The IMI Declaration is a critical compliance tool for international transport companies and is mandatory in cases where drivers are posted (cabotage and cross-trade). It is not a payroll system, but an official document that EU authorities use to verify the legality of a driver’s activities in the field.
In short, using IMI correctly involves:
- Submission of the declaration prior to the commencement of business
- Correctly reporting the driver, company, countries, and time period
- Coverage of all countries where the operation is taking place
- Retaining the IMI confirmation and making it available to the driver
IMI is the EU portal used to declare the posting of drivers, respond to inspections
, and communicate officially with authorities in other Member States.
IMI is not payroll and it is not accounting. It is the driver’s “legal passport” during inspections.
1. When to use IMI
The IMI must be used before the driver departs when performing:
– cross-trade
– cabotage
Not to be used for transit or simple bilateral transport between Romania and the EU.
2. Who uses IMI in the company
IMI is used exclusively by the company, not by the driver.
Typically, the users are:
– HR / payroll
– chief dispatcher
– transport manager
Recommendation: one primary user and one backup user.
3. The Complete IMI Cycle in Practice
3.1 Creating the statement
On the IMI portal:
– select the “Posting of drivers” module
– enter the company details
– driver details
– countries where posting takes place (e.g., DE / AT / IT)
– period (maximum 6 months)
A single declaration can cover multiple states.
3.2 IMI Confirmation
After submission:
– a PDF confirmation is generated
– the document is saved to the file
– a copy is made available to the driver (printed or electronic)
3.3 On-site inspection
During inspections, inspectors request:
– IMI
– CIM
– pay stub
Failure to display the IMI usually results in an immediate fine in Germany and Austria.
3.4 Subsequent Requests
If the authority initiates an inspection:
– all requests are submitted via IMI
– documents are uploaded directly into the system
– communication is official and traceable
4. What to report in IMI
The following are NOT reported in IMI:
– salaries
– amounts
– hours worked
Please specify:
– who the driver is
– who the employer is
– where they work
– the time period
– the type of operation
5. Validity of the declaration
– A declaration is valid for up to 6 months
– It can be modified, extended, or closed
6. Common mistakes that result in fines
– Missing IMI
– IMI submitted after departure
– Omission of certain countries
– Expired period
– Driver different from the declaration
7. What does a compliant company look like?
– IMI submitted in advance
– CIM with mobility clause
– posting allowance included in salary
– internal calculation by country
– prompt response to requests
8. A concrete example
For the Germany–Austria–Italy cross-trade in February–March (
), a single IMI declaration is submitted, valid for the entire period and all countries.
Conclusion:
IMI is an essential compliance tool.
Without IMI, the risk of a fine is immediate and high.
Founder and CEO of Paneuropa Logistics
I am György Bokor, Founder and CEO of Paneuropa Logistics. I have been active in the logistics industry for more than 20 years, focusing on international transportation, freight forwarding, last-mile deliveries and customs services. I am passionate about developing efficient solutions that connect businesses across Europe.