When we get home every two to three months the stack of mail is staggering and at least a half-day is spent sorting the mail into manageable stacks. One stack I do not like creating is the past due or even canceled stack if we have not paid a bill on time.
Over the years I have created reminders in my budget notebook and in my accounting software to remind me of when a bill is due. The bills that sneak up on me are the renewals that happen every other year or a few years in the future.
Each year we have renewals for organizations we belong to which are not that hard to remember:
OOIDA - $25.00 * 2 as each of us are members
Women in Trucking - $25.00 * 2 as each of us are members
Western Trucking Alliance $341.00 our corporation belongs
We have been long standing members of OOIDA and Women in Trucking and just recently joined Western Trucking Alliance that has a steep fee. The Alliance is an O/O or small fleet organization and has Joe Rajkovacz on the staff. While we do not get as much from the "Alliance" that a small fleet or someone with their own authority receives we still feel as if we get our moneys worth. Fees and subscriptions add up and are considered budget items.
Renewals that happen more then one year apart are something I watch closely and there is usually a bigger fee associated. Since we are a team everything is often multiplied by two.
Class A CDL - 5 years and within 6 months of our birthday $45.00 each
This one is easy to remember as Bob and I's birthdays are one month apart
Hazmat Background Check 30 days prior to CDL renewal $86.50
DOT Physicals - Every two years
Passport 4-6 weeks lead-time and if not expired $110.00
Transportation Workers Identification Credential (TWIC) four-month lead time $ 129.75
or three year extension $60.00
Other items that I can think of are company-required tests that do not involve fees but are required to haul certain commodities.
We also have quarterly tax payments, truck personal property taxes, purchase tags, yearly insurance and other assorted yearly fees associated with being an owner operator.
Without a calendar of when something is due we risk the chance of letting a required document lapse. This "lapse" in my judgment could cost us much more than the original bill. We could have to pay late fees, penalties, have to go home early, or even reapply for certain certificates.