The License Express for prorate and fuel tax online system is an easier and faster way to manage your fuel tax accounts.
License Express is an online system for managing prorate and fuel tax accounts. It replaced the Taxpayer Access Point System (TAP) in March 2025. When it launched, an email was sent to those with existing TAP accounts with directions on moving their account to License Express. If you had an account in the TAP system, you must transfer it to License Express.
This guide is for new customers who have never used License Express (previously called Taxpayer Access Point, TAP), and only for those setting up an account for their businesses.
You must set up a License Express account before you can set up a Prorate and Fuel Tax (PRFT) account, such as a fuel tax, unlicensed refund, International Fuel Tax Agreement (IFTA), or International Registration Plan (IRP) account.
To set up your account, you’ll need all the following information:
You’ll also need to tell us your business type, which may be any of the following:
If you’re appointing a service agent, you’ll also need:
You must have the exact same business information on all paperwork and on file with state and federal agencies. This includes:
For example, if your registered business name on file with the DOR is “SW Towing, Inc.,” that exact name needs to be on file with the other agencies in the above list.
First, you must create a License Express account for yourself.
1. Go to the License Express login page and choose the “Join now!” button.
2. Choose the “License Express for business” option and choose the “Continue” button.
3. Enter your first and last name and choose the “Continue” button.
4. Enter the username you want to use.
5. Enter and confirm your email address. Choose the “Continue” button. We’ll send an email to that address with a link to activate your account.
Note: If necessary, you can set up other License Express accounts using the same email address in the future.
6. Enter and confirm the password you want to use and choose the “Register me” button. The page will show a confirmation message.
7. Open the link in the email we sent you. Check your junk or spam folder if you don’t see the email.
8. Enter the username and password you just created and choose the “Login” button.
After you log in, we’ll automatically redirect you to SecureAccess Washington (SAW) to set up multi-factor authentication (MFA). We require this to help protect your identity and prevent fraud.
9. Under “Choose Method,” choose your email address. You’ll only be able to see part of the address.
10. You’ll get an email from SAW with a verification code. Enter the last 6 digits after the dash of that code and choose the “Submit” button.
11. Decide if you want SAW to remember the device you’re using. Don’t check the box if you’re using a computer that is public or that you share with anyone else. Choose the “Submit” button.
At this point, you’ll be logged in to License Express for Partners. Now you’ll need to provide information for your account. License Express will automatically enter your name and email address.
12. Select your phone number type from the dropdown menu. Enter your phone number and your extension (if applicable). Choose the “Next” button.
13. Enter your address information: License Express will automatically select “USA” from the country dropdown menu.
14. Verify your address. We might suggest small changes, like abbreviating “avenue” to “AVE” or adding the ZIP+4 digits to your zip code:
15. Read the access agreement. Once you’ve read the terms, check the box next to “I agree to the terms of service above.” License Express will automatically fill in the date. Choose the “Next” button.
16. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Submit” button.
17. The page will show a confirmation code and the time and date when you registered. Keep these for your records. We may ask for them if you ever need to contact us for help. Choose the “Continue” button.
In this part of the process, you'll enter information for yourself. If you're appointing a service agent, you'll also enter their information.
18. Under the “Prorate and Fuel Tax Services” heading, choose “Register a new Prorate and Fuel Tax related customer.”
19. Choose the “No” option and choose the “Next” button.
20. You’ll see a screen with information confirming you’re about to start the correct process. These steps are only for people who have never used License Express or TAP and need to set up a new account. Choose the “Next” button.
21. In the dropdown menu under “I am registering as a…,” select whether you are a business, government, or individual. You can find more instructions for each of these options in the following sections.
22. Select “Business” in the dropdown menu.
23. In the dropdown menu under “My company is registered as a…,” select how your business is registered with the Secretary of State.
24. Enter the legal name of your business. If you have other registered trade names, enter them under “DBA.” Choose the “Next” button and skip to step 30.
25. Select “Government” in the dropdown menu.
26. In the dropdown menu under “My company is registered as a…,” select which type of government agency you represent.
27. Enter the legal name of your government agency. If you represent a government division, such as a city's parks department, enter your division’s name under “DBA.” Choose the “Next” button and skip to step 30.
28. Select “Individual” in the dropdown menu.
29. Choose whether you’ll complete multiple types of transactions with your account:
30. Enter the FEIN and UBI for your business:
31. Enter your physical address:
32. Choose whether you want to receive paper or electronic communications from us. Choose the “Next” button.
33. Enter at least 1 contact for your business, government agency, or sole proprietorship. If you have a sole proprietorship, enter your own contact information:
34. License Express will ask if you’d like to register for a PRFT account:
Check your information one more time and choose the “Submit” button when everything is correct. Keep the confirmation code for your records in case you need to contact us for help.
This guide is for new customers who have never used License Express (previously called Taxpayer Access Point, TAP), and only for those setting up an account for someone else, also called service agents.
You must set up a License Express account before you can set up a Prorate and Fuel Tax (PRFT) account, such as a fuel tax, unlicensed refund, International Fuel Tax Agreement (IFTA), or International Registration Plan (IRP) account.
To set up your account, you’ll need all the following information:
You’ll also need to tell us your business type, which may be any of the following:
If you don’t know your business type, contact the DOR or the Washington Office of the Secretary of State.
If you’re appointing a service agent, you’ll also need:
You must have the exact same business information on all paperwork and on file with state and federal agencies. This includes:
For example, if your registered business name on file with the DOR is “SW Towing, Inc.,” that exact name needs to be on file with the other agencies in the above list.
First, you must create a License Express account for yourself.
1. Go to the License Express login page and choose the “Join now!” button.
2. Choose the “License Express for business” option and choose the “Continue” button.
3. Enter your first and last name and choose the “Continue” button.
4. Enter the username you want to use.
5. Enter and confirm your email address. Choose the “Continue” button. We’ll send an email to that address with a link to activate your account.
Note: If necessary, you can set up other License Express accounts using the same email address in the future.
6. Enter and confirm the password you want to use and choose the “Register me” button. The page will show a confirmation message.
7. Open the link in the email we sent you. Check your junk or spam folder if you don’t see the email.
8. Enter the username and password you just created and choose the “Login” button.
After you log in, we’ll automatically redirect you to SecureAccess Washington (SAW) to set up multi-factor authentication (MFA). We require this to help protect your identity and prevent fraud.
9. Under “Choose Method,” choose your email address. You’ll only be able to see part of the address.
10. You’ll get an email from SAW with a verification code. Enter the last 6 digits after the dash of that code and choose the “Submit” button.
11. Decide if you want SAW to remember the device you’re using. Don’t check the box if you’re using a computer that is public or that you share with anyone else. Choose the “Submit” button.
At this point, you’ll be logged in to License Express for Partners. Now you’ll need to provide information for your account. License Express will automatically enter your name and email address.
12. Select your phone number type from the dropdown menu. Enter your phone number and your extension (if applicable). Choose the “Next” button.
13. Enter your address information: License Express will automatically select “USA” from the country dropdown menu.
14. Verify your address. We might suggest small changes, like abbreviating “avenue” to “AVE” or adding the ZIP+4 digits to your zip code:
15. Read the access agreement. Once you’ve read the terms, check the box next to “I agree to the terms of service above.” License Express will automatically fill in the date. Choose the “Next” button.
16. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Submit” button.
17. The page will show a confirmation code and the time and date when you registered. Keep these for your records. We may ask for them if you ever need to contact us for help. Choose the “Continue” button.
In this part of the process, you’ll enter information for both you and the taxpayer.
18. Under the “Prorate and Fuel Tax Services” heading, choose “Register a new Prorate and Fuel Tax related customer.”
19. Choose the “Yes” option and choose the “Next” button.
20. You’ll see a screen with information confirming you’re about to start the correct process. These steps are only for people who have never used License Express or TAP and need to set up a new account. Choose the “Next” button.
21. In the dropdown menu under “I am registering as a…,” select whether you are a business or individual. Don’t select “Government.” You can find more instructions for each of these options in the following sections.
22. Select “Business” in the dropdown menu.
23. In the dropdown menu under “My company is registered as a…,” select how your business is registered with the Secretary of State.
24. Enter the legal name for your business. If you have other trade names, enter them under “DBA.” Choose the “Next” button.
Service agents registered as sole proprietorships
25. Select “Individual” in the dropdown menu.
26. Choose whether you’ll complete multiple types of transactions on behalf of the taxpayer:
27. Enter the FEIN and UBI for your business:
If your business isn’t in Washington and doesn’t have a UBI, check the "My business is located outside the state” box. If you check this box, you won’t be able to enter a UBI.
You need a UBI to do business related to IFTA or IRP.
28. Enter your physical address:
29. Choose whether you want to receive paper or electronic communications from us. Choose the “Next” button.
30. Enter at least 1 contact for your business or sole proprietorship. If you have a sole proprietorship, enter your own contact information:
31. In the dropdown menu under “I am registering as a…,” select whether the taxpayer is a business, government, or individual. You can find more instructions for each of these options in the following sections.
32. Select “Business” in the dropdown menu.
33. In the dropdown menu under “My company is registered as a…,” select how the taxpayer’s business is registered with the Secretary of State.
34. Enter the legal name of the taxpayer’s business. If the taxpayer has other registered trade names, enter them under “DBA.” Choose the “Next” button.
35. Select “Government” in the dropdown menu.
36. In the dropdown menu under “My company is registered as a…,” select which type of government agency you represent.
37. Enter the legal name of the government agency.
If you represent a government division, such as a city’s parks department, enter the division’s name under “DBA.” Choose the “Next” button.
38. Select “Individual” in the dropdown menu.
39. Choose whether you’ll complete multiple types of transactions on behalf of the taxpayer:
40. Enter the FEIN and UBI for the taxpayer’s business:
41. Enter the taxpayer’s physical address:
42. Choose whether the taxpayer wants to receive paper or electronic communications from us. Choose the “Next” button.
43. Enter at least 1 contact for the taxpayer’s business, government agency, or sole proprietorship. If they have a sole proprietorship, reenter their contact information:
44. License Express will ask if you’d like to register for a PRFT account:
This guide is for customers who previously used Taxpayer Access Point (TAP) to manage their Prorate and Fuel Tax (PRFT) accounts. To file fuel tax return refund claims and complete other transactions, you’ll need to move your TAP logon to License Express, our new system for all things related to PRFT.
If you didn’t use TAP in the past or no longer have a TAP account, you’ll need to set up a new License Express account instead.
To move your TAP logon to License Express, you’ll need:
If you don't remember your username or email for your TAP account, continue to part 2. You will request access to your TAP account later in part 6.
Note: If you already have a License Express log on for your WA Driver License/ID, please jump to Part 3.
First, you must create a License Express account for yourself.
1. Go to the License Express logon page and choose the “Join now!” button.
2. Choose the “License Express for individuals” option and choose the “Continue” button.
3. Enter your first and last name and choose the “Continue” button.
4. Enter the username you want to use.
5. Enter and confirm your email address. Choose the “Continue” button. We’ll send an email to that address with a link to activate your account.
6. Enter and confirm the password you want to use and choose the “Register me” button. The page will show a confirmation message.
7. Open the link in the email we sent you. Check your junk or spam folder if you don’t see the email.
8. Enter the username and password you just created and choose the “Login” button.
If you didn’t receive your activation email, follow the steps below:
We’ll send a new activation email to the email address you entered. If you didn’t receive the email, check your junk or spam folders.
This section will show you how to use your established License Express logon that is connected to your WA driver license/ID instead of creating a new logon.
1. Enter your user logon and password that is created for your WA driver license/ID. Choose the “Login” button.
2. Choose the “Manage other DOL services” hyperlink in the top right corner.
3. Choose the “Join other DOL services” hyperlink.
4. Choose “License Express for individuals” option and choose the “Continue” button.
5. Your first and last name will populate, choose the “Continue” button.
6. Under “Which service would you like to use now?” choose the link that states “LX: Manage my personal driver license, ID card, vehicle, and boat licenses.”
7. Jump to Part 4 to continue the set-up process.
After you log in, we’ll automatically redirect you to SecureAccess Washington (SAW) to set up multi-factor authentication (MFA). We require this to help protect your identity and prevent fraud.
1. Under “Choose Method,” choose your email address. You’ll only be able to see part of the address.
2. You’ll get an email from SAW with a verification code. Enter the last 6 digits after the dash of that code and choose the “Submit” button.
3. Decide if you want SAW to remember the device you’re using. Don’t check the box if you’re using a computer that is public or that you share with anyone else. Choose the “Submit” button.
At this point, you’ll be logged into License Express for Individuals. Now you’ll need to provide information from your legal documents.
Refer to these for the information you provide:
1. Under “Do you have a WA licensing record?” the dropdown menu will have “Yes” and “No.”
State Identification Card
Personal Driver License
Instruction Permit
If you select “State Identification Card” or “Personal Driver License,” another section will appear stating “Standard or enhanced license/ID?” The dropdown menu will have the following options:
Standard
Enhanced
If you select “Enhanced,” another section will appear stating “Are you a U.S citizen?” The dropdown menu will have the following options:
Yes
No
Once you have all the correct selections, choose the “Next.”
2. Verify your information. Enter the following information:
Once all required areas are filled out, click the “Next” button.
3. Select your preferred phone type from the dropdown menu. Enter your phone number. Choose the “Next” button.
4. If you followed steps 1.1, you will be on the summary page. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Submit” button.
5. Physical appearance. Enter the following information:
Choose the “Next” button.
6. Enter your address information:
Choose the “Next” button.
7. Verify your address. We might suggest small changes, like abbreviating “avenue” to “AVE” or adding the ZIP+4 digits to your zip code:
8. Previous license, ID card or instruction permit. Under the dropdown menu, the following options will be “Yes” and “No.”
Choose the “Next” button.
9. You are now on the summary page. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Submit” button.
10. The page will show a confirmation code and the time and date when you registered. Keep these for your records. We may ask for them if you ever need to contact us for help. Choose “Continue.”
Note: If you followed step 1.2 , you would have to go into a licensing office to finish your application for a license before you can continue to the next steps. If you followed step 1.1 , continue to Part 6 to continue the set-up process.
In this part of the process, you’ll provide information about your TAP account. Then License Express will automatically move your information to the new system.
1. If you followed steps 1.1 in Part 5, choose the “More…” tab.
2. Under the “Prorate and Fuel Tax Services” heading, choose “Move TAP logon to License Express for Partners.”
3. Choose the “Start” or “Start Verification Info” button to continue.
4. Provide the required information about your TAP account:
5. You’ll see a list of PRFT accounts that License Express will move over from TAP.
If all the information is correct, choose the “Next” button. If you notice any incorrect information on this page, you can call 360-902-3900 (TTY: 711) for help.
6. Choose whether you want to receive paper or electronic communications from us. Choose the “Next” button.
7. If you need to check your information again or make changes, choose the “Edit/Review” button. Otherwise, choose the “Submit” button.
8. The confirmation page will show a transaction ID. Keep this for your records. We may ask for it if you ever need to contact us for help. Choose the “OK” button.
License Express has now added your information from TAP. To check your PRFT accounts in License Express, follow the steps below.
1. From your License Express dashboard, choose “Summary” in the main navigation.
2. On the “Summary” page, you can view your PRFT accounts or start a transaction.
This guide is for customers who previously used Taxpayer Access Point (TAP) to manage their Prorate and Fuel Tax (PRFT) accounts. To file fuel tax returns and complete other transactions, you’ll need to move your TAP logon to License Express, our new system for all things related to PRFT.
If you didn’t use TAP in the past or no longer have a TAP account, you’ll need to set up a new License Express account instead.
To move your TAP logon to License Express, you’ll need:
If you don't remember your username or email for your TAP account, continue to part 2. You will request access to your TAP account later in part 5.
First, you must create a License Express account for yourself.
1. Go to the License Express login page and choose the “Join now!” button.
2. Choose the “License Express for business” option and choose the “Continue” button.
3. Enter your first and last name and choose the “Continue” button.
4. Enter the username you want to use.
5. Enter and confirm your email address. Choose the “Continue” button. We’ll send an email to that address with a link to activate your account.
Note: If necessary, you can set up other License Express accounts using the same email address in the future.
6. Enter and confirm the password you want to use and choose the “Register me” button. The page will show a confirmation message.
7. Open the link in the email we sent you. Check your junk or spam folder if you don’t see the email.
8. Enter the username and password you just created and choose the “Login” button.
If you didn’t receive your activation email, follow the steps below:
We’ll send a new activation email to the email address you entered. If you didn’t receive the email, check your junk or spam folders.
After you log in, we’ll automatically redirect you to SecureAccess Washington (SAW) to set up multi-factor authentication (MFA). We require this to help protect your identity and prevent fraud.
9. Under “Choose Method,” choose your email address. You’ll only be able to see part of the address.
10. You’ll get an email from SAW with a verification code. Enter the last 6 digits after the dash of that code and choose the “Submit” button.
11. Decide if you want SAW to remember the device you’re using. Don’t check the box if you’re using a computer that is public or that you share with anyone else. Choose the “Submit” button.
At this point, you’ll be logged in to License Express for Partners. Now you’ll need to provide information for your account. License Express will automatically enter your name and email address.
12. Select your phone number type from the dropdown menu. Enter your phone number and your extension (if applicable). Choose the “Next” button.
13. Enter your address information: License Express will automatically select “USA” from the country dropdown menu.
14. Verify your address. We might suggest small changes, like abbreviating “avenue” to “AVE” or adding the ZIP+4 digits to your zip code:
15. Read the access agreement. Once you’ve read the terms, check the box next to “I agree to the terms of service above.” License Express will automatically fill in the date. Choose the “Next” button.
16. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Submit” button.
17. The page will show a confirmation code and the time and date when you registered. Keep these for your records. We may ask for them if you ever need to contact us for help. Choose the “Continue” button.
In this part of the process, you’ll provide information about your TAP account. Then License Express will automatically move your information to the new system.
18. Under the “Prorate and Fuel Tax Services” heading, choose “Move TAP logon to License Express for Partners.”
19. Choose the “Start” or “Start Verification Info” button to continue.
20. Provide the required information about your TAP account:
21. You’ll see a list of PRFT accounts that License Express will move over from TAP. If all the information is correct, choose the “Next” button.
If you notice any incorrect information on this page, you can call 360-902-3900 (TTY: 711) for help.
22. Choose whether you want to receive paper or electronic communications from us. Choose the “Next” button.
23. If you need to check your information again or make changes, choose the “Edit/Review” button. Otherwise, choose the “Submit” button.
24. The confirmation page will show a transaction ID. Keep this for your records. We may ask for it if you ever need to contact us for help. Choose the “OK” button.
License Express has now added your information from TAP. To check your PRFT accounts in License Express, follow the steps below.
25. From your License Express dashboard, choose “Summary” in the main navigation.
26. On the “Summary” page, you can view your PRFT accounts or start a transaction.
This guide is for customers who already have an active International Fuel Tax Agreement (IFTA), or International Registration Plan (IRP) account, but have not yet registered their account for online access.
You must set up a License Express account before you can request access to your existing International Fuel Tax Agreement (IFTA), or International Registration Plan (IRP) account.
You’ll need the following information about the accounts that you are requesting access to:
1. Go to the License Express login page and enter your Username and Password and then choose the Login button.
2. After you log in, we’ll automatically redirect you to SecureAccess Washington (SAW) to set up Multi-Factor Authentication (MFA). We require this to help protect your identity and to prevent fraud.
3. Under “Choose Method,” choose your email address. You’ll only be able to see part of the address.
4. You’ll get an email from SAW with a verification code. Enter the last 6 digits in the field after the dash of that code and choose the “Submit” button.
5. Decide if you want SAW to remember the device you’re using. Don’t check the box if you’re using a public computer or one that you share with anyone else. Choose the “Submit” button.
6. At this point, you’ll be logged in to License Express for Partners.
7. From the main dashboard of your License Express account choose “Request access to a Prorate and Fuel Tax related account.
8. Choose an account type from the Add access to a Prorate, Fuel Tax, or Unlicensed Refund account page.
9. After choosing the IRP account type, choose the “Start Account Verification” button.
10. The account verification screen will provide an overview of required information. When you have finished reviewing the instructions, choose the Next button.
11. You must select a Request Type. Choose the Account Information option to verify your account and choose the Next button.
12. From the Validation screen, in the Customer Information section, select an ID type to verify your account with. This can be your Employer ID Number (EIN), your Unified Business ID (UBI), or for Sole Proprietors the Social Security Number associated with your account.
13. You must also enter your IRP account number in the Account Information section.
14. Enter a Vehicle Identification Number (VIN) from your existing IRP fleet, along with the purchase price for that vehicle.
Note: You can find the purchase price on your existing cab card.
15. After you enter all the required information choose the Next button.
16. From the Service agent screen, answer the question “Are you completing this request as a Service Agent or on behalf of someone else?” Choose “No” and then choose the Next button.
Note: If you are a Service Agent, please visit Set up a new License Express account as a service agent for instructions.
17. Choose Submit to complete the request or Edit/Review if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
18. After you submit you will be given a confirmation number. Choose the OK button from the bottom right corner to return to the Add Access screen.
19. To begin the account verification process, choose the “Start Account Verification” button.
20. The account verification screen will provide an overview of required information. Review the instructions and then choose the Next button.
21. On the Request Type screen, choose the Account Information option to verify your account. Choose the Next button.
22. On the Validation screen, in the Customer Information section, choose an ID type to verify your account with. This can be your Employer ID Number (EIN), your Unified Business ID (UBI), or for Sole Proprietors the Social security Number associated with your account.
Enter your IFTA account number in the Account Information section, and in the IFTA Carrier Account Validation section choose one of the following items and enter the details listed:
23. After you enter all the required information choose the Next button.
24. Answer the question “Are you completing this request as a Service Agent or on behalf of someone else?” on the Service Agent screen. Choose “No” and then choose the Next button. Note: If you are a Service Agent, please visit Set up a new License Express account as a service agent for instructions.
25. Choose Submit to complete the request or Edit/Review if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
26. After you submit you will be given a confirmation number. Choose the OK button.
After returning to the Add Access screen, select the Home icon labeled “License Express for Partners” at the top of the page to view your Summary Screen.
This screen displays all the Prorate and Fuel tax accounts that you have registered for online access.
This guide is for customers and service agents who have a customer account registered in License Express and want to get access to their customer account linked to their License Express account. If you don't already have an account in License Express, you either need to set up a new account or set up an account from your previous Taxpayer Access Point (TAP) account.
To use this service, you must have previously completed a customer registration or used the Department of Licensing to manage your business license or professional license. The customer request would be used when a customer either had a business account or only completed a PRFT customer registration but never got to register any PRFT accounts.
Service agent registrants only. To use this service, you must be a service agent and have previously registered your business with the Department of Licensing or used the Department of Licensing to manage your business license or professional license. The service agent is if a service agent got access to all of the accounts, they are a service agent for via access codes or account information but was never able to get access to themselves.
To request access to a customer or service agent account in License Express, you will need information and documentation that relates to your business. What you’ll need:
This section has guides that will help you request access to your customer or service agent account in License Express for your business, government agency, or sole proprietorship.
Customer account request, jump to part 1.
Service Agent account request, jump to part 2.
Follow the steps below to request access to your customer account on behalf of a business, government agency, or sole proprietorship:
1. Once you are logged into License Express, on the homepage screen of your account, choose the “Request access to a Prorate and Fuel Tax Related account” hyperlink.
2. Under the “Customer” section, choose “Request access to a Prorate and Fuel Tax related customer” hyperlink.
3. On the customer verification screen, choose either the “Start Account Verification” button or the “Start” button.
4. The customer verification screen will provide an overview of required information. When you finish reviewing the instructions, choose the “Next” button.
5. On the “Required Information” screen, it will ask for the Customer Information. Select an ID type from the dropdown menu to verify your customer account with:
6. Once you select an ID Type, enter the following information and choose the “Next” button:
7. Choose “Submit” to complete the request or “Edit/Review” if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
8. After you submit your request, you will be given a confirmation number. Choose the “OK” button from the bottom right corner to return to the “Add Access” screen.
Follow the steps below to request access to your service agent account on behalf of a business, government agency, or sole proprietorship.
9. Once you are logged into License Express, on the homepage screen of your account, choose the “Request access to a Prorate and Fuel Tax Related account” hyperlink.
10. Under the “Service Agent” section, choose “Request access to a service agent” hyperlink.
11. On the service agent verification screen, choose either the “Start Account Verification” button or the “Start” button.
12. The service agent verification screen will provide an overview of required information. When you finish reviewing the instructions, choose the “Next” button.
13. On the “Required Information” screen, it will ask for the Service Agent Information. Select an ID type from the dropdown menu to verify your customer account with:
14. Once you select an ID Type, enter the following information and choose the “Next” button:
15. Choose “Submit” to complete the request or “Edit/Review” if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
16. After you submit your request, you will be given a confirmation number. Choose the “OK” button from the bottom right corner to return to the “Add Access” screen.
17. After returning to the “Add Access” screen, select the home icon labeled “License Express for Partners” at the top of the page to view your Summary Screen.
Note: You will not see the account you have requested access to under your Summary screen. A PRFT staff member will need to approve the request before it is linked to your License Express web log on before you will be able to see it on your homepage.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you choose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for customers who want to do one of the following:
To allow another user to view your PRFT account or complete transactions, you’ll need to create an access code for them. Follow the steps below to create an access code.
1. On the “Summary” page, find the PRFT account you want to allow another user to access. Under the “Account Management” heading, choose “Create new user access code.”
2. In the “Access Level” dropdown, select what level of access you want this user to have. You can choose from the following options:
Note: License Express will auto-fill your business name and address.
3. Choose the “Submit” button.
4. On the “Confirmation” page, you’ll see a request code and the date and time when you submitted your request. Keep this information for your records. We may ask for it if you need to contact us for help.
5. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
6. We’ll send the access code to the email address you use for this PRFT account. Give this to the user you want to have access to your account. Then have them follow our guide on registering using an access code.
Note: Access codes expire after 24 hours. If the other user doesn’t register within that time, you’ll need to create a new one.
Follow the steps below to change whether or how another user can access one of your PRFT accounts.
1. On the “Summary” page, find the PRFT account you want to change or remove a user’s access to. Under the “Account Management” heading, choose “Users List.”
2. You’ll see a table with a list of users who have access to this account. Find the user whose access you want to change or remove.
Note: You can’t change or remove your own access to a PRFT account.
3. In the “Access Level” dropdown, select what you want to change the user’s access level to. You can choose from the following:
Note: License Express will auto-fill the location name and address, as well as the user’s name, email address, and current access level.
4. Choose the “Submit” button.
5. On the “Confirmation” page, you’ll see a request code and the date and time when you submitted your request. Keep this information for your records. We may ask for it if you need to contact us for help.
6. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
7. Check the box next to “Remove user’s access.”
Note: License Express will auto-fill the location name and address, as well as the user’s name, email address, and current access level.
8. Choose the “Submit” button.
9. On the “Confirmation” page, you’ll see a request code and the date and time when you submitted your request. Keep this information for your records. We may ask for it if you need to contact us for help.
10. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
In certain cases, you may want to change or remove a user’s access to more than one PRFT account. To do so, follow the steps below.
1. In the main navigation, choose “More…”
2. Under the “Access Management” heading, you can either view or manage other users’ access to your accounts:
Note: Only PRFT account owners can see “Manage Access.” If someone else gave you access to a PRFT account, you won’t see this link in License Express.
3. Under the “Logons with Access to Customer” heading, you’ll see a list of users with access to your License Express account. To check a specific user’s access settings, choose the number next to their name.
4. Under the name of your organization, you’ll see which PRFT accounts this user can access and their access level for each.
5. To check this user’s activity in License Express, choose “Activity” in the main navigation. Here you’ll see a list of transactions they have completed, such as filing a return or making a payment.
6. Under the “Logons” heading, you’ll see a list of users with access to your License Express account. From here, you can change their security level or cancel their access:
a. To change a user’s security level, choose the title next to their email address—for example, “Account Manager.” Then go to step 7.
b. To cancel a user’s access, choose “Cancel Access.” Then skip to step 9.
7. In the dropdown menu under “Type of Access,” select the new security level you want to give to this user.
8. Choose the “Save” button.
Cancel a user's access
9. You’ll see a popup asking if you’re sure about canceling this user’s access. You won’t be able to give them access again, so choose carefully.
10. Choose the “Yes” button to cancel this user’s access. To close the popup without canceling this user’s access, choose the “No” button.
This guide is for existing License Express customers who want to update account information and preferences, such as their:
The information and documents you’ll need depend on the updates you want to make in License Express.
What to gather and where to go
| Type of information or preference | What you’ll need | Related section |
|---|---|---|
| Profile (name, email address, and phone number) | New names, phone numbers, and/or email addresses you want to use | How to update your profile (name, email address, phone number) |
| Bank account information | Your bank account and routing number | How to add or update your bank account information |
| Account addresses | New address(es) you want to use | How to update your account addresses |
| Password | New password | How to update your password |
| Close your account | File all remaining returns and pay all taxes and fees | How to close your account |
Note: Account closure requests will be processed within a few business days, but we will honor the date of your original request when processing.
Follow the steps below to update your name, email address, or phone number.
1. On the “Summary” page, choose “Manage My Profile.”
2. Under “Profile,” indicate which profile information you want to update. Your next step will depend on your choice.
3. In the “What’s your name?” popup, enter your new name over the name that appears now.
4. Choose the “OK” button.
5. In the “What’s your email?” popup, enter your new email over the email that appears now.
6. Choose “Verify Email.”
7. License Express will send an email with a verification code to the new email address you entered. If you don’t see it in your inbox, check your junk or spam folder.
8. Enter the verification code.
9. Choose the “Confirm” button.
10. If License Express accepts your verification code, the popup will show a message that says, “Email has been verified.”
11. Choose the “OK” button.
Update your phone number
12. In the “What’s your phone number?” popup, you can see your current phone number(s). To update or add a new phone number, enter the following information:
13. Once you’re finished entering phone numbers, choose the “OK” button.
Follow the steps below to add or update your bank account information.
1. On the "Summary” page, choose “Settings” in the main navigation.
2. On the “Settings” page, find the “Account” heading. Under “Default Payment Channel,” choose your current preference. If you haven’t added your bank account information, your current preference will be “None.”
3. Under your organization’s name and account number, choose “Setup new payment channel.”
4. Under “Payment Channel,” enter the following information about your bank account:
5. Under “Accounts Using This Payment Channel,” you can check which of your Prorate and Fuel Tax (PRFT) accounts are using this bank account.
6. Choose “Default Payment Channel.”
7. To make this your default payment channel, choose “Set as default.”
8. Under “Current Default,” you can confirm that your updated bank account is now the default payment channel for your PRFT account:
9. On the “Settings” page, under “Default Payment Channel,” your current preference will show the name you entered for your bank account.
You can add or update the following types of addresses for a PRFT account:
Some of these addresses may be the same, or each may be different.
Follow the steps below to update the account addresses associated with your customer account or specific accounts.
1. On the "Summary” page, find the "account” heading. Then choose “Change Account Addresses.”
2. Under “Update your address,” choose the “Start” button.
3. Enter the new address you want to use for your account.
4. Choose the “Next” button.
5. Your next step will depend on whether you have one address or separate addresses for this account:
If you currently have only one address
6. Under “Add Address to Accounts,” choose the “Start” button.
7. Indicate whether you want to add the new address as your mailing address or location of records:
8. Under “Account Address Selection,” choose the “Start” button.
9. Indicate which addresses you want to replace with the new address:
10. If you need to go back and make changes, you can use the “Edit/Review” buttons. Otherwise, choose the “Review” button and skip to step 16.
If you currently have multiple addresses
11. Under “Account Address Selection,” choose the “Start” button.
12. Indicate which addresses you want to replace with the new address:
13. Under “Cease Account Addresses,” choose the “Start” button.
14. Indicate whether you want to delete addresses from your account:
15. If you need to go back and make changes, you can use the “Edit/Review” buttons. Otherwise, choose the “Review” button and skip to step 16.
16. Enter your name to confirm you have entered the correct addresses for your organization.
17. Choose the “Submit” button.
18. On the “Confirmation” screen, you'll see a confirmation number (also called a transaction ID). Keep it for your records. We may ask for it if you ever contact us for help.
Choose the “OK” button to return to your dashboard.
Follow the steps below to update your password.
1. Choose the person icon in the top right corner. Then choose “Log Off.”
2. Under the “Login” button, choose “I forgot my password.” You must select this even if you know your password but want to change it.
3. Enter your License Express username.
4. Enter the email you use for License Express.
5. Choose the “Reset my password” button.
6. We'll email you a temporary password. You must enter it before creating a new permanent password. If you can’t find the email from us in your inbox, check your junk or spam folder.
7. Choose the “Back” button.
8. Enter your username.
9. Enter the temporary password we sent you.
10. Choose the “Login” button.
11. You’ll see a message saying your password expired or you reset it, and that you need to create a new password.
Your new password must be at least 10 characters long and include at least 3 of the following:
12. Enter the temporary password we sent you.
13. Enter your new password.
14. Confirm your new password by reentering it.
15. Choose the “Change password” button.
Before you can close a PRFT account, you must file any remaining tax returns and pay all taxes and fees.
If you close your account during a filing period, you must still file a tax return for that period and all earlier periods when your account was open.
Remember that you need a license and account to legally operate in IFTA jurisdictions.
Follow the steps below to close your account.
1. On the Summary page, find the “Account Status” heading. Then choose “Request to Close Account.”
2. Enter or select the date you want your account to close.
3. Under “Reason for closing account,” License Express will automatically enter “Customer Request.” You cannot change this.
4. Optional: Under “Comment,” you can more details about why you want to close the account.
5. Choose the “Submit” button.
6. On the confirmation screen, you can either choose “Continue” to return to your dashboard or “Print” to print your confirmation.
This guide is for customers who want to change how they get notifications about:
To change your notification preferences in License Express, you’ll need your License Express username and password.
Follow the steps below to change how we send you notifications about your License Express account.
1. From the summary page, choose “Settings” in the main navigation.
2. Next to your organization’s name, you’ll see your preferences for:
3. To learn how to change each of these preferences, see the sections below.
4. Next to “Mail Delivery,” choose your current preference. It will say either “Paper” or “Electronic.”
5. Indicate how you prefer to get notifications:
6. Next to “Mail Notification,” choose your current preference. If you haven’t changed this, it will say “Notify me of new mail.”
7. Indicate whether you want to get notifications for new mail:
8. Next to “Mail Language,” choose your current preference. If you haven’t changed this, it will say “English.”
9. Indicate which language we should use in our mail to you:
By default, the notification preferences for your PRFT account will be the same as the preferences for your License Express account. If you want to use different notification preferences for your PRFT account, follow the steps below.
1. From the summary page, choose “Settings” in the main navigation.
2. Next to your type of PRFT account (such as IRP, IFTA, or dyed diesel), you’ll see your preferences for:
3. To learn how to change each of these preferences, see the sections below.
4. Next to “Mail Delivery,” choose your current preference. If you haven’t changed this, it will say “Default” and the option you chose for your License Express account.
5. Indicate how you prefer to get notifications:
6. Next to “Mail Notification,” choose your current preference. If you haven’t changed this, it will say “Default” and the option you chose for your License Express account.
7. Indicate whether you want to get notifications for new mail:
8. Next to “Mail Language,” choose your current preference. If you haven’t changed this, it will say “Default” and the option you chose for your License Express account.
9. Indicate which language we should use in our mail to you:
Before you can request for reinstatement of a prorate and fuel tax account you need to set up a License Express account and create or link an IFTA or related prorate and fuel tax account.
If you’re paying for your reinstatement online, you’ll need one of the following:
Follow the steps below to request reinstatement for your prorate and fuel tax account.
At any time, you may choose the “Save Draft” button to save your progress and continue later.
1. Log onto your License Express account. On the “Summary” page, find the “Account” heading then choose “Request Account Reinstatement.
2. On the Request Reinstatement page choose “Start” to request reinstatement.
3. You can check the “Would you like to reinstate in order to close the IFTA account” box if you want to close your account. Attach any documents supporting your request for reinstatement and choose “Next.”
4. On the Request Reinstatement on Web screen, choose the “Continue to Payment.”
5. Under “Payment Options,” indicate how you want to make your payment:
6. Under the “Pay with Bank Account” heading, enter the following information:
7. Review the information you entered. Toggle the “Certify” option to confirm your bank account information is correct.
8. Choose the “Submit” button.
9. Under the “Pay with Credit Card” heading, enter the amount you want to pay under “Confirm Amount.” Then choose the “Submit” button.
10. License Express will redirect you to our secure credit card payment portal. Review the total amount you’ll pay with your card. Note that using a credit or debit card adds a 3% fee to your total.
11. Choose the “Next” button.
12. Enter the following information in the Billing Information fields. Note that you must fill in each of these fields unless we note otherwise:
13. Select your country from the dropdown menu. License Express will default to United States of America.
14. Select your state or province from the dropdown menu. License Express will default to Washington.
15. Enter your zip or postal code.
16. Complete the Payment Details fields:
17. Select “Continue” to exit the transaction or select “Print” if you want to print a copy for your records.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we can’t process your payment, we’ll tell you why. You can try again once you have the correct information or documents.
Dyed diesel (also known as marked fuel, farm fuel, or "red-dyed" diesel) is fuel with red dye added to indicate there are no federal or state fuel taxes paid. It's commonly used for non-highway farming equipment, construction equipment, generators, and marine vessels.
This section will help you with your dyed diesel returns.
| Set up a new dyed diesel account |
| File a dyed diesel return |
| Amend (change) dyed diesel returns |
| Pay a dyed diesel violation or notice of assessment |
This guide is for new customers who have registered their License Express account but haven’t added dyed diesel to their License Express account. You can do this for yourself or as a service agent conducting business on someone else’s behalf.
You must set up a License Express account before you can set up a Prorate Fuel Tax (PRFT) account for dyed diesel.
Only nonprofit businesses and government entities can use dyed diesel. You can learn more about the laws that apply to dyed diesel on the Washington State Legislature’s website.
Before you get started, gather all of the following:
Nonprofit organizations also must:
If you’re setting up an account for yourself and appointing a service agent, you’ll also need:
If you’re registering on behalf of someone else, you’ll need to upload an electronic copy of a signed and notarized power of attorney assignment form. Remember, don’t sign the form until you meet with a notary public.
Even though the form doesn’t reference dyed diesel, you can use the form to set up a dyed diesel account for someone else.
If you are a service agent, you can jump to instructions for setting up a dyed diesel account as a service agent.
1. In the dropdown menu under “Select account type to start registration,” select “Dyed Diesel.” Choose the “Next” button.
2. Read the “New Account Registration” instructions, then choose the “Next” button.
3. If you’re a nonprofit, you’ll need to indicate your organization’s type. If you’re a government agency, skip to step 4:
4. License Express will pre-fill the address you entered when you set up your account.
Indicate whether your physical, mailing, and location of records addresses are all the same. In most cases, this will match the information you entered when you set up your License Express account:
5. Enter at least 1 contact for your nonprofit business or government agency:
6. Choose whether you want to appoint a service agent:
7. Enter your service agent’s information:
8. Choose whether you want to set up another Prorate and Fuel Tax (PRFT) account, such as an IFTA or dyed diesel account:
9. Verify your information and then choose the “Submit” button. On the confirmation screen, you can either choose “Continue” to return to your dashboard or “Print” to print your confirmation.
1. If the taxpayer is a nonprofit, you’ll need to indicate their organization’s type. If the taxpayer is a government agency, skip to step 4:
2. License Express will pre-fill the address you entered when you set up the taxpayer’s account.
Indicate whether the taxpayer’s physical, mailing, and location of records addresses are all the same. In most cases, this will match the information you entered while you set up the taxpayer’s License Express account:
3. License Express will pre-fill the contact information you entered while setting up the taxpayer’s account:
4. License Express will pre-fill your service agent information. Verify that it’s correct.
5. Choose the “Choose or Drop File Here” button and select the signed and notarized power of attorney form from the taxpayer which allows you to conduct business on their behalf. Choose the “Open” button and then choose the “Next” button.
6. Choose whether you want to set up another Prorate and Fuel Tax (PRFT) account, such as an IFTA or dyed diesel account:
7. Verify the taxpayer’s information and then choose the “Submit” button. On the confirmation screen, you can either choose “Continue” to return to your dashboard or “Print” to print your confirmation.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for existing customers who have added a dyed diesel account to their License Express account and want to file a dyed diesel return. These customers may include:
To file a dyed diesel return in License Express, you’ll need:
To file your return on time, submit it online or by mail or fax by 5:30 p.m. Pacific Standard Time (PST) on the due date for the current tax return quarter.
The table below shows these due dates. For example, if it’s August, your return is due at 5:30 p.m. on October 25.
| Tax return quarter | File by 5:30 p.m. on this due date |
|---|---|
| First quarter: January, February, March | April 25 |
| Second quarter: April, May, June | July 25 |
| Third quarter: July, August, September | October 25 |
| Fourth quarter: October, November, December | January 25 |
If you submit your return after 5:30 p.m., it may not post to your account until the following day.
If one of these dates is a Sunday or holiday, your return will be due on the next business day.
If you owe taxes after filing your dyed diesel return, you can learn how to pay online through this guide, or you may mail a check to:
Department of Licensing
PO Box 9048
Olympia, WA 98507-9048
Like the dyed diesel return, taxes are due by 5:30 p.m. Pacific Standard Time (PST) on the due date for the current tax return quarter. The due dates are also the same as those for your tax returns. For details, see the table with filing quarters and due dates.
If you pay after 5:30 p.m., it may not post to your account until the following day.
There is a penalty fee for late payments. The amount of this fee depends on when you file your return.
The table below shows the late payment fees. For example, if it’s September and you file a return for $100 in taxes on:
| If you don't pay by | You'll owe |
|---|---|
| Due date | 10% penalty |
| First day of the next month | 10% penalty and 1% interest per month |
After you finish filing online, you don’t need to mail your return. In fact, doing so may make it take longer to process your return.
Follow the steps below to file a dyed diesel return for your government agency or nonprofit organization.
At any time, you may choose the “Save Draft” button to save your progress and continue later.
1. Log onto your License Express account. You may need to complete multi-factor authentication (MFA).
2. On the “Summary” page, find the “Account” heading. Then choose “View Returns.”
3. Under the “Returns” heading, choose “File Now.”
4. On the “File Your Dyed Diesel Return” screen, you can review what you’ll need. After you have submitted your return and we have processed it, you’ll see an “Amend” button on the top right of this screen. You can choose this button to make changes.
5. Choose the “Next” button.
6. Under “Operations,” indicate whether your organization had operations during the filing period:
7. At this stage, you can choose to cancel your dyed diesel license. This means the account will no longer be valid after you file your return. All cancellations go into effect on the last day of the month:
8. Your next step depends on whether your organization had operations during the filing period:
9. Review the taxes you owe or the refund we owe you based on the information you have provided. If you didn’t have operations during the filing period, all the numbers will be 0.
10. Choose the “Submit” button.
11. If you didn’t have operations during the filing period, you’re now finished with this transaction. You can exit this guide and go back to your License Express dashboard.
12. We’ll need the following information for each vehicle and/or piece of equipment you want to report on your return:
Under “Would you like to import your WA PTO from an excel file?,” indicate whether you want to import information or have License Express calculate it:
13. Under the “Inventory” heading enter the following:
14. Under the “Schedule A - Dyed Diesel Fuel Received” heading, enter the following:
15. Under the “Schedule B - Tax-Exempt Gallons Used” heading, enter the following:
16. Indicate whether your organization is claiming power take-off (PTO) credit. If you're not claiming PTO credit, choose the “Next” button and skip to step 18.
17. If you’re claiming PTO credit, enter the following information for each qualifying vehicle:
Note: If you uploaded a PTO schedule file earlier in this process, License Express will auto-fill this information.
18. License Express will show numbers you entered and the ones it automatically calculated.
Optional: Check the box next to “Sales tax credit/due (see instructions)” if you want to enter your own sales tax credit. You'll need to upload supplemental sales tax information.
19. Choose the “Next” button.
20. Under “Attachments,” indicate whether you want to submit files with your return:
21. Review the information about your return. The "Total Due” is total tax you owe. If you qualify for a tax refund, it will appear under “Refund.”
22. Choose the “Next” button.
23. If you qualify for a tax refund, go to step 24. If you owe taxes, skip to step 25.
24. If we owe you a refund, you can decide whether you want us to mail you a check or deposit the refund into your bank account.
25. Indicate how you want to pay your taxes:
26. Your next step will vary depending on which payment option you chose:
27. Under the “Pay with Bank Account” heading, enter the following information:
28. Under the “Pay with Credit Card” heading, enter the amount you want to pay. Choose the “Submit” button.
To complete your credit card payment, you can read about how to make a payment.
29. On the “Confirmation” screen, you'll see a confirmation number. Keep this number in case you need to contact us for help.
When we finish processing your return, we’ll post the return to your account.
30. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
We may review and correct your return. This includes making changes to the “Total Due” amount. If we make any changes, we'll notify you by phone, email, or mail. You can view changes to your tax return in License Express.
If your return is overdue and you pay before we process the return, check License Express after we process it to make sure your payment went through.
This guide is for existing customers who have already submitted a dyed diesel return and want to amend (change) it. These customers may include:
You can amend (change) a return that was due within the last 3 years. For example, if you were supposed to file a return in 2025, you can amend (change) that return from 2025 to 2027.
To amend (change) a dyed diesel return in License Express, you’ll need the following information from the filing period of that return:
To file your return on time, submit it online or by mail or fax by 5:30 p.m. Pacific Standard Time (PST) on the due date for the current tax return quarter. The table below shows these due dates.
These due dates also apply to amendments (changes) you make to a return you have already filed. For example, if it’s August, you need to amend (change) your return by 5:30 p.m. on October 25 to avoid late fees and penalties.
| Tax return quarter | File by 5:30 p.m. on this due date |
|---|---|
| First quarter: January, February, March | April 25 |
| Second quarter: April, May, June | July 25 |
| Third quarter: July, August, September | October 25 |
| Fourth quarter: October, November, December | January 25 |
If you submit your return after 5:30 p.m., it may not post to your account until the following day.
If one of these dates is a Sunday or holiday, your return will be due on the next business day.
If you owe taxes after filing your dyed diesel return, you can learn how to pay online through this guide, or you may mail a check to:
Department of Licensing
PO Box 9048
Olympia, WA 98507-9048
Like the dyed diesel return, taxes are due by 5:30 p.m. Pacific Standard Time (PST) on the due date for the current tax return quarter. The due dates are also the same as those for your tax returns. For details, see the table with filing quarters and due dates.
If you pay after 5:30 p.m., it may not post to your account until the following day.
There is a penalty fee for late payments. The amount of this fee depends on when you file your return.
The table below shows the late payment fees. For example, if it’s September and you file a return for $100 in taxes on:
| If you don't pay by | You'll owe |
|---|---|
| Due date | 10% penalty |
| First day of the next month | 10% penalty and 1% interest per month |
After you finish filing online, you don’t need to mail your return. In fact, doing so may make it take longer to process your return.
Follow the steps below to amend (change) a dyed diesel return for your government agency or nonprofit organization.
At any time, you may choose the “Save Draft” button to save your progress and continue later:
1. Log onto your License Express account. You may need to complete multi-factor authentication (MFA).
2. On the "Summary” page, find the “Account” heading. Then choose “View Returns.”
3. Under the “Returns” heading, choose “View or Amend Return.”
4. Choose “Amend”:
5. Above “Total Due,” you can see the taxes you owe. Choose the “Next” button.
6. You’ll now see many of the same screens you reviewed when filing your dyed diesel return. You’ll need to go through the following screens, even if you don’t need to make changes to all of them:
If a screen doesn't need updates, choose the “Next” button to continue.
If a screen needs updates, enter the correct information and then choose the “Next” button.
7. Review the information about your return. Then choose the “Submit” button.
8. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You’ll need it to access this return.
When we finish processing your return, we’ll post the return to your account.
9. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
10. In most cases, License Express will update your return as soon as you finish amending (changing) it.
However, we sometimes need to review and approve amendments (changes). If so, the page for your return will show a banner that says an amendment (change) is pending. 11. If you owe taxes after amending (changing) your return, you can read about how to make a payment.
If we owe you a refund, you’ll be able to choose whether you want to receive it by mail or electronically.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
We may review and correct your return. This includes making changes to the “Total Due” amount. If we make any changes, we'll notify you by phone, email, or mail. You can view changes to your tax return in License Express.
If your return is overdue and you pay before we process the return, check License Express after we process it to make sure your payment went through.
This guide is for customers who have received a notice of assessment (NOA) for one of the following:
If you’re a service agent acting on behalf of someone who has received an NOA letter, you can follow the same instructions as the taxpayer.
To pay a dyed diesel violation or notice of assessment in License Express, you’ll need:
If you don't have your NOA letter, email us at DOL-PRFTCompliance@dol.wa.gov to get help finding your Letter ID.
Follow the steps below to pay a dyed diesel violation or notice of assessment:
1. Go to the Washington State Department of Licensing website.
2. Under the “Online Services” heading, choose the “Get it done online” button.
4. Choose the “Bill Item” option.
5. Choose the “Next” button.
6. Enter the Letter ID. Make sure to type the letter “L” and the numbers that follow with no spaces in between.
7. Choose the “Next” button.
8. Check the fees you owe for the dyed diesel violation or notice of assessment in the “Available Balance” column.
9. You may pay the full amount or part of the fees:
10. Under the “Payment Details” heading, License Express will auto-fill the amount you entered. Choose the “Next” button.
11. Review the amount you’ll pay, then choose the “Next” button.
12. Indicate how you want to pay:
13. Under the “Pay with Bank Account” heading, you must enter the following information:
14. Under the “Pay with Credit Card” heading, confirm the amount you want to pay. Choose the “Submit” button.
To complete your credit card payment, you can read about how to make a payment.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we can’t process your payment, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for existing customers who have a fuel tax account (either aircraft distributor, fuel blender, fuel carrier, fuel distributor, fuel supplier, or fuel terminal operator) and want to file a return in License Express.
Filing a return involves reporting the following transactions about your motor, special, and dyed special fuel usage:
Here are the fuel types that you will be reporting your usage information about in this return:
| Fuel type | Description |
|---|---|
| Motor fuel | Any liquids commonly or commercially known, produced, exchanged, or sold as gasoline or defined as gasoline in statute. Ethanol and ethanol blends are included in this category. |
| Special fuel | Any liquids commonly or commercially known, produced, exchanged, sold, or used as fuel in diesel engines. Biodiesel, biodiesel blends, and renewable diesel are included in this category. |
| Dyed special fuel | Any special fuel product with red dye added to indicate that the fuel does not include federal or state fuel taxes. |
You can learn more about fuel tax compliance, including definitions, tax return information, supporting document instructions, due dates to report, and payment options, in the Fuel Tax Compliance Manual.
To file a fuel tax return in License Express, you will need:
*You should report all fuel amounts in gallons that are rounded off the nearest whole gallon. For example, 3.4 gallons would become 3 gallons, while 3.5 gallons would become 4 gallons. To convert liters into gallons, divide the number of liters by 3.785.
To learn more details about the required information, such as types of schedules, product codes, modes, etc., consult the Fuel Tax Compliance Manual.
You can enter receipt and disbursement information directly into License Express, or you can use a tax return template (i.e., Excel spreadsheet) specific to your type of fuel tax account and upload this file as an attachment into License Express. Here is how to submit fuel tax information with a template.
If you are setting up an account for yourself and appointing a service agent, or if you are registering on behalf of someone else as a service agent, you’ll also need:
1. Use a template to submit your fuel tax return based on the type of fuel tax account you have:
2. When the template file downloads into your web browser, open it and save a copy so that you can enter the required information from your receipts and disbursements. Make sure to save the template as xls or xlsx versions. Other excel versions will give an error when trying to upload the template.
Fuel tax returns are due by the 25th of each month, however, if one of these dates is a Sunday or holiday, your return will be due on the next business day. You can submit the fuel tax return online or by mail by 11:59 p.m. Pacific Standard Time (PST).
See fuel tax return and EFT due dates for the current year.
If you owe taxes after filing your fuel tax return, you can learn how to pay online through this guide, or you may mail a check. The check should be made out to the Department of Licensing and mailed to:
Department of Licensing
Prorate and Fuel Tax Services
P.O. Box 9048
Olympia, WA 98507-9048
We must receive your tax payments on or before the EFT due dates.
Contact your bank to set up EFT payments. You must make a separate payment for each license type.
Fuel tax return taxes are due by 11:59 p.m. Pacific Standard Time (PST) on the EFT due date. To see the EFT due dates, follow the link that was provided for the fuel tax return dates above.
If you pay after 11:59 p.m., it may not be posted to your account until the following day.
After you finish your filing online, you don't need to mail your return. In fact, doing so may make it take longer to process.
There is a penalty fee for late payments. The amount of this fee depends on when you file your return.
The table below shows the late payment fees. For example, if you file a September return and owe $100 in taxes on:
| If you don't pay by | You'll owe |
|---|---|
| Due date | 10% penalty |
| First day of the next month | 10% penalty and 1% interest per month |
Follow the steps below to file a fuel supplier/distributor/blender or aircraft distributor fuel tax return for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and return to this filing process in the future.
Note: The examples shown are for a fuel suppler account. However, fuel distributor/blender/aircraft distributor all have the same steps.
1. From your License Express dashboard, in the “Account” tab for your fuel supplier account, choose “View Returns.”
2. In the table under “Returns,” choose “File Now” for the period you want to file under.
3. Under “Information,” make sure you have the items you need. Choose the “Next” button.
4. Under “Operations,” indicate whether your organization had operations during the filing period:
5. At this stage, you can choose to cancel your fuel tax license. This means the account will no longer be valid after you file your return. All cancellations go into effect on the day of the month you list:
In the dropdown menu under “What is the last date of operation?” enter or select a date. The date should be the last day of the last month you’ll operate.
Note: Your fuel tax account license will be valid through the date you select, and you must file a return and pay taxes on the remaining inventory for every period your license remains active.
Choose the “Next” button.
6. Your next step depends on whether your organization has operations during the filing period:
7. If you have had operations during the filing period, at this stage, you can choose how to submit the receipts and disbursement information we need to process your return.
Under “Would you like to import your Receipts and Disbursements from an excel file?” indicate whether you want to import information or enter it manually into License Express.
8. On the “Receipts” screen, the amount of taxes you owe based on the receipts information you entered will appear above “Total Due.” If License Express determines that you owe taxes, this amount will appear above in red.
9. In the table under “Receipts,” you can review the receipts information License Express transferred from your tax return template:
10. Choose the “Next” button.
11. On the “Disbursements” screen, the amount of taxes you owe based on the disbursements information you entered will appear above “Total Due.” If License Express determines that we owe you a refund, this amount will appear above in green.
12. In the table under “Disbursements,” you can review the disbursements information License Express transferred from your tax return template:
13. Choose the “Next” button.
14. On the “Review,” screen, under “Tax Calculation,” review the information you entered for gallons received and gallons disbursed for each type of fuel. At this stage, you can make corrections:
Note: Aircraft distributor and blender accounts will have a section to input the beginning inventory. The aircraft distributor account will state aviation and jet fuel.
15. After you finish your review, click the checkbox to confirm that the information you provided is true and correct. Choose the “Next” button.
16. Under “Attachments,” indicate whether you want to submit files with your return:
17. Review your return information based on the information you have provided. If you didn’t have operations during the filing period, all the numbers will be 0.
Note: In this section, you will be allowed to add any comments that you would like to provide that may help with your return.
18. Choose the “Submit” button.
19. What you do next will depend on whether you have had operations in this filing period and whether you owe taxes or qualify for a refund:
20. If we owe you a refund, you can decide whether you want us to mail you a check or direct deposit the refund into your bank account. Choose the “Submit” button. You can now exit this guide and go back to your License Express dashboard.
21. Indicate how you want to pay your taxes:
22. Your next step will vary depending on which payment option you chose:
23. Under the “Pay with Bank Account” heading, enter the following information:
24. Under the “Pay with Credit Card” heading, enter the amount of taxes you want to pay under “Confirm Amount.” Choose the “Submit” button.
To complete your credit card payment, you can read about how to make a payment.
25. Under “Payment Options,” choose the “Pay Later” option. Choose the “Submit” button. You can exit this guide and go back to your License Express dashboard.
Follow the steps below to file a fuel carrier fuel tax return for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and return to this registration process in the future. Alternatively, if you decide you do not want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. From your License Express dashboard, in the “Account” tab for your fuel carrier account, choose “View Returns.”
2. In the table under “Returns,” choose “File Now” for the period you want to file under.
3. Under “Information,” make sure you have the items you need. Choose the “Next” button.
4. Under “Operations,” indicate whether your organization had operations during the filing period:
5. At this stage, you can choose to cancel your fuel tax license. This means the account will no longer be valid after you file your return. All cancellations go into effect on the day of the month you list:
6. Your next step depends on whether your organization has operations during the filing period:
7. If you have had operations during the filing period, at this stage, you can choose how to submit the receipts and disbursement information we need to process your return.
Under “Would you like to import your information from an excel file?” indicate whether you want to import information or enter it manually into License Express.
8. In the table under “Schedules,” you can review the information License Express transferred from your tax return template:
9. Choose the “Next” button.
10. On the “Carrier Report” screen, review the information you entered for gallons of fuel loaded for each type of fuel. At this stage, you can make corrections:
11. After you finish your review, click the checkbox to confirm that the information you provided is true and correct. Choose the “Next” button.
12. Under “Attachments,” indicate whether you want to submit files with your return:
13. On the “Return Summary” screen, verify that you filed under the correct period.
Note: In this section, you will be allowed to add any comments that you would like to provide that may help with your return.
Choose the “Submit” button.
Follow the steps below to file a fuel terminal fuel tax return for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and return to this registration process in the future. Alternatively, if you decide you do not want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. From your License Express dashboard, in the “Account” tab for your fuel terminal account, choose “View Returns.”
2. In the table under “Returns,” choose “File Now” for the period you want to file under.
3. Under “Information,” make sure you have the items you need. Choose the “Next” button.
4. Under “Operations,” indicate whether your organization had operations during the filing period:
5. At this stage, you can choose to cancel your fuel tax license. This means the account will no longer be valid after you file your return. All cancellations go into effect on the day of the month you list:
Note: That your fuel tax account license will be valid through the date you select, and that you must file a return and pay taxes on remaining inventory for every period your license remains active.
Choose the “Next” button.
6. Your next step depends on whether your organization has operations during the filing period:
7. If you have had operations during the filing period, at this stage, you can choose how to submit the receipts and disbursement information we need to process your return.
Under “Would you like to import your Receipts and Disbursements from an excel file?” indicate whether you want to import information or enter it manually into License Express.
8. In the table under “Receipts,” you can review the receipts information License Express transferred from your tax return template:
Choose the “Next” button.
9. In the table under “Disbursements,” you can review the disbursements information License Express transferred from your tax return template:
Choose the “Next” button.
10. On the “Inventory” screen you can review the inventory information License Express transferred from your tax return template. Choose the “Next” button.
11. On the “Review,” screen, under “Tax Calculation,” review the information you entered for gallons received, gallons disbursed, and inventory for each type of fuel. At this stage, you can make corrections:
12. After you finish your review, click the checkbox to confirm that the information you provided is true and correct. Choose the “Next” button.
13. Under “Attachments,” indicate whether you want to submit files with your return:
14. On the “Return Summary” screen, verify that you filed under the correct period.
Note: In this section, you will be allowed to add any comments that you would like to provide that may help with your return.
Choose the “Submit” button.
This guide is for new or existing customers who want to make a prorate and fuel tax (PRFT) payment in License Express.
This payment may be in relation to any of the following:
To make a PRFT payment in License Express, you will need one of the following:
You may also need:
You may be prompted to make a payment at different stages in License Express, depending on the process or transaction you are completing.
For demonstration purposes, we have chosen the following examples:
Although the screens may show information that is different from what you see on your screens, the process of making a payment will be the same.
Follow the steps below to make a PRFT payment in License Express.
Note: If you are at a stage in License Express where you need to choose your method of payment, skip to step 11.
1. If you are in License Express and want to make a payment for an account balance or bill item, on your dashboard, choose “Make a Payment.”
2. Under “What do you want to pay off?,” choose the type of payment you want to make.
3. First, you must find your letter ID:
4. Return to the “What do you want to pay off?” screen in step 2.
5. Under “Enter your letter Id,” enter your letter ID and choose the “Next” button and skip to step 10.
Follow these steps to pay off an account balance.
6. Under “Account Balance,” review the amount you owe.
7. Under “Payment Details” and “Payment Amount,” enter the amount you want to pay. You can pay off the entire balance or a portion of it.
8. Under “Payment Date,” enter or select your payment date. License Express will default to today’s date.
9. Choose the “Next” button and proceed to step 10.
10. Under “Payment Options,” indicate how you want to make your payment:
11. Under the “Pay with Bank Account” heading, enter the following information:
g. Review the information you entered. Toggle the “Certify” option to confirm your bank account information is correct.
h. Choose the “Submit” button.
12. Under the “Pay with Credit Card” heading, enter the amount you want to pay under “Confirm Amount.” Then choose the “Submit” button.
License Express will redirect you to our secure credit card payment portal.
13. Review the total amount you’ll pay with your card. Note that using a credit or debit card adds a 3% fee to your total. Choose the “Next” button.
14. Enter your billing information. Note that you must fill in each of these fields unless we note otherwise:
15. Enter your payment details.
Depending on the type of transaction you’re completing, you may not see an option to pay later.
16. Under “Payment Options,” choose the “Pay Later” option. Choose the “Next” button.
17. Choose the “Submit” button. Note that if you’re processing an IRP renewal or replacing credentials, we won’t issue your renewal or credentials until you complete your payment.
If we require payment before we grant you a renewal or license, we’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
This guide is for customers who already have an active Fuel Tax or Unlicensed Refund account but have not yet registered their account for License Express access.
You must set up a License Express account before you can request access to your existing Fuel Tax account.
You’ll need the following information about the accounts that you are requesting access to:
1. Go to the License Express login page and enter your Username and Password and then choose the Login button.
2. After you log in, we’ll automatically redirect you to SecureAccess Washington (SAW) to set up Multi-Factor Authentication (MFA). We require this to help protect your identity and to prevent fraud.
3. Under “Choose Method,” choose your email address. You’ll only be able to see part of the address.
4. You’ll get an email from SAW with a verification code. Enter the last 6 digits in the field after the dash of that code and choose the “Submit” button.
5. Decide if you want SAW to remember the device you’re using. Don’t check the box if you’re using a public computer or one that you share with anyone else. Choose the “Submit” button.
6. At this point, you’ll be logged in to License Express for Partners. If you have a License Express for Individuals account, jump to part 3.
7. From the main dashboard of your License Express account choose “Request access to a Prorate and Fuel Tax related account.
Note: If you have an account already connected to your License Express web logon, select “More,” then select “Request access to a Prorate and Fuel Tax related account.”
8. The next process depends on what type of account you are requesting access to:
9. On the account verification screen, choose either the “Start Account Verification” button or the “Start” button.
10. The account verification screen will provide an overview of required information. When you finish reviewing the instructions, choose the “Next” button.
11. You must select a Request Type. There are 2 different options:
12. Select “Account Information” then choose “Next.”
13. From the Validation screen, in the Customer Information section, select an ID type to verify your account with. This can be your Employer ID Number (EIN), your Unified Business ID (UBI), or for Sole Proprietors the Social security Number associated with your account.
14. Under the Account Information section, select the fuel tax “Account Type” from the drop-down menu. Then enter the fuel tax “Account ID” number.
15. Once that is entered, you will need to provide one of the following types of information about the most recent period that was filed:
16. From the Validation screen, in the Customer Information section, select an ID type to verify your account with. This can be your Employer ID Number (EIN), PRFT Customer ID, Unified Business ID (UBI), or Social Security Number associated with your account.
17. Under the Account Information section, select the unlicensed refund “Account Type” from the drop-down menu. Then enter the fuel tax “Account ID” number.
18. Once that is entered, you will need to provide one of the following types of information about the most recent period that was filed:
Choose the “Next” button.
19. Choose whether you want to appoint a service agent:
20. On the account verification screen, choose either the “Start Service Agent” button or the “Start” button under the “Service Agent” section.
21. Enter the following information:
22. Choose Submit to complete the request or Edit/Review if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
23. After you submit you will be given a confirmation number. Choose the OK button from the bottom right corner to return to the Add Access screen.
24. Select “Access Code” then choose “Next.”
Note: This process is the same for fuel tax and unlicensed refund accounts.
25. From the Validation screen, in the Customer Information section, select an ID type to verify your account with. This can be your Employer ID Number (EIN), PRFT customer ID, Unified Business ID (UBI), or for Sole Proprietors the Social security Number associated with your account.
26. Under the Account Information section, select “Account Type” from the drop-down menu. Then enter the “Account ID” number.
27. Once that is entered, you will need to provide the “Access Code” that was granted by the manager or administrator of the account holder. You will need to enter the following:
28. Choose whether you want to appoint a service agent.
29. On the account verification screen, choose either the “Start Service Agent” button or the “Start” button under the “Service Agent” section.
30. Enter the following information:
31. Choose Submit to complete the request or Edit/Review if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
32. After you submit you will be given a confirmation number. Choose the OK button from the bottom right corner to return to the Add Access screen.
33. From the main dashboard of your License Express account click the hyperlink with your name.
34. Choose the “More” tab.
35. Under the “Unlicensed Fuel Tax Refund” section, choose the “Request access to an unlicensed fuel tax refund account” hyperlink.
36. On the account verification screen, choose either the “Start Account Verification” button or the “Start” button.
37. The account verification screen will provide an overview of required information. When you finish reviewing the instructions, choose the “Next” button.
38. You must select a Request Type. There are 2 different options:
39. Select “Account Information” then choose “Next.”
40. From the Validation screen, in the Customer Information section, select an ID type to verify your account with. This can be your Employer ID Number (EIN), PRFT Customer ID, Unified Business ID (UBI), or Social Security Number associated with your account.
41. Under the Account Information section, select the unlicensed refund “Account Type” from the drop-down menu. Then enter the fuel tax “Account ID” number.
42. Once that is entered, you will need to provide one of the following types of information about the most recent period that was filed:
Choose the “Next” button.
43. Choose whether you want to appoint a service agent.
44. On the account verification screen, choose either the “Start Service Agent” button or the “Start” button under the “Service Agent” section.
45. Enter the following information:
46. Choose Submit to complete the request or Edit/Review if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
47. After you submit you will be given a confirmation number. Choose the OK button from the bottom right corner to return to the Add Access screen.
48. Select “Access Code” then choose “Next.”
49. From the Validation screen, in the Customer Information section, select an ID type to verify your account with. This can be your Employer ID Number (EIN), PRFT customer ID, Unified Business ID (UBI), or for Sole Proprietors the Social security Number associated with your account.
50. Under the Account Information section, select “Account Type” from the drop-down menu. Then enter the “Account ID” number.
51. Once that is entered, you will need to provide the “Access Code” that was granted by the manager or administrator of the account holder. You will need to enter the following:
52. Choose whether you want to appoint a service agent.
53. On the account verification screen, choose either the “Start Service Agent” button or the “Start” button under the “Service Agent” section.
54. Enter the following information:
55. Choose Submit to complete the request or Edit/Review if you need to make changes.
Note: Once you select Submit you will not be able to make changes.
56. After you submit you will be given a confirmation number. Choose the OK button from the bottom right corner to return to the Add Access screen.
57. After returning to the Add Access screen, select the home icon labeled “License Express for Partners or Individuals” at the top of the page to view your Summary Screen.
This screen displays all the Prorate and Fuel tax accounts that you have registered for online access.
Note: If you do not see the account, you have requested access to under your Summary screen, a PRFT staff member will need to approve the request before it is linked to your License Express web log on.
This guide is for existing customers who have registered their License Express account but haven’t added a Heating Oil Account to their License Express account.
To set up a new heating oil account in License Express you need a License Express account for business.
Follow the steps below to set up a new heating oil account for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and return to this registration process in the future. Alternatively, if you decide you do not want to open a new fuel tax unlicensed refund account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, jump to step 10
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Unlicensed Fuel Tax Refund” section, choose the “Apply for a new heating oil account.”
4. On the “Introduction” screen, review the information to see what is required. Choose the “Next” button.
5. On the “Heating Oil Registration” screen, select yes. Choose the “Next” button.
6. On the “Address” screen, it will ask “Is the account address the same as the customer address?”
7. On the “Contact” screen, you can add extra contacts if they are different from the customer account:
8. On the “Service Agent” screen, this section will ask you if you are completing this request on behalf of someone else and if you would like to appoint one. Once you have chosen your answer, choose the “Submit” button.
9. Once submitted, you will have a confirmation screen. You can print this screen for your reference or choose “Continue” to go back to the homepage.
10. Follow this path if you have no accounts linked to your web logon.
Once you are logged into License Express, on the homepage screen of your account, under the “Prorate and Fuel Tax Services” section, choose “Register a new to a Prorate and Fuel Tax related customer.”
11. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else? After selecting your answer, choose the “Next” button.
12. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.
13. The “Customer Information” tab will ask what you are registering as. On the dropdown menu the following options will be listed:
14. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will have the following:
15. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
16. On the “Customer IDs” tab, you will enter the following:
Note: If you don’t have a UBI in WA state or you have one pending, check the appropriate box.
17. The “Addresses” tab will have you enter your physical address. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.
18. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
19. On the “Contacts” tab, choose the “Add a Record” hyperlink.
20. You will need to enter the following information:
Once entered, you can add more records by clicking the “Add a Record.” If you have no more records to add, choose the “Next” button.
21. Now you are on the screen to “Register for a PRFT account.” Choose “Yes.”
22. Once you make your selection for an unlicensed refund account, choose the “Next” button.
23. In the “Instructions” tab, you can review when to submit this request or what you will need. Gather the required information to make sure you have what you need to set up this fuel tax account. Choose the “Next” button.
24. Under the “Heating Oil Registration,” select “Yes.” Choose the “Next” button.
25. Under “Address,” indicate whether the fuel tax refund account’s set of addresses (the physical address, mailing address, and the location of your records) is the same as the set you had entered on your customer registration:
26. Under “Account Contacts,” add a contact for your fuel tax refund account. The contact information for an organization’s customer registration is typically that of the owner of the organization. This information will be associated with the fuel tax refund account you are setting up. In some organizations, however, different units are responsible for different fuel tax refund accounts, and the lead of those units can be added as a contact:
27. In the dropdown menu under “Contact Type,” select the contact’s relationship to the organization:
28. The “Service Agents” screen displays next. This section will ask you if you are completing this request on behalf of someone else. Once you choose your answer, choose the “Next” button.
29. On the “Add account?” tab, it will ask if you would like to register an additional account:
30. Once submitted, a confirmation screen displays. You can print this screen for your reference or choose “Continue” to go back to the homepage.
This guide is for new customers who have registered their License Express account but haven’t added a fuel tax account to their account.
To set up a new fuel tax account in License Express, you’ll need:
Depending on your business type, you’ll also need electronic copies of the following supporting documents:
Follow the steps below to set up a new aircraft distributor account for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and continue later. If you decide you don’t want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 19.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Fuel Tax” section, choose the “Apply for a new fuel tax account.”
4. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
5. On the “Account Registration” screen, check the “Aircraft Distributor” license type. Once that is selected, a “What You’ll Need” section will pop up. Look over the information then choose the “Next” button.
6. Upload the documents you need:
7. Provide information about the business owner or a corporate officer, partner, or director in the organization:
8. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
9. Choose the “Next” button.
10. Provide this person’s employment history for the last 10 years:
11. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount:
12. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 12.1 to 12.4:
13. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
14. On the “Aircraft Fuel Distributor Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts. Choose the “Next” button.
15. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
16. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 17.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
17. If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Summary” screen.
18. Choose the “Submit” button.
19. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
20. Follow these steps if you just created a License Express web logon with no accounts connected to your web logon:
21. What you do next will depend on what you have selected on the “On Behalf Of” section:
22. The “Service Agent Registration” tab, it will ask what you are registering as. On the dropdown menu the following options will display:
23. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will display the following options to choose from:
24. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
25. On the “Customer IDs” tab, you must enter the following details for your Service Agent business:
If no UBI in WA state or you have one pending, check the appropriate box.
26. The “Addresses” tab will have you enter your physical address for your Service Agent business. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.
27. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
28. On the “Contacts” tab, choose the “Add a Record” hyperlink.
29. You will need to enter the following information:
30. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
31. Now you are on the “Customer Registration” screen. The “Customer Information” tab will ask what your customer is registering as. Choose the applicable option under the “I am registering as a...” dropdown menu:
32. Once you make a selection, a new section will appear asking what your customer’s company is registered as. The dropdown menu will have the following:
33. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable to your customer. Choose the “Next” button.
34. On the “Customer IDs” tab, enter the following details for your customer:
If no UBI in WA state or you have one pending, check the appropriate box.
35. The “Addresses” tab will have you enter your physical address for your customer. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.
36. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection for your customer and choose the “Next” button.
37. On the “Contacts” tab, choose the “Add a Record” hyperlink.
38. You will need to enter the following information:
39. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
40. Now you are on the screen to “Register for a PRFT account” for your customer. Choose “Yes.”
41. In the dropdown menu under “Account Type,” select “Aircraft Distributor.” Then choose the “Next” button.
42. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
43. Upload the documents you need:
44. Provide information about the business owner or a corporate officer, partner, or director in the organization:
45. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
46. Provide this person’s employment history for the last 10 years:
47. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount. Under the “Bonds” heading, enter the following in the table:
48. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 50.1 to 50.4:
49. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
50. On the “Aircraft Fuel Distributor Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts. Choose the “Next” button.
51. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
52. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 55.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
53. Choose whether you want to register an additional account:
54. Under “Transaction Detail,” make sure your organization’s customer type, customer ID, legal name, and physical address are correct.
If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
55. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for new customers who have registered their License Express account but haven’t added a fuel tax account to their account.
To set up a new fuel tax account in License Express, you’ll need:
Follow the steps below to set up a new fuel blender account for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and continue later. If you decide you don’t want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 20.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Fuel Tax” section, choose the “Apply for a new fuel tax account.”
4. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
5. On the “Account Registration” screen, check the “Blender” license type. Once that is selected, a “What You’ll Need” section will pop up. Look over the information then choose the “Next” button.
6. Upload the documents you need:
7. Provide information about the business owner or a corporate officer, partner, or director in the organization:
8. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
9. Provide this person’s employment history for the last 10 years:
10. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount.
11. Under the “Bonds” heading, enter the following in the table:
12. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 12.1 to 12.4:
13. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
14. On the “Fuel Blender Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
15. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel.
If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 16.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
16. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
17. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 18.
If you want to appoint a service agent, choose the “Yes” option. Then enter the following information:
18. If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
19. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
20. Under the “Prorate and Fuel Tax Services” section, choose “Register a new Prorate and Fuel Tax related customer.”
21. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else? After selecting your answer, choose the “Next” button.
22. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.
23. What you do next will depend on what you have selected on the “On Behalf Of” section:
24. The “Service Agent Registration” tab, will ask what you are registering as. On the dropdown menu the following options will be listed:
25. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will display the following options to choose from:
26. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
27. On the “Customer IDs” tab, you must enter the following details for your Service Agent business:
If no UBI in WA state or you have one pending, check the appropriate box.
28. The “Addresses” tab will have you enter your physical address for your Service Agent business. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
29. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
30. On the “Contacts” tab, choose the “Add a Record” hyperlink.
31. You will need to enter the following information:
32. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
33. Now you are on the “Customer Registration” screen. The “Customer Information” tab will ask what your customer is registering as. Choose the applicable option under the “I am registering as a...” dropdown menu:
34. Once you make a selection, a new section will appear asking what your customer’s company is registered as. The dropdown menu will have the following:
35. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable to your customer. Choose the “Next” button.
36. On the “Customer IDs” tab, enter the following details for your customer:
If no UBI in WA state or you have one pending, check the appropriate box.
37. The “Addresses” tab will have you enter your physical address for your customer. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
38. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection for your customer and choose the “Next” button.
39. On the “Contacts” tab, choose the “Add a Record” hyperlink.
40. You will need to enter the following information:
41. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
42. Now you are on the screen to “Register for a PRFT account” for your customer. Choose “Yes.”
43. In the dropdown menu under “Account Type,” select “Fuel Blender.” If you want to add a “Fuel Distributor” account at the same time, toggle the button next to "I also want to register for a Fuel Distributor Account.”
Then choose the “Next” button.
44. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
45. Upload the documents you need:
46. Provide information about the business owner or a corporate officer, partner, or director in the organization:
47. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
48. Provide this person’s employment history for the last 10 years:
49. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount.
50. Under the “Bonds” heading, enter the following in the table:
51. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 51.1 to 51.4:
52. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
53. The next screen you see will vary depending on the account(s) you're setting up:
54. On the “Fuel Distributor Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
55. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel.
If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 56.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
56. On the “Fuel Blender Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
57. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel. If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 58.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
58. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
59. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 49.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
60. Choose whether you want to register an additional account:
61. Under “Transaction Detail,” make sure your organization’s customer type, customer ID, legal name, and physical address are correct.
If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
62. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for new customers who have registered their License Express account but haven’t added a fuel tax account to their account.
To set up a new fuel tax account in License Express, you’ll need:
Follow the steps below to set up a new fuel carrier account for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and continue later. If you decide you don’t want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 19.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Fuel Tax” section, choose the “Apply for a new fuel tax account.”
4. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button
5. On the “Account Registration” screen, check the “Carrier” license type. Once that is selected, a “What You’ll Need” section will pop up. Look over the information then choose the “Next” button.
6. Provide information about the business owner or a corporate officer, partner, or director in the organization:
7. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
8. Provide this person’s employment history for the last 10 years:
9. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 9.1 to 9.4:
10. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
11. On the “Fuel Carrier Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts. Choose the “Next” button.
12. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
13. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 14.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
14. If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Summary” screen. Then choose the "Submit" button.
15. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
16. Follow these set of steps if you just created a License Express web logon with no accounts connected to your web logon. Under the “Prorate and Fuel Tax Services” section, choose “Register a new Prorate and Fuel Tax related customer.”
17. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else? After selecting your answer, choose the “Next” button.
18. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.
19. What you do next will depend on what you have selected on the “On Behalf Of” section:
20. The “Service Agent Registration” tab, will ask what you are registering as. On the dropdown menu the following options will be listed:
21. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will display the following options to choose from:
22. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
23. On the “Customer IDs” tab, you must enter the following details for your Service Agent business:
If no UBI in WA state or you have one pending, check the appropriate box.
24. The “Addresses” tab will have you enter your physical address for your Service Agent business. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
25. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
26. On the “Contacts” tab, choose the “Add a Record” hyperlink.
27. You will need to enter the following information:
28. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
29. Now you are on the “Customer Registration” screen. The “Customer Information” tab will ask what your customer is registering as. Choose the applicable option under the “I am registering as a...” dropdown menu:
30. Once you make a selection, a new section will appear asking what your customer’s company is registered as. The dropdown menu will have the following:
31. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable to your customer. Choose the “Next” button.
32. On the “Customer IDs” tab, enter the following details for your customer:
If no UBI in WA state or you have one pending, check the appropriate box.
33. The “Addresses” tab will have you enter your physical address for your customer. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
34. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection for your customer and choose the “Next” button.
35. On the “Contacts” tab, choose the “Add a Record” hyperlink.
36. You will need to enter the following information:
37. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
38. Now you are on the screen to “Register for a PRFT account” for your customer. Choose “Yes.”
39. In the dropdown menu under “Account Type,” select “Fuel Carrier.” Then choose the “Next” button.
40. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
41. Provide information about the business owner or a corporate officer, partner, or director in the organization:
42. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
43. Provide this person’s employment history for the last 10 years:
44. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 44.1 to 44.4:
45. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
46. On the “Fuel Carrier Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts. Choose the “Next” button.
47. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
48. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 49.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
49. Choose whether you want to register an additional account:
50. Under “Transaction Detail,” make sure your organization’s customer type, customer ID, legal name, and physical address are correct.
If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
51. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for new customers who have registered their License Express account but haven’t added a fuel tax account to their account.
To set up a new fuel tax account in License Express, you’ll need:
Follow the steps below to set up a new fuel distributor account, or a new fuel distributor plus fuel blender account for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and continue later. If you decide you don’t want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 20.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Fuel Tax” section, choose the “Apply for a new fuel tax account.”
4. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button
5. On the “Account Registration” screen, check the “Distributor" license type. Once that is selected, a “What You’ll Need” section will pop up. Look over the information then choose the “Next” button.
6. Upload the documents you need:
7. Provide information about the business owner or a corporate officer, partner, or director in the organization:
8. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
9. Provide this person’s employment history for the last 10 years:
10. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount.
11. Under the “Bonds” heading, enter the following in the table:
12. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 12.1 to 12.4:
13. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
14. On the “Fuel Blender Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
15. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel.
If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 16.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
16. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
17. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 18.
If you want to appoint a service agent, choose the “Yes” option. Then enter the following information:
18. If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
19. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
20. Under the “Prorate and Fuel Tax Services” section, choose “Register a new Prorate and Fuel Tax related customer.”
21. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else? After selecting your answer, choose the “Next” button.
22. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.
23. What you do next will depend on what you have selected on the “On Behalf Of” section:
24. The “Service Agent Registration” tab, will ask what you are registering as. On the dropdown menu the following options will be listed:
25. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will display the following options to choose from:
26. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
27. On the “Customer IDs” tab, you must enter the following details for your Service Agent business:
If no UBI in WA state or you have one pending, check the appropriate box.
28. The “Addresses” tab will have you enter your physical address for your Service Agent business. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
29. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
30. On the “Contacts” tab, choose the “Add a Record” hyperlink.
31. You will need to enter the following information:
32. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
33. Now you are on the “Customer Registration” screen. The “Customer Information” tab will ask what your customer is registering as. Choose the applicable option under the “I am registering as a...” dropdown menu:
34. Once you make a selection, a new section will appear asking what your customer’s company is registered as. The dropdown menu will have the following:
35. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable to your customer. Choose the “Next” button.
36. On the “Customer IDs” tab, enter the following details for your customer:
If no UBI in WA state or you have one pending, check the appropriate box.
37. The “Addresses” tab will have you enter your physical address for your customer. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
38. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection for your customer and choose the “Next” button.
39. On the “Contacts” tab, choose the “Add a Record” hyperlink.
40. You will need to enter the following information:
41. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
42. Now you are on the screen to “Register for a PRFT account” for your customer. Choose “Yes.”
43. In the dropdown menu under “Account Type,” select “Fuel Distributor.” If you want to add a “Fuel Blender” account at the same time, toggle the button next to "I also want to register for a Fuel Blender Account.”
Then choose the “Next” button.
44. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
45. Upload the documents you need:
46. Provide information about the business owner or a corporate officer, partner, or director in the organization:
47. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
48. Provide this person’s employment history for the last 10 years:
49. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount.
50. Under the “Bonds” heading, enter the following in the table:
51. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 51.1 to 51.4:
52. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
53. The next screen you see will vary depending on the account(s) you're setting up:
54. On the “Fuel Distributor Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
55. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel.
If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 56.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
56. On the “Fuel Blender Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
57. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel. If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 58.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
58. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
59. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 49.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
60. Choose whether you want to register an additional account:
61. Under “Transaction Detail,” make sure your organization’s customer type, customer ID, legal name, and physical address are correct.
If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
62. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for new customers who have registered their License Express account but haven’t added a fuel tax account to their account.
To set up a new fuel tax account in License Express, you’ll need:
Follow the steps below to set up a new fuel supplier account for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and continue later. If you decide you don’t want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 20.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Fuel Tax” section, choose the “Apply for a new fuel tax account.”
4. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button
5. On the “Account Registration” screen, check the “Supplier" license type. Once that is selected, a “What You’ll Need” section will pop up. Look over the information then choose the “Next” button.
6. Upload the documents you need:
7. Provide information about the business owner or a corporate officer, partner, or director in the organization:
8. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
9. Provide this person’s employment history for the last 10 years:
10. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount.
11. Under the “Bonds” heading, enter the following in the table:
12. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 12.1 to 12.4:
13. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
14. On the “Fuel Supplier Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
15. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel.
If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 16.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
16. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
17. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 18.
If you want to appoint a service agent, choose the “Yes” option. Then enter the following information:
18. If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
19. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
20. Under the “Prorate and Fuel Tax Services” section, choose “Register a new Prorate and Fuel Tax related customer.”
21. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else? After selecting your answer, choose the “Next” button.
22. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.
23. What you do next will depend on what you have selected on the “On Behalf Of” section:
24. The “Service Agent Registration” tab, will ask what you are registering as. On the dropdown menu the following options will be listed:
25. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will display the following options to choose from:
26. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
27. On the “Customer IDs” tab, you must enter the following details for your Service Agent business:
If no UBI in WA state or you have one pending, check the appropriate box.
28. The “Addresses” tab will have you enter your physical address for your Service Agent business. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
29. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
30. On the “Contacts” tab, choose the “Add a Record” hyperlink.
31. You will need to enter the following information:
32. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
33. Now you are on the “Customer Registration” screen. The “Customer Information” tab will ask what your customer is registering as. Choose the applicable option under the “I am registering as a...” dropdown menu:
34. Once you make a selection, a new section will appear asking what your customer’s company is registered as. The dropdown menu will have the following:
35. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable to your customer. Choose the “Next” button.
36. On the “Customer IDs” tab, enter the following details for your customer:
If no UBI in WA state or you have one pending, check the appropriate box.
37. The “Addresses” tab will have you enter your physical address for your customer. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
38. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection for your customer and choose the “Next” button.
39. On the “Contacts” tab, choose the “Add a Record” hyperlink.
40. You will need to enter the following information:
41. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
42. Now you are on the screen to “Register for a PRFT account” for your customer. Choose “Yes.”
43. In the dropdown menu under “Account Type,” select “Fuel Supplier.” Then choose the “Next” button.
44. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
45. Upload the documents you need:
46. Provide information about the business owner or a corporate officer, partner, or director in the organization:
47. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
48. Provide this person’s employment history for the last 10 years:
49. Enter your organization’s total net gallons of fuel. License Express will then automatically calculate your required bond amount.
50. Under the “Bonds” heading, enter the following in the table:
51. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 51.1 to 51.4:
52. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
53. On the “Fuel Supplier Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts.
54. Under “Do you plan to import or export fuel?” indicate whether you plan on importing or exporting fuel.
If you don't plan to import or export fuel, choose the “No” option, and then choose the “Next” button. Go to step 55.
If you plan to import or export fuel, choose the “Yes” option. Then, in the “Other Jurisdiction Licenses” table that appears, enter the following information for each jurisdiction in which your business will import or export fuel:
55. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
56. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 49.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
57. Choose whether you want to register an additional account:
58. Under “Transaction Detail,” make sure your organization’s customer type, customer ID, legal name, and physical address are correct.
If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
59. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for new customers who have registered their License Express account but haven’t added a fuel tax account to their account.
To set up a new fuel tax account in License Express, you’ll need:
Follow the steps below to set up a new fuel terminal operator account for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and continue later. If you decide you don’t want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 17.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Fuel Tax” section, choose the “Apply for a new fuel tax account.”
4. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
5. On the “Account Registration” screen, check the “Terminal Operator” license type. Once that is selected, a “What You’ll Need” section will pop up. Look over the information then choose the “Next” button.
6. Upload the documents you need:
7. Provide information about the business owner or a corporate officer, partner, or director in the organization:
8. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
9. Provide this person’s employment history for the last 10 years:
10. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 12.1 to 12.4:
11. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
12. On the “Fuel Terminal Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts. Enter the following information:
13. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
14. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 15.
If you want to appoint a service agent, choose the “Yes” option. Then enter the following information:
15. If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
16. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
17. Under the “Prorate and Fuel Tax Services” section, choose “Register a new Prorate and Fuel Tax related customer.”
18. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else? After selecting your answer, choose the “Next” button.
19. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.
20. What you do next will depend on what you have selected on the “On Behalf Of” section:
21. The “Service Agent Registration” tab, will ask what you are registering as. On the dropdown menu the following options will be listed:
22. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will display the following options to choose from:
23. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
24. On the “Customer IDs” tab, you must enter the following details for your Service Agent business:
If no UBI in WA state or you have one pending, check the appropriate box.
25. The “Addresses” tab will have you enter your physical address for your Service Agent business. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
26. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
27. On the “Contacts” tab, choose the “Add a Record” hyperlink.
28. You will need to enter the following information:
29. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
30. Now you are on the “Customer Registration” screen. The “Customer Information” tab will ask what your customer is registering as. Choose the applicable option under the “I am registering as a...” dropdown menu:
31. Once you make a selection, a new section will appear asking what your customer’s company is registered as. The dropdown menu will have the following:
32. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable to your customer. Choose the “Next” button.
33. On the “Customer IDs” tab, enter the following details for your customer:
If no UBI in WA state or you have one pending, check the appropriate box.
34. The “Addresses” tab will have you enter your physical address for your customer. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes, then choose the “Next” button.
35. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection for your customer and choose the “Next” button.
36. On the “Contacts” tab, choose the “Add a Record” hyperlink.
37. You will need to enter the following information:
38. Once entered, you can choose “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
39. Now you are on the screen to “Register for a PRFT account” for your customer. Choose “Yes.”
40. In the dropdown menu under “Account Type,” select “Fuel Terminal.” Then choose the “Next” button.
41. Read the “Fuel Tax Requirements” to make sure you have the information and documents you need. Choose the “Next” button.
42. Upload the documents you need:
43. Provide information about the business owner or a corporate officer, partner, or director in the organization:
44. Answer whether this person has been convicted of a crime or suffered a civil judgment related to the distribution and sale of fuel within the last 10 years:
45. Provide this person’s employment history for the last 10 years:
46. Indicate whether your organization’s physical address, mailing address, and the location of your records are the same as the ones you entered on your customer registration.
If they are the same, choose the “Yes” option. Then, choose the “Next” button.
If they are not the same, choose the “No” option and follow steps 46.1 to 46.4:
47. Indicate whether you want to add a new contact for your organization. This information will be associated with the new fuel tax account you're setting up. In most cases, this will be the owner of the organization. In some organizations, however, different units are responsible for different fuel tax accounts, and you can add the lead of a unit as a contact.
If you don’t want to add an additional contact for this account, choose the “No” option. Then choose the “Next” button.
If you want to add a contact, choose the “Yes” option. Then, under “Contact Information,” provide the following information:
48. On the “Fuel Terminal Attributes” page, under "Open Date," enter or select today's date. Under “Filing Frequency,” you can see that you must file monthly for fuel tax accounts. Enter the following information:
49. Check the box to confirm that the information you provided is true and correct. Choose the “Next” button.
50. Choose whether you want to appoint a service agent.
If you don’t want to appoint a service agent, choose the “No” option. Then choose the “Next” button. Go to step 49.
If you want to appoint a service agent, choose the “Yes” option. Then provide the following information:
51. Choose whether you want to register an additional account:
52. Under “Transaction Detail,” make sure your organization’s customer type, customer ID, legal name, and physical address are correct.
If you need to make corrections, choose the “Previous” button until you return to the appropriate screen. After you make your correction, choose the “Next” button until you have returned to the “Transaction Detail” screen. Then choose the “Submit” button.
53. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for new customers who have registered their License Express account but haven’t added an IFTA account to their License Express account.
You must set up a License Express account before you can add an IFTA account.
To set up an account, you’ll need the following information:
If you’re setting up an account for yourself and appointing a service agent, you’ll also need:
If you’re setting up an IFTA account so you can do business on a taxpayer’s behalf, you’ll need a signed and notarized power of attorney assignment form from them. This allows you to manage their account.
If you’re a service agent, you can jump to instructions for setting up an IFTA account as a service agent.
1. In the dropdown menu under “Select account type to start registration,” select “IFTA.” Choose the “Next” button.
2. Read the “New Account Registration” instructions, then choose the “Next” button.
3. Under “Open Date,” enter or select the date you want your account to open.
4. In the dropdown menu under “Other Jurisdiction,” select 1 jurisdiction other than Washington that you plan to travel to. You don’t have to add every jurisdiction you’ll travel to at this time. Choose the “Next” button.
5. Indicate whether you maintain bulk fuel storage:
6. Reenter your address information. License Express will auto-fill the address(es) you entered when setting up your account.
Indicate whether your physical, mailing, and location of records addresses specific to IFTA are all the same. In most cases, this will match the information you entered while setting up your License Express account:
7. Enter at least 1 contact for your business, government agency, or sole proprietorship. If you have a sole proprietorship, enter your own contact information:
8. Choose whether you want to appoint a service agent:
9. Enter your service agent’s information:
10. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Next” button.
11. Choose whether you want to set up another Prorate and Fuel Tax (PRFT) account, such as an IRP or dyed diesel account:
1. In the dropdown menu under “Select account type to start registration,” select “IFTA.” Choose the “Next” button.
2. Read the “New Account Registration” instructions, then choose the “Next” button.
3. Under “Open Date,” enter or select the date you want the taxpayer’s account to open.
4. In the dropdown under “Other Jurisdiction,” select or start entering the name of a jurisdiction other than Washington that the taxpayer plans to travel to. Choose the “Next” button.
5. Indicate whether the taxpayer maintains bulk fuel storage:
6. Reenter your address information. License Express will auto-fill the address(es) you entered when setting up your account:
7. License Express will auto-fill the contact information you entered while setting up your account:
8. License Express will auto-fill your service agent information. Verify that it’s correct.
9. Use the “Choose File” button to upload the signed and notarized Power of Attorney form. This allows you to do business on the taxpayer’s behalf.
Choose the “open” button and then choose the “Next” button.
10. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Next” button.
11. Choose whether you want to set up another Prorate and Fuel Tax (PRFT) account, such as an IRP or dyed diesel account:
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
Before you can file an International Fuel Tax Agreement (IFTA) return, you need to set up a License Express account and an IFTA account.
You’ll need the following:
We consider diesel and biodiesel to be different types of fuel. You must report them separately.
For each jurisdiction where you operated, you’ll need:
For example, if you operated in Washington and Oregon using gasoline and diesel, you would need to report the following for both states and both types of fuel:
1. Log into your License Express account. You may need to complete multi-factor authentication (MFA).
2. On your account summary page, choose your IFTA account.
If you’re a service agent, you’ll see a list of accounts you have permissions for. First, choose the account you’re filing an IFTA return for. Then choose the IFTA account for that taxpayer to start filing.
3. In the IFTA account area, choose “View Returns.”
4. On the returns page, find the period you want to file a return for then choose “File Now.”
5. Read the information on the “Introduction” screen and choose the “Next” button.
6. Choose whether you had operations:
7. Choose whether to cancel your license:
If you had operations, choose the “Next” button and go to step 8.
If you didn’t have operations, choose the “Next” button and skip to step 12.
IFTA returns with operations
8. Choose whether you’ll upload your IFTA return information or enter it manually.
Note: To import your return, you must use our IFTA carrier tax return Excel template. License Express will not accept files unless you format them correctly.
9. Enter your total fuel purchases. Don’t separate this information by jurisdiction. Even if you chose to upload your return information, you must complete this screen:
If you operate using surtax rates, see how to enter fuel and mileage totals by jurisdiction using surtax rates. Note: Based on your operations, you may need to enter information using both methods.
If you uploaded your return information, you can review this screen and skip to step 11.
10. For each jurisdiction where you had operations, you’ll enter fuel and mileage information.
Note: To avoid needing to scroll sideways, you may choose “Condense” at any time to fit each column to the screen.
11. For each jurisdiction where you had operations that have a fuel surtax, you’ll enter fuel and mileage information.
Note: To avoid needing to scroll sideways, you may choose “Condense” at any time to fit each column to the screen.
12. On this screen, you’ll review your jurisdiction totals, whether you filed using split rates or surtax rates. Make sure you review all the information you entered:
In this section, you’ll confirm all the information you entered and submit your return.
13. Review your information one more time.
Note: If you reported no operations, all fields on this screen will have “0” in them.
If you’re canceling your license, you’ll see a subheading that says “Cancel license” with the date you chose in step 7.1.
If you have a balance, you’ll have the chance to pay it now. Read our guide on how to make a PRFT payment for instructions.
14. After entering your payment information, choose the “Submit” button.
15. If you don’t owe a balance, choose the “Submit” button.
On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records.
You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll review the information you submitted. We may contact you with questions at any time, so monitor your email inbox or your mailbox, depending on your preferred method of communication.
This guide is for existing customers who have already submitted an IFTA return and want to amend (change) it.
You can amend (change) a return that was due within the last 3 years. For example, if you were supposed to file a return in 2025, you can amend that return from 2025 to 2027.
To amend (change) an IFTA return in License Express, you’ll need:
If you’re a service agent acting on behalf of an IFTA customer, you can follow the same instructions as the taxpayer.
To file your return on time, submit it online or by mail or fax by 5:30 p.m. Pacific Standard Time (PST) on the due date for the current tax return quarter. The table below shows these due dates.
These due dates also apply to amendments (changes) you make to a return you have already filed. For example, if it’s August, you need to amend (change) your return by 5:30 p.m. on October 25 to avoid late fees and penalties.
| Tax return quarter | File by 5:30 p.m. on this due date |
|---|---|
| First quarter: January, February, March | April 25 |
| Second quarter: April, May, June | July 25 |
| Third quarter: July, August, September | October 25 |
| Fourth quarter: October, November, December | January 25 |
If you submit your return after 5:30 p.m., it may not post to your account until the following day.
If one of these dates is a Sunday or holiday, your return will be due on the next business day.
After you finish your amending (changing) your return online, you don't need to mail it. In fact, doing so may make it take longer to process your return.
If you owe taxes after filing your IFTA return, you can learn how to pay online through this guide, or you may mail a check. The check should be made out to the Department of Licensing and mailed to:
Department of Licensing
Prorate and Fuel Tax Services
P.O. Box 9048
Olympia, WA 98507-9048
Like the IFTA return, taxes are due by 5:30 p.m. Pacific Standard Time (PST) on the due date for the current tax return quarter. The due dates are also the same as those for your tax returns. For details, see the table with filing quarters and due dates.
If you pay after 5:30 p.m., it may not post to your account until the following day. There is a penalty fee for late payments. The amount of this fee depends on when you file your return.
| If you don't pay by | You'll owe |
|---|---|
| Due date | 10% penalty |
| First day of the next month | 10% penalty and 1% interest per month |
We must also charge you a penalty and interest on the added taxes under Washington state law (RCW 82.38) if you:
However, if you pay on time, you’ll only owe the added taxes.
Follow the steps below to amend (change) a IFTA return for your government agency or nonprofit organization.
At any time, you may choose the “Save Draft” button to save your progress and continue later.
1. On the "Summary” page, find the “Account” heading. Then choose “View Returns.”
2. You will find a list of returns on the next page. Choose “View or Amend” on the correct return.
3. Choose “Amend”:
4. Above “Total Due,” you can see the taxes you owe. Choose the “Next” button.
5. You’ll now see many of the same screens you review when filing your IFTA return. You'll need to go through the following screens, even if you don’t need to make changes to all of them:
If a screen doesn’t need updates, choose the “Next” button to continue.
If a screen needs updates, enter the correct information and then choose the “Next” button.
6. Review the information about your return. Then choose the “Submit” button.
7. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You’ll need it to access this return.
When we finish processing your return, we’ll post the return to your account.
8. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
9. If you owe taxes after amending (changing) your return, you can read about how to make a payment.
If we owe you a refund, you’ll be able to choose whether you want to receive it by mail or electronically.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
We may review and correct your return. This includes making changes to the “Total Due” amount. If we make any changes, we'll notify you by phone, email, or mail. You can view changes to your tax return in License Express.
If your return is overdue and you pay before we process the return, check License Express after we process it to make sure your payment went through.
Before you print your IFTA return, you’ll need to set up a License Express account and an IFTA account.
To print an IFTA return in License Express, you’ll need to know the filing period for that return.
Follow the steps below to print an IFTA return for a specific filing period.
1. On the “Summary” page, choose “View Returns.”
2. In the “Period” column, find the filing period for the return you want to print. Once you find it, choose “View or Amend Return.”
3. To print your IFTA return, choose “Print.” Then follow your browser’s instructions for printing.
To request International Fuel Tax Agreement (IFTA) decals online, you’ll need to set up a License Express account and an IFTA account.
If you’re paying for your decals online, you’ll need one of the following:
Follow the steps below to request IFTA decals for your vehicles.
1. On the “Summary” page of your License Express dashboard, choose “Request or Renew IFTA Decals.”
2. Choose the “Start” button.
3. Indicate how many decal sets you’ll need for the year:
4. In the dropdown menu under “Decal Delivery Method,” select how you want to receive your decals and whether to pay now or later. You’ll have 3 options:
For details on each option, see the following sections.
5. In the dropdown menu under “Select how you would like to receive your IFTA decals,” select “In the mail.”
6. In the dropdown menu under “Would you like to pay for the decals now?” select “Yes.”
7. Choose the “Next” button.
8. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser. When your information is accurate, choose the “Next” button.
9. Choose the “Continue to Payment” button. Next, you'll decide whether to pay with a bank account or a credit card.
10. Choose the “Bank Account” option.
11. Enter your bank account information:
12. Read the Attestation and enter your name to agree. Then choose the “Pay” button.
13. The page will show a confirmation number and the amount you paid for decals. Keep these for your records. We may ask for them if you ever need to contact us for help.
Choose the “OK” button to go back to your dashboard.
14. Choose the “Credit Card” option.
15. Confirm the amount you are paying for decals. Then choose the “Review” button.
16. Read the Attestation and enter your name to agree. Then choose the “Pay” button.
17. To complete your credit card payment, you can read about how to make a payment.
18. The page will show a confirmation number and the amount you paid for decals. Keep these for your records. We may ask for them if you ever need to contact us for help.
Choose the “OK” button to go back to your dashboard.
Get your decals by mail and pay later
19. In the dropdown menu under “Select how you would like to receive your IFTA decals,” select “In the mail.”
20. In the dropdown menu under “Would you like to pay for the decals now?” select “No.”
21. Choose the “Next” button.
22. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser. When all your information is accurate, choose the “Next” button.
23. Choose the “Review” button.
24. Read the Attestation and enter your name to agree. Then choose the “Submit” button.
25. The page will show a confirmation number and the amount you owe for decals. Keep these for your records. We may ask for them if you ever need to contact us for help.
Note: You’ll need to pay for your decals before we can mail them.
Choose the “OK” button to go back to your dashboard.
Pick up your decals and pay at a DOL office
26. In the dropdown menu under “Select how you would like to receive your IFTA decals,” select “Pick up & Pay in office.”
27. Check your information one more time. If you notice something incorrect, you can use the “Previous” button to make edits. Don’t use the “Back” button in your browser.
When all your information is correct, choose the “Next” button.
28. Choose the “Review” button.
This guide is for customers who haven’t used Taxpayer Access Point (TAP) for anything related to an IRP account, including adding or deleting vehicles, updating registration, or making payments.
You must set up a new License Express account before you can add an IRP account.
To set up an account, you’ll need the following information:
Decide if your business will register at your Established Place of Business (EPOB) or at your residency.
Established Place of Business means a physical structure located within the Base Jurisdiction that is owned or leased by the Applicant or Registrant. The lease agreement shall be for no less than 12 months. The location must include signage and have staff on site a minimum of 20 hours per week. Virtual or shared offices do not qualify.
To show EPOB provide a copy of one of the following documents:
If none of the above items are available you may provide other documents for review, but this may delay the process or cause the application to be denied.
To qualify for IRP from your residence you must provide the following:
If none of the above items are available you may provide other documents for our staff to review, but this may delay the process or cause the application to be denied.
Important Note: Each document must be different. For example, you may use 1 phone bill, 1 utility bill, and 1 copy of a federal income tax return. You may not use 2 phone bills—such as one from May and one from June—and 1 utility bill.
Under specific circumstances, you may qualify to register for IRP if your state is not a member jurisdiction. For example: Alaska applicants may apply for IRP in Washington if they meet all other criteria. Contact us for additional assistance.
If you’re setting up an account for yourself and appointing a service agent, you’ll also need:
If you’re setting up an IRP account so you can do business on a taxpayer’s behalf, you’ll need a signed and notarized power of attorney assignment form from them. This allows you to manage their account.
If you’re a service agent, you can jump to instructions for setting up an IRP account as a service agent.
1. In the dropdown menu under “Select account to start registration,” select “IRP Fleet.” Choose the “Next” button.
2. Read the “New Account Registration” instructions, then choose the “Next” button.
3. Enter your IRP fleet information:
4. Verify your established place of business:
5. Enter a contact for your IRP fleet:
6. Choose whether you want to appoint a service agent:
7. Enter your service agent’s information:
8. Choose whether you want to set up another Prorate and Fuel Tax (PRFT) account, such as an IFTA or dyed diesel account:
9. Confirm your information:
10. On the “Confirmation” screen, you can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
1. In the dropdown menu under “Select account type to start registration,” select “IRP Fleet.” Choose the “Next” button.
2. Read the “New Account Registration” instructions, then choose the “Next” button.
3. Enter the taxpayer’s IRP fleet information:
4. Verify the taxpayer’s established place of business:
5. Enter a contact for the taxpayer’s IRP fleet:
6. Enter your service agent information:
7. Choose whether you want to set up another Prorate and Fuel Tax (PRFT) account, such as an IFTA or dyed diesel account:
8. Confirm your information:
9. On the “Confirmation” screen, you can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for existing IRP customers who want to add vehicles to their account in License Express.
To add vehicles to your IRP account in License Express, you’ll need:
If you’re a service agent acting on behalf of an IRP customer who wants to add vehicles to their account, you can follow the same instructions as the account owner.
Before you can add vehicles to your account, you’ll need to choose which jurisdictions they operate in.
Jurisdictions are the places your vehicles traveled in during the reporting period. To determine the fees you owe for each vehicle, we’ll need to know:
If you already chose jurisdictions, skip to set your vehicle weight template.
1. On the “Summary” page, find the “IRP Fleet” heading. Then in the “Registration” section, choose “View Registration.”
2. In the main navigation, choose “Jurisdictions.”
3. Choose “Change Distance.”
4. Distance means the total miles (mileage) your vehicle traveled in each jurisdiction:
a. If you’re a new carrier, License Express will automatically select “Use Estimated Distances” since you haven't reported distance yet. Choose the “Next” button and skip to step 5.
b. If you’re an established carrier with previous operations, choose “Use Actual Distance.”
c. In the “Distance” column of the reporting period table, enter the actual mileage for each jurisdiction you traveled in. You can find these mileage values in your renewal packet.
d. When you're finished, choose the “Next” button.
5. In the “Confirmation” popup, choose the “OK” button to confirm the distance you entered.
6. If you need to set your vehicle weight template, choose “Weight Templates” in the main navigation. Skip to step 2 under set your vehicle weight template.
If you already set your vehicle weight template, choose “Vehicles” in the main navigation. Skip to step 2 under add a vehicle to your account.
After you choose jurisdictions, you can set weight templates for your vehicles in each jurisdiction.
You can categorize vehicles by weight in 3 ways:
If you already set your vehicle weight templates or want to enter the vehicle’s weights manually instead, skip to add a vehicle to your account. Otherwise follow the steps below to set your vehicle weight template in your IRP account in License Express.
1. On the “Summary” page, find the “IRP Fleet” heading. Then in the “Registration” section, choose “View Registration.”
2. In the main navigation, choose “Weight Templates.”
3. Next to the “Weight Templates” heading, choose “Add.”
4. Under “Attributes,” enter the following information:
5. Choose the “Save” button.
6. After setting your vehicle weight template, go to add a vehicle to your account.
After choosing jurisdictions and setting your weight template, you can add vehicles to your account.
In some cases, you’ll need to follow this process for vehicles you previously added to your account. This includes:
1. On the “Summary” page, find the "IRP Fleet” heading. Then in the “Registration” section, choose “View Registration.”
2. In the main navigation, choose “Vehicles.”
3. Next to the “Vehicles” heading, choose “Add a New Vehicle.” Then choose the “Amend” button, which will appear in the top right.
4. Under the “Identification” heading, enter the following information from your vehicle registration:
5. Under the “Vehicle” heading, enter the following information. License Express may auto-fill some of this information using the vehicle’s VIN.
6. Under “Is the vehicle under lease?” choose either the “Yes” or “No” option.
Note: Here, "lease" refers to carrier safety. This means we need information about who is responsible for the safety of this vehicle. This section is not about the lessee or lessor on the vehicle title.
7. Under the “Carrier Responsibility for Safety” heading, License Express will auto-fill “Operator Name,” “USDOT,” and “Federal ID” from your account.
8. Under “Was the vehicle purchased new by the current owner?” choose the “Yes” option if you purchased the vehicle new. Choose the “No” option if you purchased it used.
9. In most cases, License Express will auto-fill “Purchase Date” and “Purchase Price” using your vehicle’s VIN. If it doesn’t, find this information on your latest registration document and enter it manually.
10. Enter the manufacturer's suggested retail price (MSRP) of your vehicle. If you don't know it, check the box next to “I do not know my vehicle factory price.” In some cases, License Express may auto-fill the MSRP.
11. Choose the “Next” button.
12. Under the “Gross Weight Credit Information” heading, License Express will calculate and auto-fill “Gross Registration Weight,” “Registration Credit Months,” and “WA Apportionment.”
13. Under the “Commercial or Combination?” heading, choose the “Commercial” option if your vehicle is a bus, dump truck, log truck, or box truck. Otherwise, choose the “Combination” option.
14. Choose the “Next” button.
15. Indicate whether you want to use a weight template you already created:
16. License Express will auto-fill the gross vehicle weight (GVW) for all the jurisdictions your vehicle will travel in. An exception is Quebec, which also asks for your vehicle’s total number of tires.
You can change these jurisdiction weights for your vehicle as follows:
17. Under “Save these weights for future use?” choose the “Yes” option if you want to save these weights and use them as a weight template in the future. Choose the “No” option if you don’t want to reuse these weights.
18. Choose the “Next” button.
19. If you’re adding a vehicle to an existing fleet, you may request temporary authority. This is permission to operate the vehicle legally while you wait for us to process your registration and send your plates and cab card.
You can only request temporary authority for transactions related to new vehicles, not renewals. To qualify for temporary authority, your account must have been in good standing for at least 2 years.
We’ll review your request for temporary authority. If we approve it, you can print the document through License Express.
· If you don’t want to request a Temporary Authority, choose the “No” option. Then choose the “Next” button.
· If you want to request a Temporary Authority, choose the “Yes” option. Then choose the “Next” button.
20. Under the “Vehicle” heading, License Express will show some of the information you entered about the vehicle.
21. Under the “Documents” heading, review the documents we’ll need. These may include:
22. Choose the “Add Attachment” button and select the file you want to upload. Then enter a name that describes the document. For example:
23. After you upload the documents we need, choose the “Submit” button.
24. In “Confirmation” popup, choose the “OK” button to submit the attachments.
If you want to change the files you attached or attach more files, choose the “Cancel” button. Then repeat steps 22 to 23.
25. Under the “Vehicles” heading, you'll see the vehicle you added to your account. The “Status” column will say “Pending” until we approve it.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for existing IRP customers who want to delete vehicles from their account in License Express.
You will need to have access to your IRP account before starting.
To delete vehicles to your IRP account in License Express, you’ll need:
Sign into your License Express for Partners account to begin.
1. On the Summary page, find the “IRP Fleet” section and choose the “View Registration” hyperlink in the Registration section.
2. In the main navigation, choose “Vehicles.”
3. You will see a list of the vehicles that are in your fleet. Choose the “Change” hyperlink that is on the same row as the vehicle you want to delete.
4. From the Activity Screen, you will need to select the “Delete Vehicle” option. Choose the “Next” button.
You can only use credits when adding a vehicle. Credits expire at the end of the registration year if they are unused. To claim unused credit, you need the current signed cab card for the unit.
5. Choose a Reason for deleting the vehicle (with or without credit). Choose the “Next” button.
6. If you choose to receive credit you will need to choose the Add attachment option to attach a copy of the signed cab card.
Skip to step 8 if you chose without credit.
7. Choose a file to attach and then choose the “OK” button to save the attachment.
8. Choose the “Submit” button
9. Choose the “Ok” button in the confirmation pop-up to confirm that you wish to submit the changes.
10. You will return to the Vehicles screen and see the unit listed as inactive.
11. Navigate to the Pending section of the page and select the “Submit” hyperlink. Then select “Yes” in the confirmation pop up.
12. You will receive a message confirming that we have received your supplement. You may print the confirmation or choose “Continue” to return to your IRP account.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for existing IRP customers who want to process a renewal for one or more vehicles in their IRP fleet in License Express.
Note: there is a fee associated with processing an IRP renewal.
To request an IRP renewal for a vehicle in License Express, you will need:
Depending on your circumstances, you may need additional documents or information.
Note: If you have questions about IRP registration, vehicle type, weight requirements, jurisdiction weights and their maximum operating weights, commercial or combination use, or other questions, visit International Registration Plan, Inc. (IRP Inc) website.
Follow the steps below to request an IRP renewal for one or more vehicles in License Express.
1. On your License Express dashboard, under “Summary,” in the “IRP Fleet” section, choose “View Registration.”
2. Choose the “Registration period that is for the upcoming year. Do not choose the reporting period that is about to expire.
3. In the top navigation panel, choose the “Jurisdictions” option.
4. Distance refers to the total miles (mileage) your vehicle has traveled within each jurisdiction. Choose “Change Distance” to enter the distance associated with your vehicle.
5. On the “Change Distance” screen, you can choose whether to report estimated distances or actual distances traveled for your vehicle. The choice depends on whether you had operations (i.e., when you traveled) with respect to the reporting period.
For example, if the reporting period is July 1, 2023, to June 30, 2024, and you started your account on August 1, 2024, that is, after the reporting period, then you will use estimated distances because you did not operate during the reporting period.
6. To confirm your choice, in the “Confirmation” window that pops up, choose the “OK” button.
7. After you confirm your choice, your screen will look similar to what you saw before you added your mileage. In the top navigation panel, choose the “Pending” option.
8. Under “Actions,” choose “Renew a Registration.”
9. In the table under “Vehicles,” you will see that License Express defaults to selecting all the vehicles in your IRP fleet for renewal. License Express will renew all the vehicles you select using the information you submitted for the previous registration period.
If you don’t want to renew a certain vehicle in your fleet, you must uncheck the box next to it in the “Renew” column. If you change your mind, you can always renew a vehicle later.
Note that in the example screenshot, the fleet only has one vehicle. Your list of vehicles may be longer.
10. Choose the “Next” button.
11. Under “Renewing Vehicles,” review all the vehicles you have selected for renewal. Choose the “Submit” button.
12. Under “Confirmation,” you’ll see a message confirming you’ve created a renewal for the upcoming registration period. However, we will likely need additional information and documents to complete your renewal. Choose the “Continue” button.
13. At this stage, we will ask you for the documents we need for each vehicle to process its renewal. Note: License Express calls this group of documents your “supplement”:
14. Select the “vehicles” tab in the top navigation panel and select the “change” hyperlink for each unit that you will be renewing. Select the renew vehicle option and then select “next” to continue.
15. Under “Documents,” you will see the documents we require to review this vehicle’s registration. The list of documents varies depending on the vehicle’s weight and whether you are leasing the vehicle:
16. A window that says “Confirmation” will appear:
17. After completing step 3. for all the vehicles, select the “pending” option from the top navigation panel, and then select the “submit” hyperlink from the actions panel.
18. Under “Confirmation,” you will see a message that confirms that we have received your supplement.
All renewals have a fee associated with them, but fees vary. To learn more, read our guide on how to make a PRFT payment.
After you make your payment, your IRP renewal will be complete.
Note that it may take up to 24 business hours for your renewal invoice to appear in your letters. This invoice will appear in your letters even if you make your payment immediately.
After you process your renewal, you’ll see the new registration period listed on your License Express IRP dashboard.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you choose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for IRP customers who want to print (or view) their invoices.
If you’re printing an invoice after a renewal, it may take up to 24 business hours for the invoice to appear in your account. However, you can pay your balance immediately after submitting your renewal.
Follow these steps to print (or view) your IRP invoice in License Express.
1. There are 2 ways to print (or view) your IRP invoice. This depends on what you see on your License Express dashboard.
In the main navigation, if you see a red circle beside “Action Center,” go to step 1.1. If you don’t, skip to step 1.3.
2. In the “Type” column, find the letter called “IRP Invoice.” You may need to scroll down.
To make sure you choose the correct letter, check the information under “Account ID” and “Period.”
3. Choose “IRP invoice” to open and view the letter.
4. To print your IRP invoice, choose “Print Letter.” Then follow your browser’s instructions for printing.
This guide is for customers who want to print their cab card from their License Express account.
To print your cab card in License Express, you’ll need your License Express username and password.
Follow the steps below to print a cab card for your business, government agency, or sole proprietorship.
1. We’ll send you a letter with your cab card through License Express. There are 2 ways to find this letter:
2. In the “Type” column, find the letter called “IRP Cab Card.” You may need to scroll down.
To make sure you choose the correct letter, check the information under “Account ID” and “Period.”
3. Choose “IRP Cab Card” to open and view the letter.
4. To print your cab card, choose “Print Letter.” Then follow your browser’s instructions for printing.
This guide is for IRP customers who want to request credentials for a vehicle in their fleet. During this process, you can also update information about your vehicle registration.
You can change the following information about your vehicle registration through License Express:
You can’t change the following information about your vehicle registration through License Express:
To request IRP credentials in License Express, you’ll need:
If you’re a service agent acting on behalf of a customer who wants to request IRP credentials and have power of attorney, you can follow the same instructions as the account owner.
Follow the steps below to request credentials for an IRP fleet vehicle. You can also make changes to your vehicle registration.
1. On the “Summary” page, find the section for your IRP fleet. Under the “Registration” heading, choose “View Registration.”
2. In the main navigation, choose “Vehicles.”
3. You’ll see a table listing your fleet’s vehicles. In the row for the vehicle you need credentials for, choose “Change.”
4. Under the “Identification” heading, you can change some information about your vehicle registration. See steps 4.1 to 4.5 for details:
5. Under the “Vehicle” heading, you can change some information about your vehicle registration. See steps 5.1 to 5.12 for details:
6. Under “Is this vehicle under lease?” choose either the “Yes” or “No” option.
Note: Here, "lease" refers to carrier safety. This means we need information about who is responsible for the safety of this vehicle. This section is not about the lessee or lessor on the vehicle title.
7. Under the “Carrier Responsibility for Safety” heading, you can change the following information about the carrier who is responsible for the safety of this vehicle:
8. Under the “Purchase” heading, you can change some information about your vehicle registration. See steps 8.2 to 8.5 for details:
9. Under the “Commercial or Combination?” heading, choose the “Commercial” option if your vehicle is a bus, dump truck, log truck, or box truck. Otherwise, choose the “Combination” option. Choose the “Next” button.
10. License Express will auto-fill the gross vehicle weight (GVW) for all the jurisdictions your vehicle will travel in. An exception is Quebec, which also asks for your vehicle’s total number of tires.
You can change these jurisdiction weights for your vehicle as follows:
11. Under “Save these weights for future use?” choose the “Yes” option if you want to save these weights and use them in the future. Choose the “No” option if you don’t want to reuse these weights.
12. Choose the “Next” button.
13. Indicate whether you want a replacement license plate and/or month tab.
Note: We’ll automatically send your new year tab and cab card once we approve your request.
14. Choose the “Next” button.
15. Under the “Vehicle” heading, License Express will show some of the information you entered about the vehicle.
16. Under the “Documents” heading, review the documents we’ll need. These may include:
17. Choose the “Add Attachment” button and select the file you want to upload. Then enter a name that describes the document. For example:
18. After you upload the documents we need, choose the “Submit” button.
19. In “Confirmation” popup, choose the “OK” button to submit the attachments.
If you want to change the files you attached or attach more files, choose the “Cancel” button. Then repeat steps 16 to 18.
20. If you want to print your confirmation page, choose the “Print” button. Otherwise, choose the “Continue” button to go back to the vehicle registration page.
21. If you need to request credentials for another vehicle, repeat steps 2 to 20. When you’re finished requesting credentials, go to step 22.
22. You must pay for your new credentials before we can send you them. To do so, choose “Make a Payment.” To learn more, read our guide on how to make a payment.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
After we process your request and payment, we’ll mail your new year tab and any replacement credentials you ordered. You’ll also receive your cab card through License Express, which you’ll need to print. Learn how to print a cab card.
This guide is for existing customers who have an unlicensed refund fuel tax account (either aircraft, motor, or special fuel) and want to file a refund claim with License Express.
Filing a refund involves reporting the following transactions about your aircraft, motor, and special fuel usage:
Here are the fuel types that you will be reporting your usage information about in this refund:
| Fuel type | Description |
|---|---|
| Motor fuel | Any liquids commonly or commercially known, produced, exchanged, or sold as gasoline or defined as gasoline in statute. Ethanol and ethanol blends are included in this category. |
| Special fuel | Any liquids commonly or commercially known, produced, exchanged, sold, or used as fuel in diesel engines. Biodiesel, biodiesel blends, and renewable diesel are included in this category. |
| Dyed special fuel | Any special fuel product with red dye added to indicate that the fuel does not include federal or state fuel taxes. |
To file a fuel tax refund in your License Express account, you will need:
You can enter invoice/receipt information directly into License Express, or you can use a tax return template (Excel spreadsheet) specific to your type of unlicensed refunds fuel tax account and upload this file as an attachment to License Express.
Submitting an unlicensed refund claim using a template
1. To use a template to submit your fuel tax return, choose a template based on the type of fuel tax account you have:
2. When the template file downloads into your web browser, open it and save a copy so that you can enter the required information from your invoices/receipts. Make sure to save the template as xls or xlsx versions. Other excel versions will give an error when trying to upload the template.
Fuel tax rate tables include the average cost of fuel and the various tax rates used for calculating refunds. These rates are updated in January and July of the current year. You must submit a separate claim for each period with a different rate. See current and previous fuel tax rate tables.
Keep the following records on file for at least 5 years from the date you bought the fuel:
Follow the steps below to help you file a fuel tax refund claim for your business or your individual account. These steps will guide you through motor, special, and aircraft fuel accounts.
Filing a fuel tax refund claim
Follow the steps below to help you file a fuel tax refund claim for your business or your individual account. These steps will guide you through motor, special, and aircraft fuel accounts.
At any time, you may choose the “Save Draft” button to save your progress and return to this filing process in the future.
1. From your License Express dashboard, within the “Account” screen for your motor, special, or aircraft unlicensed refund account, choose “File a New Refund Claim.”
2. Read over the “Introduction” screen to see what is required and what is needed to that specific account type. Different accounts will have a few different requirements. Choose the “Next” button.
3. Under “Period Information” screen, select the beginning period and ending period that you are wanting to claim from the dropdown menu. Choose the “Next” button.
4. Under the “Rate Selection” screen, indicate whether you would like to file as average or actual. Choose the “Next” button.
Note: Aircraft will not have this option.
5. At this stage, you can choose to “Import” your invoices and/or WA PTO from an excel file.
6. “Section A” is for the Washington tax-paid gallons. Complete the following sections (lines 1-5):
7. The “Section B” screen will depend on the account type you are requesting a refund for. Each account type will have a few different refund exemptions. Enter the gallons used for each exemption you are requesting a refund for:
8. “Sections C and D” are for the non-refundable use of tax-paid gallons. Complete the following sections, if applicable:
9. The next step depends on how you chose to file your refund claim in step 4.
10. On the “Invoices” screen, you must input all invoices separately under the “Invoice Details” section. Then attach all invoices/receipts under the “Invoice Attachments” section.
11. On the “Actuals” tab, you will need to input all invoices separately under the “Actual Details” section. Then attach all invoices/receipts under the “Actual Attachments” section. If you have bulk fuel inventory, you must note it in the “Actual Details” section as well. Choose the “Next” button.
12. The following screen depends on what you requested a refund for:
13. The “Refund Calculation” tab will display next. Look over the calculation.
14. The “Refund Deductions” tab will display next. Look over the deductions then choose the “Next” button.
15. On the “Refund Summary” screen, enter the following information:
16. On the “Refund Options” screen, select how you would like to receive your refund:
17. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records. You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you choose.
If we don’t approve your refund, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for existing customers who have a tribal refund account through License Express and want to file for a refund.
To file a tribal refund claim in License Express, you’ll need electronic copies of invoices for all fuel you purchased during the filing period.
You must submit an invoice or receipt for each time you purchased fuel that qualifies for a tax refund. To create an electronic copy, you can take a photo of the invoice or scan it.
In addition to uploading copies of the invoices, you’ll need to submit the following information for each:
You can provide this information by entering it into a spreadsheet (for example, an Excel file) and then importing that file, or you can enter it manually in License Express.
Follow the steps below to file a tribal refund claim.
At any time, you may choose the “Save Draft” button to save your progress and continue later.
1. On the “Summary” page, find the “Account” section. Then choose “View Returns.”
2. Under “Returns” choose “File Now.”
3. Read the information under the “File Your Tribal Refund Return” heading. Then choose the “Next” button.
4. In the “Invoice Count” section, don’t check the box next to “Only reporting government fuel purchases.”
5. Under the “Invoice Import” heading, indicate whether want to import your invoices from an Excel file:
6. If you chose to upload your invoices, choose the “Upload Invoices” button.
7. In the popup box, under “Select a file to import,” choose the “Choose File” button.
8. From your computer, select the Excel file with your invoice information. Note: License Express will only accept invoices that use our tribal refund template.
9. Choose the “OK” button.
10. In the table under “Invoices,” make sure the information you uploaded from your Excel file is correct. Then skip to step 12.
11. If you chose not to upload your invoices, in the table under “Invoices,” enter the following information for each time you purchased fuel:
12. Remember, don’t check the box next to “Only reporting government fuel purchases.”
13. Choose the “Next” button.
14. Under the “Agreement” heading, provide the following information:
15. Choose the “Next” button.
16. Under the “Attachments” heading, you’ll upload electronic copies of all your invoices for the fuel you purchased:
17. Above “Total Due,” you can see the total amount of your tribal refund.
18. Under “How would you like to receive your refund?,” indicate how you want to receive your refund:
19. Under the “New Refund Bank Account” heading, provide the following information:
20. Choose the “Submit” button.
21. On the “Confirmation” screen, you'll see a confirmation number. Keep this number for your records.
You can either choose the “Continue” button to go back to your dashboard or the “Print” button to print your confirmation page.
We’ll verify the information you provided. We may contact you with questions at any time while verifying your information. Watch your email inbox or your mailbox, depending on the method of communication you chose.
If we need changes, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for customers who have an unlicensed refund account registered in License Express and want to add a new unlicensed refund account to their License Express account.
These customers may be sole proprietors, businesses, trust, or government agencies.
In License Express, you can apply for 3 different fuel tax refund accounts, depending on the type of fuel(s) your organization uses:
Setting up a new unlicensed refund account enables you to request a refund of fuel tax from us. You can qualify for a fuel tax refund if your use of fuel is exempt from taxes. For example, if you used aircraft fuel for agricultural spraying, or if you used motor fuel for a boat. For some exemptions, you will need to provide additional information or documentation.
To set up a new unlicensed refund account in License Express, you will need information and documentation that depends on:
The following tables can help you make sure you have gathered what you need to begin:
| If you use this fuel: | You will set up this fuel tax refund account: | You will need electronic copies of these documents: |
|---|---|---|
| Jet fuel/Aviation gasoline | Unlicensed Refund for Aircraft Fuel |
Required only if fuel was used in air carriers or supplemental air carriers:
|
| Gasoline | Unlicensed Refund for Motor Fuel |
Required only if fuel was used for special transportation needs:
|
| Diesel | Unlicensed Refund for Special Fuel |
Required only if the fuel used was biodiesel that was rebranded to dyed biodiesel:
Required only if fuel was used for special transportation needs or as part of the urban passenger transportation system:
|
| If you’re setting up an account for a(n): | You will need this information/documentation: |
|---|---|
| Individual |
|
|
Business, trust, or government agency |
|
If you are setting up an account for yourself and appointing a service agent, or if you are registering on behalf of someone else as a service agent, you’ll also need:
Follow the steps below to set up a new fuel tax refund account for aircraft, motor, and special fuel on behalf of a business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and return to this registration process in the future. Alternatively, if you decide you do not want to open a new fuel tax account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the hyperlink with your name.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 20.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Unlicensed Fuel Tax Refund” section, choose “Apply for a new unlicensed fuel tax refund account.”
4. On the “Introduction” screen, review the information to see what is required and choose the “Next” button.
5. On the “Address” screen, it will ask “Is the account address the same as the customer address?”
6. On the “Contact” screen, you can add extra contacts if they are different from the customer account.
Then choose the “Next” button.
7. On the “Account Information” screen, there will be a dropdown menu for “Account Type.”
Once you choose the account type, some exemptions will display for you to choose from.
Note: Different exemptions will display depending on the account type you chose.
8. If you selected “Unlicensed Refund Aircraft:”
9. What you do next depends on what you selected a refund for:
10. On the “Service Agent Detail” screen, you will need to enter the following information for your service agent business. This section will have the following for the service agent:
Choose the “Next” button.
11. On the “Review Account Information” screen, verify that you had made all the correct selections. Choose the “Submit” button.
12. If you selected “Unlicensed Refund Motor:”
13. What you do next depends on what you selected a refund for:
14. On the “Service Agent Detail” screen, you will need to enter the following information for your service agent business. This section will have the following for the service agent:
Choose the “Next” button.
15. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button.
16. If you selected “Unlicensed Refund Special:”
17. What you do next depends on what you selected a refund for:
18. On the “Service Agent Detail” screen, you will need to enter the following information for your service agent business. This section will have the following for the service agent:
Choose the “Next” button.
19. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button.
20. Once you are logged into License Express, on the homepage screen of your account, under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
21. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else?” After selecting your answer, choose the “Next” button.
22. On the “Introduction” tab, review the information and gather all required documents. Choose the “Next” button.
23. The “Service Agent Registration” tab will ask what you are registering as. On the dropdown menu the following options display:
24. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will have the following options:
25. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA, if applicable. Choose the “Next” button.
26. On the “Customer IDs” tab, you will need to enter the following for your Service Agent business:
27. The “Addresses” tab will have you enter your physical address for your Service Agent business. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.
28. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
29. On the “Contacts” tab, choose the “Add a Record” hyperlink.
30. You will need to enter the following information:
Once entered, you can click “Add a Record” to add more records. If you don’t have any more records to add, choose the “Next” button.
31. Now you are on the screen for the “Customer Registration.” The “Customer Information” tab will ask what your customer is registering as. Under “I am registering as a...” the dropdown menu will have the following options:
32. Once you make a selection, a new section will appear asking what your customer’s company is registered as. The dropdown menu will have the following options:
33. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA, if applicable to your customer. Choose the “Next” button.
34. On the “Customer IDs” tab, you will need to enter the following information for your customer:
35. The “Addresses” tab will have you enter your physical address for your customer. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.
36. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection for your customer and choose the “Next” button.
37. On the “Contacts” tab, choose the “Add a Record” hyperlink.
38. You will need to enter the following information:
Once entered, you can click “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
39. Now you are on the screen to “Register for a PRFT account” for your customer. Choose “Yes.”
40. Once you make your selection for an unlicensed refund account, choose the “Next” button.
41. In the “Introduction” tab, you can review when to submit this request or what you will need. Choose the “Next” button.
42. Under “Address,” indicate whether the fuel tax refund account’s set of addresses (the physical address, mailing address, and the location of your records) is the same as the set you had entered on your customer registration.
If they are the same, choose the “Yes” option. Then choose the “Next” button.
43. If they are not the same, choose the “No” option:
44. Under “Account Contacts,” add a contact for your fuel tax refund account. The contact information for an organization’s customer registration is typically that of the owner of the organization. This information will be associated with the fuel tax refund account you are setting up. In some organizations, however, different units are responsible for different fuel tax refund accounts, and the lead of those units can be added as a contact. Click on “Add a Record.”
45. In the dropdown menu under “Contact Type,” select the contact’s relationship to the organization.
46. On the “Account Information” screen, if you selected:
47. If you selected “Unlicensed Refund Aircraft:”
48. What you do next depends on what you have selected a refund for:
If you selected “Emergency medical air transport” or “Export” or “other,” the “Service Agent Detail” screen displays next. This section will have the following for the service agent:
Choose the “Next” button.
49. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Next” button. Skip to step 56.
50. If you selected “Unlicensed Refund Motor:”
51. What you do next depends on what you selected a refund for:
If you selected any of the other options, the “Service Agent Detail” screen displays next. This section will have the following for the service agent:
Choose the “Next” button.
52. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button. Skip to step 56.
53. If you selected “Unlicensed Refund Special:”
54. What you do next depends on what you have selected a refund for:
If you selected any of the other options, the “Service Agent Detail” screen displays next. This section will have the following for the service agent:
Choose the “Next” button.
55. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button. Go to step 56.
56. On the “Add account?” tab, it will ask if you would like to register an additional account.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you choose.
If we don’t approve your account, we’ll let you know why. You can try again once you have the correct information or documents.
This guide is for customers who have an unlicensed refund account registered in License Express and want to add a new unlicensed refund account to their License Express account.
These customers may be sole proprietors, businesses, trusts, or government agencies.
In License Express, you can apply for 3 different fuel tax refund accounts, depending on the type of fuel(s) your organization uses:
Setting up a new unlicensed refund account enables you to request a refund of fuel tax from us. You can qualify for a fuel tax refund if your use of fuel is exempt from taxes. For example, if you used aircraft fuel for agricultural spraying, or if you used motor fuel for a boat. For some exemptions, you will need to provide additional information or documentation.
To set up a new unlicensed refund account in License Express, you will need information and documentation that depends on:
The following tables can help you make sure you have gathered what you need to begin:
| If you use this fuel: | You will set up this fuel tax refund account: | You will need electronic copies of these documents: |
|---|---|---|
| Jet fuel/Aviation gasoline | Unlicensed Refund for Aircraft Fuel |
Required only if fuel was used in air carriers or supplemental air carriers:
|
| Gasoline | Unlicensed Refund for Motor Fuel |
Required only if fuel was used for special transportation needs:
|
| Diesel | Unlicensed Refund for Special Fuel |
Required only if the fuel used was biodiesel that was rebranded to dyed biodiesel:
Required only if fuel was used for special transportation needs or as part of the urban passenger transportation system:
|
| If you’re setting up an account for a(n): | You will need this information/documentation: |
|---|---|
| Individual |
|
|
Business, trust, or government agency |
|
If you are setting up an account for yourself and appointing a service agent, or if you are registering on behalf of someone else as a service agent, you’ll also need:
Follow the steps below to set up a new unlicensed refund account for aircraft, motor, and special fuel for individuals.
At any time, you may choose the “Save Draft” button to save your progress and return to this registration process in the future. Alternatively, if you decide you do not want to open a new unlicensed refund account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the hyperlink with your name.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2.
2. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
3. Under the “Unlicensed Fuel Tax Refund” section, choose “Apply for a new unlicensed fuel tax refund account.”
4. On the “Introduction” screen, review the information to see what is required and choose the “Next” button.
5. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else?” After selecting your answer, choose the “Next” button.
6. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.
7. The “Customer Information” tab will have the “I am registering as...” populated for individual. Below that section, it will ask “I am registering to only claim Fuel Tax Refunds.” Once you make your choice, you can add an “Additional Claimant.” Choose the “Next” button.
8. On the “Customer IDs” tab, you will see that your SSN was populated and only the last 4 digits are visible. Choose the “Next” button.
9. The “Addresses” tab will have you enter your physical address. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.
10. On the “Contacts” tab, choose the “Add a Record” hyperlink.
11. You will need to enter the following information:
Once entered, you can click “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
12. Now you are on the screen to “Register for a PRFT account.” Choose “Yes.”
13. Once you make your selection for an unlicensed refund account, choose the “Next” button.
14. In the “Introduction” tab, you can review when to submit this request or what you will need. Choose the “Next” button.
15. Under “Address,” indicate whether the fuel tax refund account’s set of addresses (the physical address, mailing address, and the location of your records) is the same as the set you had entered on your customer registration.
16. Under “Account Contacts,” add a contact for your fuel tax refund account. The contact information for an organization’s customer registration is typically that of the owner of the organization. This information will be associated with the fuel tax refund account you are setting up. In some organizations, however, different units are responsible for different fuel tax refund accounts, and can add the lead of those units as a contact:
17. On the “Account Information” screen:
18. If you selected “Unlicensed Refund Aircraft:”
19. What you do next will depend on what you have selected a refund for:
20. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Next” button. Skip to step 27.
21. If you selected “Unlicensed Refund Motor:”
22. What you do next will depend on what you have selected a refund for:
23. On the “Review Account Information” screen, verify that you had made all the correct selections. Choose the “Submit” button. Skip to step 27.
24. If you selected “Unlicensed Refund Special:”
25. What you do next will depend on what you have selected a refund for:
26. On the “Review Account Information” screen, verify that you had made all the correct selections. Choose the “Submit” button. Skip to step 27.
27. On the “Add account?” tab, it will ask if you would like to register an additional account.
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you choose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
This guide is for customers who have an unlicensed refund account registered in License Express and want to add a new unlicensed refund account to their License Express account.
These customers may be sole proprietors, businesses, trust, or government agencies.
In License Express, you can apply for 3 different fuel tax refund accounts, depending on the type of fuel(s) your organization uses:
Setting up a new unlicensed refund account enables you to request a refund of fuel tax from us. You can qualify for a fuel tax refund if your use of fuel is exempt from taxes. For example, if you used aircraft fuel for agricultural spraying, or if you used motor fuel for a boat. For some exemptions, you will need to provide additional information or documentation.
To set up a new unlicensed refund account in License Express, you will need information and documentation that depends on:
The following tables can help you make sure you have gathered what you need to begin:
| If you use this fuel: | You will set up this fuel tax refund account: | You will need electronic copies of these documents: |
|---|---|---|
| Jet fuel/Aviation gasoline | Unlicensed Refund for Aircraft Fuel |
Required only if fuel was used in air carriers or supplemental air carriers:
|
| Gasoline | Unlicensed Refund for Motor Fuel |
Required only if fuel was used for special transportation needs:
|
| Diesel | Unlicensed Refund for Special Fuel |
Required only if the fuel used was biodiesel that was rebranded to dyed biodiesel:
Required only if fuel was used for special transportation needs or as part of the urban passenger transportation system:
|
| If you’re setting up an account for a(n): | You will need this information/documentation: |
|---|---|
| Individual |
|
|
Business, trust, or government agency |
|
If you are setting up an account for yourself and appointing a service agent, or if you are registering on behalf of someone else as a service agent, you’ll also need:
This section has guides that will help you set up a new unlicensed refund account in License Express for your business, government agency, or sole proprietorship. If you are a service agent, you can follow the instructions for how to set up an unlicensed refund account as a service agent.
Follow the steps below to set up a new unlicensed refund account for aircraft, motor, and special fuel for your business, government agency, or sole proprietorship.
At any time, you may choose the “Save Draft” button to save your progress and return to this registration process in the future. Alternatively, if you decide you do not want to open a new unlicensed refund account, you may choose the “Delete Account” button to exit the registration process.
1. Once you are logged into License Express, on the homepage screen of your account, choose the “More” tab.
Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2. Please jump to step 17.
2. Under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
3. Under the “Unlicensed Fuel Tax Refund” section, choose the “Apply for a new unlicensed fuel tax refund account.”
4. On the “Introduction” screen, review the information to see what is required. Choose the “Next” button.
5. On the “Address” screen, it will ask “Is the account address the same as the customer address?”
6. On the “Contact” screen, you can add extra contacts if they are different from the customer account:
Then choose the “Next” button.
7. On the “Account Information” screen, there will be a dropdown menu for “Account Type.” Choose the account type from the dropdown menu:
Once you choose the account type, some exemptions display for you to choose from.
8. If you selected “Unlicensed Refund Aircraft:”
9. What you do next depends on what you selected a refund for:
10. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button.
11. If you selected “Unlicensed Refund Motor:”
12. What you do next depends on what you have selected a refund for:
13. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button.
14. If you selected “Unlicensed Refund Special:”
15. What you do next depends on what you selected a refund for:
16. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button.
17. Follow these steps if you do not have any established accounts attached to your web logon. Once you are logged into License Express, on the homepage screen of your account, under the “Prorate and Fuel Tax Services” section, choose “Request access to a Prorate and Fuel Tax related account.”
18. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else?” Choose your answer and then choose the “Next” button.
19. On the “Introduction” tab, review the information and gather all documents that you need. Choose the “Next” button.
20. The “Customer Information” tab asks you what you are registering as. Choose the correct option from the dropdown menu that displays:
21. Once you make a selection, a new section will appear asking what your company is registered as. The dropdown menu will have the following:
22. Once you make a selection, a new section will appear asking “What are your business names?” Enter the legal name and DBA if applicable. Choose the “Next” button.
23. On the “Customer IDs” tab, you will need to enter the following:
24. The “Addresses” tab will have you enter your physical address. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.
25. On the “Mailing Preference” tab, it will ask if you would like to receive mail by “Paper” or “Electronic.” Make your selection and choose the “Next” button.
26. On the “Contacts” tab, choose the “Add a Record” hyperlink.
27. Enter the following information:
Once entered, you can click “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.
28. Now you are on the screen to “Register for a PRFT account.” Choose “Yes.”
29. Once you make your selection for an unlicensed refund account, choose the “Next” button.
30. In the “Introduction” tab, you can review when to submit this request or what you will need. Choose the “Next” button.
31. Under “Address,” indicate whether the fuel tax refund account’s set of addresses (the physical address, mailing address, and the location of your records) is the same as the set you had entered on your customer registration.
If they are the same, choose the “Yes” option. Then choose the “Next” button.
If they are not the same, choose the “No” option:
32. Then, under “Physical Address,” enter the location of your organization. Choose “Validate” and select the appropriate address from the validated options.
33. Under “Account Contacts,” add a contact for your fuel tax refund account. The contact information for an organization’s customer registration is typically that of the owner of the organization. This information will be associated with the fuel tax refund account you are setting up. In some organizations, however, different units are responsible for different fuel tax refund accounts, and the lead of those units can be added as a contact:
Enter the person’s name.
Enter the person’s email.
In the dropdown menu under “Country,” select the country for the person’s phone number. License Express will default to “USA.”
In the dropdown menu under “Phone Type,” select the person’s phone number type. Enter their phone number and extension (if applicable).
To provide a second phone number for the contact, repeat steps 1 through 6.
Choose the “Next” button.
34. On the “Account Information” screen:
35. If you selected “Unlicensed Refund Aircraft:”
36. What you do next depends on what you selected a refund for:
37. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Next” button. Skip to step 44.
38. If you selected “Unlicensed Refund Motor:”
39. What you do next depends on what you selected a refund for:
40. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Submit” button. Skip to step 44.
41. If you selected “Unlicensed Refund Special:”
42. What you do next depends on what you have selected a refund for:
43. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Next” button. Skip to step 44.
44. On the “Add account?” tab, it will ask if you would like to register an additional account.
After you set up your account
We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you choose.
If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.
These templates are used to file your prorate and fuel tax returns. Download and fill out the template you need.
You must have Excel 97-2003 or a newer version to use the following templates: