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CVO Online

CVO Online is a fast, easy method of filing returns and making payments

Why does the tax for undyed diesel show $0.32 tax and $0.01 clean up fund for a total of $0.33 when the current rate is $0.31 plus $0.01 cleanup for a total of $0.32?

Why does the tax for undyed diesel show $0.32 tax and $0.01 clean up fund for a total of $0.33 when the current rate is $0.31 plus $0.01 cleanup for a total of $0.32?

The undyed diesel rate is $0.32. Calculated at $0.28 tax + $0.03 MFTIA Fee + $0.01 Clean up fee. Undyed diesel sold to exempt customers pay the $0.01 per gallon Clean up Fee.

Is the diesel disbursement reporting is only for gallons that go into underground tanks and not for individual sales from the pump?

Regarding “diesel only" sellers who are not used to seeing a much larger paper form: The diesel disbursement reporting is only for gallons that go into underground tanks and not for individual sales from the pump. Is this accurate?

Retail diesel pump sales should not be reported on the distributor return. Deliveries of diesel fuel into the retail pump storage tank are reported on the return and Tax is paid when the diesel is delivered to the retail pump storage tank.

If you are the only company that makes deliveries to a customer do we need to track all individual delivery or just the total gallons delivered throughout the month?

On the Excel form that we are to submit for Distributor Fuel Tax, if you are the only company that makes deliveries to customers, would we only use the schedule of disbursements? If so, do we need to track all individual delivery or just the total gallons delivered throughout the month?

No, you must also report from who the fuel was purchased from and where the fuel was received from.

Will we still be able to enter a total for the month of all transactions of gasoline pulled from our pump?

We have historically entered a total for the month of all transactions of gasoline pulled from our pump at our bulk plant by commercial customers rather than their daily transactions. Will we still be able to do that or do we have to report each transaction as it occurs?

You must maintain records detailing individual transactions for audit purposes, but you may report customer totals on the monthly distributor return.

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FAQs

I do several companies IFTA's do I have to sign up for each company separately

You can do that under one logon. Choose Third Party as your login type when you sign up for CVO online and you can request access to the companies' accounts once you have signed up.

Will the prior returns page online have the paper returns filed previously?

The prior returns page will have the previous few years of returns filed. Once you begin filing returns online, it will also have your new returns.

Are you going to show how, where the information is inputted into the template?

Not as part of this demonstration, If you go to the CVO page you will find guides for both the Excel and XML versions. If you would like to send us a test file, please submit by email.

If you are a business that is not located in Vermont but you do business in Vermont do they file differently?

No, You will file the same way as Vermont based businesses.

Why does the tax for undyed diesel show $0.32 tax and $0.01 clean up fund for a total of $0.33 when the current rate is $0.31 plus $0.01 cleanup for a total of $0.32?

The undyed diesel rate is $0.32. Calculated at $0.28 tax + $0.03 MFTIA Fee + $0.01 Clean up fee. Undyed diesel sold to exempt customers pay the $0.01 per gallon Clean up Fee.

Is the diesel disbursement reporting is only for gallons that go into underground tanks and not for individual sales from the pump?

Retail diesel pump sales should not be reported on the distributor return. Deliveries of diesel fuel into the retail pump storage tank are reported on the return and Tax is paid when the diesel is delivered to the retail pump storage tank.

If you are the only company that makes deliveries to a customer do we need to track all individual delivery or just the total gallons delivered throughout the month?

No, you must also report from who the fuel was purchased from and where the fuel was received from.

Will we still be able to enter a total for the month of all transactions of gasoline pulled from our pump?

You must maintain records detailing individual transactions for audit purposes, but you may report customer totals on the monthly distributor return.

Why did you change the numbers of the schedules?

In reference to the names of the schedules on the Motor Tax Fuel form (1, 2, 3, 4, 5A, 5AA, 6D, 7A, and 10A) they were changed to be aligned with Motor Fuel Uniformity Project standards.

Going forward with the new sheet, is it required to have each delivery entered into the system on the excel sheet?

Correct, for the new sheet, it is required to have each delivery entered into the system on the excel sheet.

For the first month can we continue to utilize the current forms due to the pandemic?

No, you must use the new form because the tax rates will change quarterly.

Payment will no longer be separated by fuel type, like how it is now?

Your payment details for each fuel type and jurisdiction will be displayed on the Tax Summary step. This step should be familiar to the way you're currently filing IFTA returns

Were those Word docs for the 2290's?

Yes, that was a sample copy of the 2290. If you are requesting the CVO unit to mail in your 2290 with payment on your behalf, that will need to be mailed in or brought in to the office.

Is the payment effective as of that day as long as it is before 11:59 pm?

Yes, payments will be effective the day they are made. However, payments made after approximately 6:00 pm may take additional time to process; Regardless of the time of payment, it will be dated the day that you made the payment.

My company pays via electronic funds transfer, will that option still be possible instead of the submission within the State web portal?

You will be allowed to pay in any accepted methods whether or not your activity is done online, on paper, or in person. However, licensed Distributors must remit funds via an electronic funds transfer. 

Will this webinar be available to be viewed later?

The webinar was recorded and is posted here. A link will be provided to attendees.

Will we get a copy of the slides?

Yes, the slides are posted here.

Is there a deadline for using the online system?

You can continue to use paper as there are currently no plans for an e-file mandate. However, we do encourage you to use CVO Online as it should be easier to use over time.

What can I do with CVO Online?

CVO Online has many convenient features for you to manage your business related to your accounts with the Vermont DMV Commercial Vehicle Operations Unit. CVO Online removes the barrier of requiring you to come into the office or mail in documents. You can do the following activities with CVO Online:

  • Fuel Tax Account
    • File and pay for Monthly Fuel returns
    • Renew your bond
    • If you qualify, request a bond release at the time of renewal
  • IFTA Account
    • File and pay for Quarterly IFTA returns
    • Request and/or replace IFTA decals
    • Renew your IFTA license
  • IRP Account
    • Renew IRP vehicles
    • Request to add/delete/refund/change a vehicle
    • Replace decals, cab card and/or plates
    • Request temporary registration
    • Transfer plates
  • Railroad Tax Account
    • File and pay for Quarterly Railroad returns
  • Car Rental Tax Account
    • File and pay for Monthly/Quarterly Rental returns
    • Renew your bond
  • Diesel Exemption Certificate
    • Renew your certificate
  • Diesel Dealer License
    • Renew your license
  • Diesel Refund
    • Request a diesel refund
  • Additional Activities
    • Viewing and printing your license(s) for free
    • Viewing all letters
    • Go Paperless
    • Viewing and printing all filed returns
    • Messaging the CVO Unit
    • Granting Third Party access
    • Update your contact information
How do I register a new business?

For any of the following account types, click on the ‘Register a Business’ link under Registration from the CVO Online homepage:

  • Fuel Tax Account
  • IFTA Account
  • IRP Account
  • Railroad Tax Account
  • Rental Tax Account
How do I make a payment?

Non-Login: Under Payments, click ‘Make a Payment’ and provide your ID (FEIN, SSN, ITIN) and account ID or fleet ID. Afterward, you will be prompted how much you want to pay and if you are paying with a credit card or ACH debit. When paying with a credit card, you will be re-directed to our external services. When the payment is complete, you will be directed back to CVO Online.

Login: Enter your Username and Password to be directed to a summary of your account information. Click on the hyperlink ‘Make a Payment’. Afterward, you will be prompted how much you want to pay and if you are paying with a credit card or ACH debit. When paying with a credit card, you will be re-directed to our external services. When the payment is complete, you will be directed back to CVO Online.

Note: Credit Card payments are subject to a 3% processing fee which is retained by the service company.

How long does it take for an online payment to process and post to my account?

The online payment processes within 2 - 3 business days.

How do I search for a previous submission?

From the home screen without logging in, click on the ‘Find a Submission’ hyperlink at the bottom of the page under Submissions. You will need to enter your email address and the confirmation code you were given.

If you log into the system, you will click on the ‘More…’ heading and click on the ‘Search Submissions’ hyperlink under Submissions. From there you will be able to view pending, processed, and rejected submissions.

Can I make a payment if I don't use a US bank account?

Our online services currently do not support non-US bank routing numbers. If you have any questions regarding making a payment, please contact the Commercial Vehicle Operations.

What are the criteria that make me eligible for a refund?

See "refunds" on the Diesel Fuel Tax page.

How do I check the status of a refund?

On the home page, under Refunds, click on ‘Track a Refund’ and fill in the ID type (FEIN or SSN), the ID number, and the amount of the refund and click ‘Submit’.

Is it OK to share my username and/or password with my coworkers or other members?

NO!

You should not share your username or your password with anyone. Usernames and passwords are unique to the individual user. Your username and password determine your access roles and rights. Never share your username or your password with anyone.

How do I access CVO Online?

cvo.mydmv.vermont.gov

Our secure socket layer (SSL) software uses state-of-the-art 128-bit encryption to ensure that your personal and financial information cannot be intercepted during transmission to our server.

All information requests pass through hardware and software security firewalls.

Encrypted personal information includes credit card numbers as well as social security numbers and banking information.

Who is Vermont.gov?

Vermont.gov is the entity under contract with the State of Vermont to build and host the State Web Portal and develop online services for the state. Based in Montpelier, this organization is helping Vermont to become an E-State by aggregating the various state websites into one standards-based system and to provide the state's businesses and citizens with the online services they have come to expect and deserve. The State Web Portal can be accessed here: vermont.gov/portal.

How do I create third-party access to my account?

When you login to your account, click on the ‘More…’ selection and Access will be in the lower right-hand corner. From there you will be able to select from the hyperlink ‘Grant Third Party Access’. You will need to provide either the username or email your third-party used to register with CVO Online.

If I am a third-party, how do I get access to my clients account?

First, you will need to create a web login. Click the ‘Create One’ link and indicate you are third-party. When you log in to your account click on the ‘More…’ selection and Access will be in the bottom middle. Click the ‘Request Access’ link, you will need to provide the account ID of your client. Your client will either receive a letter in the mail or email notification. Then your client can log into CVO Online and grant you access.

I am a third-party but my client does not have a web account, how do I get access?

You will follow the same steps to request access and your client will receive a letter in the mail. Your client will go to CVO Online and under Submissions, click the ‘Review Third Party Access’, and grant you access to their account(s) without needing to log in or create a web account.

How do I use the site to contact DMV?

When you log into your account, click ‘More…’ and click ‘View Messages’ underneath Communications. From there, click “Send a Message’ and you can specify the account or send a general message to the CVO unit with your question.

If you need additional assistance, use our Contact form or call us.

How do I create a login?

On the home screen in the upper right-hand corner, select the ‘Create One’ login hyperlink. You will need your identification information and letter ID from the CVO Unit to complete this.

Acceptable Identification:

  • FEIN, SSN or ITIN

Acceptable letter types are:

  • Signup for CVO Online
  • Registration Approved
  • Statement of Accounts

Usernames do not have special requirements however, password requirements must contain:

  • 8 characters minimum
  • One upper case character
  • One lower case character
  • One number
  • One special character
How do I reset a username or password?

From the home screen, click on the ‘Forgot username or password?’

What if my contact information or email address has changed?

Once you have created your account, you may update your information within the CVO Online system. If you want to contact the CVO Unit use our Contact form here.

Why is it asking to attach schedules when filing my Fuel return?

In order to use CVO Online to file Fuel tax returns, taxpayers will need to upload their schedules using Excel or XML templates. The templates can be found on the Fuel Tax page.

If you do not have Microsoft Excel, Google Sheets can be used for free in order to produce schedules in Excel format.

Why does the Fuel return look different?

The Fuel return now contains three different fuel types; Gasoline, Undyed Diesel, and Aviation Fuel. For more information, visit the Fuel Tax page.

If I begin filing a return and it isn’t completed, is it saved?

If you are logged in and begin filing a return, click the ‘Save Draft’ button at the bottom-left of the screen. Once you are ready to submit the return, go into your Action Center and click ‘View Submission’ with the corresponding return and click ‘Continue Editing’.