How to add a USDOT# to a Subsidiary

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Overview

The USDOT# is a unique identifier assigned by the Federal Motor Carrier Safety Administration to entities involved in interstate and intrastate commerce. In Alvys, you can attach a USDOT# to a subsidiary either at the time you create the subsidiary or after the subsidiary already exists. When you enter a USDOT# during subsidiary creation, Alvys looks up that number with the FMCSA and pre-fills the subsidiary’s name, MC#, company type, physical address, contact email, and phone number. You can review and update any of those pre-filled values before saving.

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Prerequisites

You must have the Admin or Partner Admin role to access the Management section and manage subsidiaries. The Management menu is not visible to dispatchers, billers, or other roles. If you are adding a USDOT# to a new subsidiary, have the USDOT# available before you begin. If you are adding a USDOT# to an existing subsidiary, that subsidiary must not already have a USDOT# assigned; each subsidiary can only have one USDOT#.

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Steps

1. Open Company Profile:
   • Select Management in the left navigation.
   • Select Company Profile.
   • Locate the subsidiary you want to update in the subsidiary list on the left side, or proceed to create a new subsidiary.
2. Add the USDOT# to a new subsidiary (If you are creating a new subsidiary):
   • Select the option to create a new subsidiary.
   • Enter the USDOT# in the USDOT# field.
   • Alvys contacts the FMCSA and pre-fills the subsidiary name, MC#, company type, physical address, contact email, and phone number based on the USDOT# you entered.
   • Review the pre-filled values. You can edit any of them before saving.
   • Complete all required fields (physical address and remit address are required) and save the subsidiary.

**Add the USDOT# to an existing subsidiary (**If the subsidiary already exists and does not yet have a USDOT#):

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Variations

Not all subsidiaries have an MC#. For intrastate-only carriers, the USDOT# alone is sufficient. The FMCSA pre-fill works as long as the USDOT# is valid and registered in the FMCSA database.

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Troubleshooting

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USDOT# field does not appear or cannot be edited

• The USDOT# and MC# fields are locked after a subsidiary is created. You cannot edit a USDOT# that was entered at creation time. If the USDOT# on file is incorrect and you need it changed, contact Alvys support; this is not something that can be self-served, because these fields are locked by design to prevent duplicate subsidiaries in the system.

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FMCSA pre-fill does not populate any fields

• The pre-fill depends on the FMCSA returning a match for the USDOT# you entered. If no data appears, verify that the number is correct and is registered with the FMCSA. The pre-fill is informational only; you can still enter all required fields manually.

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Cannot create a subsidiary with a USDOT# already in use

• The system prevents creating a new subsidiary if the MC# or USDOT# is already assigned to another subsidiary in your account. Use a unique USDOT# for each subsidiary.

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FAQs

Q: Can I edit the USDOT# after a subsidiary has been created? A: No. Once a subsidiary is created, the USDOT# and MC# fields are locked and cannot be edited. If a correction is needed, contact Alvys support. Q: Is a USDOT# required to create a subsidiary? A: No. The USDOT# is optional when creating a subsidiary. You can create a subsidiary without one and add the USDOT# afterward using the link in the subsidiary details. Q: Does adding a USDOT# to an existing subsidiary update any other fields automatically? A: No. The FMCSA pre-fill only applies during new subsidiary creation. Adding a USDOT# to an existing subsidiary attaches the number only; it does not update the subsidiary name, address, or other fields. Q: Can two subsidiaries share the same USDOT#? A: No. The system prevents creating a subsidiary with a USDOT# that is already assigned to another subsidiary in the same account.