and track

• Submit the form with payment through the required channel. Confirm you received a submission or payment confirmation.
• Record the confirmation number and the fee year in a central log used by dispatch and compliance. Share the record with anyone who may need to answer questions at the border.

Install and activate

• Wait for any activation notice tied to your transponder or fee. Activation can take time.
• Install the transponder exactly as instructed. Clean and dry the windshield before mounting. Place it where the program requires, usually high on the windshield, where readers can detect it.
• If you suspect the device is not reading, carry proof of payment and ask for manual verification at the port. Note the date and port if issues persist.

Update internal systems

• Add the vehicle’s transponder identifier, fee year, and confirmation details to your equipment list and driver notes.
• Ensure dispatchers know which trucks are covered. Flag the renewal date so no one schedules border loads with an expired fee.

Handle changes fast

• If the vehicle gets new plates, a new windshield, or a change in carrier or owner-operator status, update the record promptly. Keep copies of the update request and any confirmations.
• If the vehicle is sold, traded, or retired, remove the transponder and document the disposition date. Complete any required steps to close out the record and prevent future charges.

Renew on time

• Calendar the renewal window well in advance of the next fee year. Renew early to avoid lapses that cause delays at the port.
• Before renewing, audit your fleet list to remove retired units and add new ones.

Amend when needed

• Use the amendment process if you need to correct a VIN, plate, or company name. Provide supporting documents if requested.
• Keep a paper trail for each change: what was changed, who requested it, when it was submitted, and any confirmation received.

Distribute documentation

• Place a copy of the current fee confirmation in the vehicle binder or electronic driver app.
• Provide your safety and compliance team with the current roster of covered vehicles. Share it with accounting so payment and renewal dates stay aligned.

Monitor performance

• After the first few crossings, ask drivers if the transponder is reading consistently. If not, check placement and device condition.
• Keep spare cleaning wipes and clear instructions for drivers in case the device needs attention in the field.

Plan for contingencies

• If the transponder is damaged or lost, request a replacement right away. Carry proof of payment while you wait.
• If you must cross before activation completes, bring the confirmation and allow extra time for manual processing at the port.