The California CPUC Highway Carrier Insurance Form is the certificate of insurance that an authorized insurer files with the California Public Utilities Commission to prove a regulated carrier carries the required liability, cargo, or workers’ compensation coverage. Every Motor Carrier of Property (MCP), Household Goods Carrier (HHG/Cal-T), Passenger Charter-Party Carrier (TCP), and Passenger Stage Corporation (PSC) operating for hire in California must keep a current insurance filing on record with the CPUC Transportation Licensing Section or its operating authority is suspended automatically.
The CPUC uses Forms PSC 21025 (liability), PSC 21026 (cargo), PSC 21029 (cancellation), and PSC 21030 (reinstatement) to track this coverage, all governed by General Order 100-M and General Order 101-F. The CPUC Licensing Section processes more than 60,000 insurance filings each year, and roughly 18% are rejected on first submission for missing or mismatched data — the leading cause of carrier suspensions in California.
In this guide you will learn:
- 📄 How to fill out every box on Forms PSC 21025 and PSC 21026 line by line
- 🚛 The minimum liability and cargo limits for MCP, HHG, TCP, and PSC carriers
- 🧾 How to file electronically through the CPUC Insurance Filings portal and on paper
- ⚠️ The specific mistakes that trigger suspension under Public Utilities Code §§ 5135, 5139, and 3631
- 👩💼 Three full filled-out examples for an MCP, an HHG mover, and a TCP charter operator
What the Form Is and Who Must File It
The CPUC Highway Carrier Insurance Form is a sworn certificate signed by an insurer or its licensed agent that tells the Commission a specific carrier is covered for bodily injury, property damage, cargo, and (where required) workers’ compensation. It is filed under Public Utilities Code § 5161 for MCPs, § 5391.2 for TCP carriers, and § 5135 for HHG movers, each of which makes proof of insurance a permanent licensing condition.
Only an authorized insurer admitted in California, or a surplus lines broker on the LASLI list, may sign and submit the form. Carriers themselves cannot self-file PSC 21025; they must arrange the filing through their insurance agent, who transmits the certificate directly to the CPUC. The form binds the insurer to give the CPUC at least 30 days’ written notice before cancellation under General Order 100-M, which is what gives the certificate its legal weight.
Every for-hire carrier the CPUC regulates must keep an active filing. That includes Motor Carriers of Property (MCP) under Public Utilities Code § 5139, Household Goods Carriers (Cal-T) under § 5135, Passenger Charter-Party Carriers (TCP) under § 5391.2, and Passenger Stage Corporations (PSC) under § 1043. Private (not-for-hire) carriers and federally exempt interstate carriers filing only with the FMCSA do not use these forms.
Before You Start: Documents and Information You Need
Gather every piece of data below before opening the form, because the CPUC system rejects filings with even one mismatched character against its carrier database. Most rejections come from agents who guess at the carrier’s permit number or NAIC code instead of confirming both in writing.
- Carrier’s exact legal name as printed on the CPUC permit — a missing “Inc.” or “LLC” causes a name-mismatch rejection.
- CPUC permit number in the correct prefix format (MCP-123456, T-191234, TCP-12345-A/B/P, PSC-1234) — the wrong prefix routes the filing to the wrong queue.
- Insurer’s NAIC number — pulled from the NAIC company directory, not from the policy declaration page where typos are common.
- Policy number and effective date and time — the CPUC requires 12:01 a.m. Pacific time as the standard effective hour.
- Limits of liability — single-limit or split-limit values matching the carrier’s GVWR and commodity tier.
- Cargo limit — minimum $5,000 per vehicle and $10,000 per occurrence for HHG, higher for hazardous materials carriers.
- Workers’ compensation policy details — required for all HHG and TCP carriers and any MCP with employees under Labor Code § 3700.
- Authorized signer’s full name, title, and email — the CPUC verifies the signer against the insurer’s filed power of attorney.
- Producer/agent license number issued by the California Department of Insurance.
- Prior policy’s cancellation date, if this filing replaces an existing one — gaps of even one minute trigger automatic suspension.
Where to Get the Form and How to Access It
The official forms live on the CPUC’s Transportation Insurance Filings page. Form PSC 21025 (Certificate of Insurance — Liability), Form PSC 21026 (Certificate of Insurance — Cargo), Form PSC 21029 (Notice of Cancellation), and Form PSC 21030 (Notice of Reinstatement) are downloadable as fillable PDFs with revision date 06/2024.
Since 2022, the CPUC has required electronic filing through its Insurance Filings online portal for all admitted carriers writing California transportation business. Paper filing is allowed only as a backup when the portal is offline, and the paper version must still match the electronic form’s exact field layout. Mail copies go to the CPUC Transportation Licensing Section, 320 West 4th Street, Suite 500, Los Angeles, CA 90013.
Insurers that file regularly should set up a STARS (System for Transportation and Storage) account, which lets the agent upload a batch CSV of filings each business day. The portal acknowledges every accepted filing within minutes by emailing a stamped PDF confirmation. Always keep that PDF — it is the only proof that the CPUC’s database actually accepted the filing, and the date stamp on it controls in any later coverage dispute.
Step-by-Step: How to Fill Out CPUC Form PSC 21025 Line by Line
Form PSC 21025 has four parts: Carrier Information (Boxes 1–6), Insurer Information (Boxes 7–10), Coverage Details (Boxes 11–18), and Certification (Boxes 19–22). Each field below explains what the box asks, how to answer it, an example entry, a nuance, a common mistake with its consequence, and a misconception to avoid.
Box 1 — Carrier’s Full Legal Name
This box asks for the carrier’s exact legal name as it appears on the CPUC operating permit, including any corporate suffix.
Type the name in ALL CAPS, matching the permit character for character, including punctuation and spacing. Do not abbreviate “Incorporated” to “Inc.” unless the permit itself does.
For example, Aisha Patel’s trucking company files as PATEL LOGISTICS, INC. because that exact string appears on her MCP permit.
If the carrier operates under a DBA, put the legal name in Box 1 and the DBA in Box 2 — never combine them with a slash. Sole proprietors enter the owner’s full legal name (first, middle, last), not the trade name.
A common mistake is entering the trade name instead of the corporate name; the consequence is automatic rejection because the CPUC matches Box 1 against its permit master file. Filers often think the CPUC will figure out which entity they mean — it will not, because the database does fuzzy-match only on permit number, not on name.
Box 2 — Carrier’s Doing-Business-As (DBA) Name
This box asks for any fictitious business name the carrier uses with the public.
Enter the DBA exactly as registered with the California Secretary of State or county clerk. Leave blank if the carrier operates only under its legal name.
For example, Marcus Reed operates REED FAMILY MOVERS as a DBA of his S-corp REED ENTERPRISES, INC., so Box 1 reads REED ENTERPRISES, INC. and Box 2 reads REED FAMILY MOVERS.
A nuance: HHG carriers must list every advertised DBA, because the CPUC household goods consumer search tool indexes by DBA, not legal name.
A common mistake is leaving this blank when the carrier advertises under a different name; the consequence is that consumer complaints filed against the DBA will not link to the policy, leaving the carrier exposed. The misconception is that the DBA is optional — for HHG and TCP carriers it is mandatory under General Order 100-M § 4.05.
Box 3 — CPUC Permit Number
This box asks for the unique permit number assigned by the CPUC Licensing Section.
Use the proper prefix: MCP- for property carriers, T- for household goods, TCP- with the trailing class letter (A, B, P, or S) for charter parties, and PSC- for passenger stage corporations. Enter all digits with no spaces.
For example, PATEL LOGISTICS, INC. enters MCP-378421.
If the carrier holds multiple permits (a TCP and an MCP, for instance), file a separate PSC 21025 for each one — never staple them onto a single certificate.
The most common mistake is using a USDOT or MC number instead of the CPUC permit number; the consequence is the filing routes to the FMCSA queue and never reaches the CPUC, so the carrier shows as uninsured. Many agents think the USDOT and CPUC numbers are interchangeable — they are entirely separate registries governed by different agencies.
Box 4 — Carrier’s Principal Place of Business Address
This box asks for the physical street address where the carrier’s records are kept.
Enter the street number, street name, suite, city, state, and ZIP+4. P.O. boxes are not accepted in Box 4 — the CPUC requires a physical address under General Order 100-M § 3.02.
For example, PATEL LOGISTICS, INC. enters 14250 PROCTOR AVE, STE 8, CITY OF INDUSTRY, CA 91746-1145.
If the carrier moved within the last 30 days, file an updated Carrier Information Update Form before submitting the certificate or the addresses will not match.
A common mistake is putting the agent’s office address here; the consequence is the CPUC mails compliance notices to the wrong place and the carrier misses suspension warnings. The misconception is that this address can match the policy declaration page — it must match the CPUC permit record, which is a separate database.
Box 5 — California USDOT Number (if applicable)
This box asks for the carrier’s USDOT registration number if it operates interstate or intrastate hazardous materials.
Enter the seven-digit USDOT number with no prefix. Leave blank for intra-California-only operations that do not haul hazmat.
For example, Janet Kim, a TCP charter bus operator who crosses into Nevada, enters USDOT 3214785.
A nuance: even purely intrastate MCP carriers must have a CA number from the California Highway Patrol’s BIT program — that CA number does NOT go in Box 5; only the federal USDOT number does.
The common mistake is entering the CA number here; the consequence is a data-validation error that bounces the entire filing. Filers often believe Box 5 is optional — it is mandatory for any carrier that has been issued a USDOT number, even if the carrier does not currently use it.
Box 6 — Type of Operation Authority
This box asks the filer to check the operating authority the policy covers.
Check exactly one box: General Freight (MCP), Household Goods (HHG), Charter Party (TCP-A/B/P/S), Passenger Stage (PSC), or Hazardous Materials. If the carrier holds multiple authorities, file one PSC 21025 per authority.
For example, PATEL LOGISTICS, INC. checks General Freight (MCP).
A nuance: Hazardous Materials must be checked in addition to the base category for any carrier hauling commodities listed in 49 CFR Part 172.101.
The common mistake is checking both MCP and HHG on one form to “cover all bases”; the consequence is rejection because the two authorities have different minimum limits and require separate filings. The misconception is that the insurer can decide which authority to list — it must match the CPUC permit on file, not the underwriter’s preference.
Box 7 — Insurer’s Full Legal Name
This box asks for the legal name of the admitted insurer or surplus lines insurer issuing the policy.
Type the insurer’s name as listed on the California Department of Insurance company search. Do not use a parent company or trade name.
For example, Progressive Express Insurance Company — not “Progressive” — for a policy issued by that subsidiary.
A nuance: Risk retention groups domiciled outside California must be registered with the CDI before they can file PSC 21025; check status on the RRG list.
The common mistake is using the marketing brand instead of the legal entity; the consequence is a NAIC mismatch in Box 8 and rejection. Many agents think the parent insurer can file on behalf of a subsidiary — only the entity actually on the policy may sign.
Box 8 — Insurer’s NAIC Number
This box asks for the five-digit NAIC company code assigned to the insurer.
Enter the exact five digits from the NAIC Insurer Search. Pad with leading zeros if needed.
For example, Progressive Express Insurance Company enters 10193.
A nuance: For surplus lines policies, enter the NAIC of the issuing surplus lines insurer and add the surplus lines broker license number in Box 22’s notes section.
The common mistake is using the group code (a four-digit number) instead of the company code; the consequence is the CPUC’s NAIC validator rejects the filing instantly. The misconception is that NAIC numbers are interchangeable across affiliated companies — each separate legal entity has its own unique code.
Box 9 — Insurer’s Mailing Address
This box asks where the CPUC should send cancellation notices and compliance correspondence.
Enter the insurer’s claims and underwriting mailing address, including ZIP+4. This may differ from the corporate headquarters address.
For example, Progressive Express Insurance Company enters PO BOX 94739, CLEVELAND, OH 44101-4739.
A common mistake is using the agent’s office address here; the consequence is cancellation notices arrive at the agency and never get forwarded, leaving the insurer in technical default. The misconception is that the CPUC does not actually mail these notices — it does, both electronically and by paper, and the insurer’s address of record controls.
Box 10 — Producer/Agent of Record
This box asks for the licensed California producer who placed the policy.
Enter the producer’s full name, agency name, California Department of Insurance license number, phone, and email.
For example, Carlos Mendoza, Mendoza Commercial Insurance Services, CDI License 0H123456, (213) 555-9100, carlos@mendozains.com.
A nuance: If a wholesale broker is involved, list the retail producer here and the wholesaler in Box 22.
The common mistake is omitting the CDI license number; the consequence is the CPUC cannot verify producer authority and rejects the filing. Filers often think any CSR at the agency may sign the form — only a licensed producer with a current CDI appointment from the insurer may sign.
Box 11 — Policy Number
This box asks for the unique policy number issued by the insurer.
Enter the policy number exactly as printed on the declarations page, including all letters, numbers, and hyphens.
For example, 06784291-3-CA.
A nuance: Endorsement numbers and certificate numbers are not policy numbers — Box 11 must hold the master policy number even when the filing covers a specific endorsement.
The common mistake is using the certificate-of-insurance number from an ACORD form; the consequence is the CPUC cannot match the policy in any later cancellation, and the carrier may be flagged as uninsured. The misconception is that the policy number can change at renewal — if it does, you must file a new PSC 21025, not amend the old one.
Box 12 — Policy Effective Date and Time
This box asks when coverage begins.
Enter the date in MM/DD/YYYY format and the time in 24-hour Pacific time. The CPUC standard is 00:01 on the effective date.
For example, 07/01/2026 00:01 PT.
A nuance: The effective date cannot be earlier than the date the form is filed unless the policy itself was already in force — backdating beyond the policy’s actual inception is insurance fraud under Penal Code § 550.
The common mistake is using Eastern time from the insurer’s home office system; the consequence is a three-hour gap in coverage that the CPUC will treat as a lapse. The misconception is that “12:00 AM” and “00:01” are equivalent — the CPUC’s parser reads 12:00 AM as the previous day’s midnight and rejects it.
Box 13 — Policy Expiration Date and Time
This box asks when coverage ends.
Enter MM/DD/YYYY at 00:01 PT one year (or the policy term) after the effective date.
For example, 07/01/2027 00:01 PT.
A nuance: For continuous-until-canceled policies, enter CONTINUOUS and attach the policy’s continuation endorsement.
The common mistake is using 11:59 PM as the expiration time; the consequence is a one-minute gap before the renewal effective time, which the CPUC treats as a lapse and triggers automatic suspension under Public Utilities Code § 5139.5. The misconception is that a renewal automatically extends Box 13 — it does not; you must file a new PSC 21025 for every renewal term.
Box 14 — Bodily Injury and Property Damage Combined Single Limit
This box asks for the per-occurrence liability limit.
Enter the limit in U.S. dollars without commas: 750000, 1000000, or 5000000 depending on the carrier’s tier.
For example, PATEL LOGISTICS, INC. operating Class 8 tractors at 80,000 lbs GVWR enters 1000000.
The CPUC minimums are codified in General Order 100-M, Appendix A:
- MCP under 10,000 lbs GVWR: $750,000
- MCP 10,001–26,000 lbs GVWR: $750,000
- MCP over 26,000 lbs GVWR: $1,000,000
- MCP hauling oil or hazmat: $5,000,000
- HHG (Cal-T): $750,000
- TCP-A/B (under 16 passengers): $750,000
- TCP-A/B (16+ passengers): $5,000,000
- PSC: $5,000,000
The common mistake is filing split limits (e.g., 250/500/100) instead of a combined single limit; the consequence is rejection because General Order 100-M § 5.01 requires a single combined number. Filers often think exceeding the minimum is wasted — higher limits actually qualify the carrier for lower CPUC consumer-complaint bond requirements.
Box 15 — Cargo Limit per Vehicle (Form PSC 21026)
This box, on the cargo certificate, asks for the per-vehicle cargo limit.
Enter the limit in dollars. HHG minimum is 5000 per vehicle; MCP carriers of certain commodities have higher minimums.
For example, REED ENTERPRISES, INC. enters 5000.
A nuance: Cargo coverage is mandatory only for HHG carriers under Public Utilities Code § 5161.5 and for MCPs hauling specific regulated commodities — but most shippers contractually require it anyway.
The common mistake is filing PSC 21026 with only an aggregate limit and no per-vehicle limit; the consequence is rejection because the CPUC needs both numbers to validate the filing. The misconception is that motor truck cargo on the policy declarations page is automatically the same as the CPUC-required cargo limit — they often differ, and the CPUC reads only what is in Box 15.
Box 16 — Cargo Limit per Occurrence
This box asks for the aggregate cargo limit per loss event.
Enter the per-occurrence amount, minimum 10000 for HHG.
For example, REED ENTERPRISES, INC. enters 100000.
A nuance: Carriers using interlining or trip-leasing arrangements should match this limit to the highest-value load they reasonably expect, not the regulatory minimum.
The common mistake is using the deductible as the limit; the consequence is the filing shows underinsurance and gets rejected. Many filers think Box 16 is the same as Box 15 multiplied by fleet size — it is a separate per-event limit defined by the policy.
Box 17 — Workers’ Compensation Policy Information
This box asks for the carrier’s California workers’ compensation coverage.
Enter the WC carrier name, NAIC number, and policy number, or check EXEMPT if the carrier qualifies under Labor Code § 3352.
For example, State Compensation Insurance Fund, NAIC 35076, Policy 9012345-2026.
A nuance: A sole proprietor with no employees may check EXEMPT, but the moment a single driver is hired the exemption ends and a new PSC 21025 must be filed within 10 days.
The common mistake is leaving Box 17 blank for HHG and TCP carriers; the consequence is automatic rejection because workers’ comp is a statutory condition of those permits. The misconception is that an out-of-state WC policy satisfies California — only a California-admitted WC policy or State Fund policy will.
Box 18 — Endorsements Attached
This box asks the filer to list every endorsement that modifies the certified coverage.
List each endorsement form number and edition date, separated by semicolons.
For example, MCS-90 (08-05); CA 23 17 10 13; CA 99 33 01 21.
A nuance: The MCS-90 endorsement satisfies federal financial-responsibility rules but does NOT satisfy CPUC requirements on its own — California requires the underlying liability limits independent of MCS-90.
The common mistake is listing MCS-90 alone for an interstate hauler; the consequence is the CPUC treats the filing as having no primary coverage. Filers often think endorsements expand coverage automatically — endorsements only do what their language says, and the CPUC reads them strictly.
Box 19 — Cancellation Notice Clause
This box requires the insurer to certify it will give the CPUC at least 30 days’ written notice before cancellation.
Check the box and confirm the policy contains the General Order 100-M cancellation endorsement.
A nuance: For non-payment cancellations, the notice period is reduced to 10 days under General Order 100-M § 7.03, but the box must still be checked because the 30-day default still applies to all other cancellation reasons.
The common mistake is filing without the cancellation endorsement actually attached to the policy; the consequence is the certificate is void from inception, and the carrier is treated as uninsured during the entire policy term. The misconception is that standard ACORD language satisfies this — it does not; the CPUC requires its own endorsement form.
Box 20 — Authorized Signature
This box requires the wet or e-signature of the insurer’s authorized representative.
Sign in cursive (paper) or apply a verified e-signature with a timestamp (portal).
For example, Carlos Mendoza, signed digitally via DocuSign on 06/15/2026 14:23 PT.
A nuance: The CPUC validates the signer against the insurer’s filed power of attorney; an unrecognized signer triggers manual review and a 5–10 day delay.
The common mistake is having the carrier sign instead of the insurer; the consequence is rejection because the carrier has no legal authority to bind the insurer. Filers often think a typed name in the signature field is enough — it is not; an authenticated signature is required.
Box 21 — Date of Signature
This box asks the date the form is signed.
Enter MM/DD/YYYY of the actual signing date.
For example, 06/15/2026.
A common mistake is post-dating to match the policy effective date; the consequence is the CPUC flags the filing as an unauthorized future signature and rejects it. The misconception is that the signature date can equal the policy effective date — they are usually different, and the CPUC expects the signature date to be on or before the effective date.
Box 22 — Comments / Special Filings
This box is free-text space for endorsements, surplus lines broker info, or filing notes.
Use it to add anything that affects the filing, such as a wholesale broker’s name and license number, the surplus lines tax filing reference, or a note that this filing replaces a specific prior filing.
For example, Replaces filing dated 06/30/2025; surplus lines broker R.T. Specialty, CDI License 0E12345.
The common mistake is leaving this blank when the filing replaces a canceled policy; the consequence is the CPUC creates a duplicate record and may suspend the carrier for “double coverage discrepancy.” The misconception is that Box 22 is unimportant — analysts read it first when troubleshooting a rejection.
Three Filled-Out Examples Using Real Scenarios
Scenario 1 — Aisha Patel, New Single-Truck MCP Applicant
Aisha just received her MCP-378421 permit and needs her first PSC 21025 filed before she can pick up a load.
| Form Section | What Aisha’s Agent Enters |
|---|---|
| Box 1 — Carrier Legal Name | PATEL LOGISTICS, INC. |
| Box 3 — Permit Number | MCP-378421 |
| Box 4 — Address | 14250 PROCTOR AVE, STE 8, CITY OF INDUSTRY, CA 91746-1145 |
| Box 6 — Authority | General Freight (MCP) |
| Box 7 — Insurer | Progressive Express Insurance Company |
| Box 8 — NAIC | 10193 |
| Box 11 — Policy Number | 06784291-3-CA |
| Box 12 — Effective | 07/01/2026 00:01 PT |
| Box 14 — Liability Limit | 1000000 |
| Box 17 — Workers’ Comp | State Fund, NAIC 35076, 9012345-2026 |
Scenario 2 — Marcus Reed, Household Goods Mover Renewing Coverage
Marcus operates REED FAMILY MOVERS under T-191234 and his policy renews July 1.
| Form Section | What Marcus’s Agent Enters |
|---|---|
| Box 1 — Carrier Legal Name | REED ENTERPRISES, INC. |
| Box 2 — DBA | REED FAMILY MOVERS |
| Box 3 — Permit Number | T-191234 |
| Box 6 — Authority | Household Goods (HHG) |
| Box 11 — Policy Number | HHG-882110-26 |
| Box 12 — Effective | 07/01/2026 00:01 PT |
| Box 14 — Liability Limit | 750000 |
| Box 15 — Cargo per Vehicle | 5000 |
| Box 16 — Cargo per Occurrence | 100000 |
| Box 17 — Workers’ Comp | Berkshire Hathaway Homestate, NAIC 20044, BHHC-44521 |
Scenario 3 — Janet Kim, TCP Charter Bus Operator Adding a Vehicle
Janet runs KIM CHARTER COACH under TCP-32145-B and is adding a 47-passenger motorcoach, which bumps her into the higher liability tier.
| Form Section | What Janet’s Agent Enters |
|---|---|
| Box 1 — Carrier Legal Name | KIM CHARTER COACH, LLC |
| Box 3 — Permit Number | TCP-32145-B |
| Box 5 — USDOT | USDOT 3214785 |
| Box 6 — Authority | Charter Party (TCP-B) |
| Box 11 — Policy Number | MC-CCH-77231 |
| Box 14 — Liability Limit | 5000000 |
| Box 17 — Workers’ Comp | ICW Group, NAIC 27847, WCV-552310 |
| Box 18 — Endorsements | CA 23 17 10 13; CA 99 34 03 18 |
| Box 19 — Cancellation Clause | Checked |
| Box 22 — Comments | Replaces filing dated 03/15/2026 to reflect higher TCP-B 16+ passenger limit. |
How to File the Completed Form
The CPUC accepts filings through three channels, but only the online portal is fully real-time. Choose the channel that matches your volume and back-office workflow, and keep the proof-of-filing for at least four years.
Online (Insurance Filings Portal). File at the CPUC Insurance Filings portal using your STARS credentials. There is no filing fee. Upload the signed PDF, and the system returns a stamped acknowledgement PDF within minutes. Processing time is one business day for clean filings; rejections come back the same day. Save the stamped PDF and the email confirmation as proof.
By mail. Send two original signed copies to CPUC Transportation Licensing Section, 320 West 4th Street, Suite 500, Los Angeles, CA 90013. There is no fee. Use certified mail with return receipt as proof of filing. Processing time is 7–14 business days, and the file date is the postmark date, not the receipt date.
In person. Drop off two original signed copies at the Los Angeles or San Francisco CPUC office. There is no fee. Ask for a date-stamped duplicate at the counter as proof. Processing time is 1–3 business days. The San Francisco address is 505 Van Ness Avenue, San Francisco, CA 94102.
Fax filing was discontinued in 2021. Email filing to staff inboxes is not accepted as a valid filing channel and will not be processed.
What Happens After You File
The CPUC’s automated system validates the filing against the carrier permit master file within seconds of upload. A clean filing posts to the carrier’s public record on the Transportation Carrier Search tool by the next business day, and the carrier’s “in compliance” flag turns green.
If anything fails validation, the agent receives a rejection email listing each specific field error. The carrier remains uninsured of record until a corrected filing posts, and any operations during that window are unauthorized under Public Utilities Code § 5139. Most rejections can be corrected and resubmitted the same day with no penalty.
The CPUC keeps the filing on record until it receives a Notice of Cancellation (PSC 21029) or a superseding PSC 21025. Cancellations take effect 30 days after the CPUC receives the notice; on day 30 the carrier’s authority is automatically suspended unless a replacement filing has posted. Reinstatement requires Form PSC 21030 and a new active certificate before the carrier may operate again.
Mistakes to Avoid When Filling Out the Form
- Mismatching the carrier’s legal name in Box 1 against the permit master file, which causes immediate rejection.
- Using a USDOT or MC number instead of the CPUC permit number in Box 3, which routes the filing to the wrong agency.
- Entering split liability limits in Box 14 instead of a combined single limit, which violates General Order 100-M § 5.01.
- Filing only an MCS-90 for an MCP carrier and assuming it satisfies California, which leaves the carrier uninsured under state law.
- Using Eastern time in Box 12, which creates a three-hour gap that the CPUC treats as a lapse.
- Omitting the Producer CDI license number in Box 10, which voids the agent’s authority to sign.
- Leaving Box 17 blank for an HHG or TCP carrier, which is an automatic rejection because workers’ comp is statutory.
- Filing under the parent insurer’s NAIC instead of the issuing subsidiary’s, which fails NAIC validation.
- Forgetting to file a new PSC 21025 at policy renewal, which causes automatic suspension on the old expiration date.
- Backdating Box 21 to match the policy effective date, which the CPUC flags as an unauthorized future signature.
- Putting the agent’s address in Box 4 or Box 9, which sends compliance notices to the wrong place and causes missed deadlines.
- Filing without the General Order 100-M cancellation endorsement actually attached to the policy, which voids the certificate from inception.
Do’s and Don’ts
Do confirm the carrier permit number and exact legal name from the CPUC Carrier Search before filing — fuzzy matches do not save you.
Do use the online portal whenever possible, because it timestamps your filing within minutes and gives you a defensible record.
Do save every stamped acknowledgement PDF for at least four years to defend against later coverage disputes.
Do file the new PSC 21025 at least 10 days before the prior policy expires, so the CPUC’s database has time to reconcile the two filings.
Do keep Form PSC 21029 (cancellation) and Form PSC 21030 (reinstatement) on hand, because mid-term changes are common.
Do call the CPUC Licensing Section at (800) 877-8867 if a filing rejects with an unclear error code — most issues are fixable in one phone call.
Don’t assume the ACORD certificate of insurance satisfies the CPUC — only PSC 21025 does, because only PSC 21025 binds the insurer to the 30-day cancellation rule.
Don’t skip Box 22 when replacing a prior filing, because the CPUC needs the cross-reference to avoid duplicate records.
Don’t file from a personal email or unauthenticated account, because the CPUC validates the sender against the producer’s CDI record.
Don’t use generic “12:00 AM” times — always use 00:01 PT on both Box 12 and Box 13 to avoid one-minute gaps.
Don’t combine multiple operating authorities on one form, because each authority has its own minimum limits and its own queue.
Don’t rely on the insurer’s home-office staff to know California’s rules — many out-of-state carriers default to FMCSA logic, which does not satisfy the CPUC.
Pros and Cons of Filing on Your Own vs. With Help
Pros of filing through your insurance agent (the standard path) — the agent has CDI licensing authority to sign, the agent’s E&O policy backs up filing errors, the agent already has STARS credentials, the agent monitors for renewal cycles automatically, and the agent gets the rejection notices in real time so corrections happen fast.
Cons of filing through your insurance agent — you depend on the agent’s diligence, agent turnover can cause missed renewals, some agents are unfamiliar with CPUC-specific endorsements, the agent may charge a service fee for non-standard filings, and you lose direct visibility into the portal unless you ask for STARS read-only access.
Pros of using a specialized transportation insurance agency — they file thousands of PSC 21025s a year, they know the General Order 100-M rules cold, they catch tier-mismatch errors before submission, they manage cancellations and reinstatements proactively, and they often offer 24/7 portals with real-time filing dashboards.
Cons of using a specialized agency — premiums may be higher, smaller carriers can feel like a low-priority client, the agency may push captive markets, switching agents mid-policy creates filing gaps, and not every state has a strong specialized market.
Pros of paper filing as a backup — it works when the portal is down, it leaves a physical paper trail, certified mail provides date-stamped legal proof, it is accepted in every California county, and it does not require STARS credentials.
Cons of paper filing — processing takes 7–14 business days, the carrier shows uninsured during that window, lost mail is the filer’s risk, hand corrections are not allowed, and the CPUC may still require a follow-up electronic filing.
Key Form Comparisons
PSC 21025 vs. PSC 21026
| Feature | What It Means |
|---|---|
| PSC 21025 — Liability | Certifies bodily injury and property damage coverage for the carrier’s operations |
| PSC 21026 — Cargo | Certifies cargo coverage for goods in the carrier’s custody, mandatory for HHG |
Online Filing vs. Paper Filing
| Channel | What to Expect |
|---|---|
| Online (Portal) | Real-time validation, stamped PDF in minutes, no fee, mandatory for admitted insurers |
| Paper (Mail) | 7–14 day processing, certified mail proof, accepted only as backup |
FAQs
Do I need to file PSC 21025 if I only operate in California?
Yes. California intrastate carriers must file PSC 21025 with the CPUC even if they never cross state lines, because the filing is a CPUC permit condition independent of any FMCSA filing.
Does the MCS-90 endorsement satisfy California’s requirements?
No. The MCS-90 is a federal endorsement and does not by itself meet General Order 100-M; the CPUC requires the underlying primary liability limits and its own cancellation endorsement.
Can the carrier sign Form PSC 21025 instead of the insurer?
No. Only an authorized representative of the insurer or a CDI-licensed producer with appointment authority may sign; a carrier signature voids the filing.
What do I write in Box 1 if my company is a sole proprietorship?
Yes — enter the owner’s full legal name (first, middle, last) exactly as on the CPUC permit, and put any trade name in Box 2 as a DBA.
Should Box 14 use split limits like 250/500/100?
No. General Order 100-M § 5.01 requires a combined single limit; split limits are auto-rejected by the CPUC validator.
Is workers’ compensation in Box 17 mandatory for every carrier?
Yes for HHG and TCP carriers and any MCP with employees; sole proprietors with zero employees may check EXEMPT under Labor Code § 3352.
How long do I have to file after the policy effective date?
No later than the effective date itself — file at least 10 days before to avoid a coverage gap, because the CPUC’s database is not retroactive.
Can I email PSC 21025 to a CPUC analyst?
No. Email is not an accepted filing channel; you must use the Insurance Filings portal, U.S. mail, or in-person delivery.
What happens in Box 13 if the policy is “continuous until canceled”?
Yes — enter the word CONTINUOUS and attach the policy’s continuation endorsement, which the CPUC will validate against the insurer’s filed forms.
Do I need a separate filing for each CPUC permit my company holds?
Yes. Each permit (MCP, T, TCP, PSC) has its own minimum limits and its own database record, so file one PSC 21025 per permit.
Is there a filing fee for PSC 21025?
No. The CPUC does not charge a fee for insurance filings, whether submitted online, by mail, or in person.
What is the cancellation notice period in Box 19?
Yes — 30 days’ written notice is the standard under General Order 100-M § 7.03, reduced to 10 days for non-payment cancellations only.
Can I use the same NAIC number for affiliated insurers?
No. Each insurance company has its own unique NAIC code; using a parent or affiliate’s number triggers an immediate validation error.
Does Box 5 require my California CA number from CHP?
No. Box 5 is for the federal USDOT number only; the CHP-issued CA number does not belong on PSC 21025.
Related reading
- How to Fill Out California CDI Notice of Appointment (w/Examples) + FAQs
- How to Fill Out California Form SI-200 (w/Examples) + FAQs
- How to Fill Out California CPUC Annual Report Form (w/Examples) + FAQs
- How to Fill Out California CPUC TCP Application (w/Examples) + FAQs
- How to Fill Out California CPUC Carrier Identification Number Application + FAQs
- How to Fill Out California CPUC PSC-1 (w/Examples) + FAQs
- How to Fill Out California Form 100 (w/Examples) + FAQs