Why does my certificate keep getting rejected by Highway or RMIS?
Because these platforms check the certificate against the carrier record rather than just reading it: the name, the DOT number, the limits, the VINs and who is named as certificate holder all have to line up. Most rejections are mechanical: a certificate sent by the carrier rather than by the agent, a name that does not match the authority exactly, a truck on the road that is not on the policy, or a certificate holder that is the broker instead of the platform.
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Lori Adams, TRS
Commercial Trucking Insurance Advisor
Twenty-five years in trucking insurance. Knows the filings, the radius rules and the carriers that will actually take the risk.
Transportation Risk Specialist (TRS)
Send us what you have. We’ll tell you if it’s right.
Your current policy paperwork, a renewal notice, or nothing at all. A licensed agent reads it and replies the same business day.
The detail
RMIS registration starts from the MC or DOT number, an electronic W-9 and a carrier profile, signed by a contact authorized to bind the company; certificates must be submitted by the insurance agent, and RMIS requests one from the agent where it does not already hold it.
RMIS carrier registration, general requirements (live tenant)
Each broker fills its own numbers and gates into the RMIS form: one published tenant requires $1,000,000 auto, $100,000 cargo, statutory workers’ compensation, a Satisfactory safety rating, an authority active for at least a year, and three or more trucks with three or more inspections.
RMIS carrier registration, general requirements (live tenant)
Highway verifies carrier identity, authority, insurance and operational legitimacy before freight is awarded, using a live identity check of face, government ID and liveness, and tracks coverage down to the VIN.
Highway only accepts certificates sent directly from insurance agents, to insurance@certs.highway.com, with Highway App, Inc. named as certificate holder; the certificate should list every VIN on scheduled-auto policies, show reefer breakdown and trailer interchange with limits and deductibles, and carry the DOT number.
C.H. Robinson directs carriers to have their agent submit the certificate directly to Highway App, Inc., 5931 Greenville Ave, Unit #5620, Dallas, TX 75206.
A Highway profile is created once and used with other brokers on the platform, at no charge to the carrier, and Highway blocks imposters from onboarding under a carrier’s company.
Forged certificates of insurance are a documented method in freight fraud and double-brokering, alongside fake licenses and other fabricated documents, which is why identity verification sits alongside document collection in carrier onboarding.
What this means for you
- Have the certificate issued by your agent directly to the platform. A certificate forwarded by the carrier is exactly the pattern fraud uses, and both platforms say in their own words that they will not accept it. No rejection is more common, and none is easier to avoid.
- The certificate holder is the platform, not the broker. For Highway-fed brokers it is Highway App, Inc. at its Dallas address; for RMIS brokers it is the RMIS record. A certificate made out to the broker’s own name lands nowhere and is not matched to your profile.
- Every truck you run has to be on the policy, and on the certificate. Highway tracks coverage to the VIN. A unit added to the fleet before it was added to the policy fails the check, and it is the same gap that gets a policy cancelled when the unit shows up on an inspection.
- The legal name has to match the authority exactly. A DBA on the certificate and a different registered name on the FMCSA record is one of the most common mechanical rejections, and it is the same mismatch MOTUS surfaces.
- Watch the expiry window. The platforms hold a certificate against a date, and brokers ask for the renewal before the old policy ends. Amazon Relay, which runs through RMIS, asks for it five days ahead. A renewal bound on the last day leaves you unable to book loads while the record catches up.
- Do not scatter your certificate around. It is the document a double-brokering operation wants, and carriers are increasingly advised to release it only to platforms and counterparties that have a reason to hold it.
Related questions
- What does RMIS ask for when I register?
Your MC or DOT number to start, an electronic W-9, and a carrier profile signed by somebody who can bind the company. It does not ask you for the certificate — it asks who your agent is, and requests the certificate from them. The insurance limits and the gates on safety rating, authority age and fleet size are set by the broker whose RMIS link you followed, and they appear once you have entered your MC number, which is why two carriers registering through RMIS can be asked for different things.
- Is RMIS the same thing as Truckstop?
RMIS was acquired by Truckstop, and its old site now points at Truckstop’s carrier onboarding product; the registration forms brokers link to still run on the rmissecure.com domain under each broker’s name. If a broker sends you to a Truckstop onboarding link, it is the same system asking for the same things.
- Why do brokers use these platforms at all?
Because freight fraud made manual verification untenable. Double-brokering, chameleon carriers reopening under a new name after being shut down, and forged documents all made a broker’s own eyeball check unreliable. Highway and RMIS exist to verify identity and monitor compliance continuously rather than at setup, which is better for honest carriers even when it is irritating.
- How fast can you turn a certificate around?
Same day, in the overwhelming majority of cases, because we know what each platform checks before it is submitted rather than after it is rejected. That part of the job decides whether a carrier covers a load on Friday, and it is why our clients do not miss loads waiting on paperwork.
- My certificate is correct and it was still rejected. What now?
Send us the rejection reason rather than the certificate. These platforms give a specific failure, and it is almost always one of a handful: sent by the carrier instead of the agent, a name mismatch against the authority, a VIN missing from the schedule, the wrong certificate holder, or a limit below what the broker’s own rules require. Each has a different fix and none of them is reissuing the same document.
- Do I need my agent involved every time I work with a new broker?
Less than you would think. Highway holds one profile and one certificate per carrier and the brokers on it read the same record; RMIS works the same way for its brokers. Where a broker sits outside both platforms, or has a requirement above the standard for a particular lane, that is when a specific certificate or endorsement is needed.
- What each broker packet asks for
Need this handled?
Reading about it and having it handled are different jobs, and the second one is ours. We place the accounts other brokers decline — claims history, a cancellation, an unusual operation, a business nobody wants to underwrite twice — and we will tell you when the policy you already have is the right one. Tell us the situation and a licensed human replies the same business day.
Written by the licensed brokers at Boring Insurance. Last updated 2026-09-03. See all guides.