IFTA Mileage Calculator

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Guide on IFTA Fuel Taxes for Carriers

The International Fuel Tax Agreement- IFTA is an agreement signed between 48 states of the United States and 10 Provinces (58 jurisdictions in every province) of Canada. This agreement is established to simplify the reporting of the fuel taxes of the trucks and other heavy vehicles. IFTA is known to significantly reduce the endless documentation involved in motor fuel tax reporting. 

Earlier, every member jurisdiction had its own fuel tax return, license rules, and decals along with their separate audits. A trucking business operating in various jurisdictions was required to comply with the respective reporting requirements of every state as well as the province, as there was no mileage system available that made filing the tax returns a difficult and time-consuming process to go for.

Advantages of IFTA- International Fuel Tax Agreement

  • The set of rules with a single definition of carriers or commercial vehicles that qualify for the International Fuel Tax Agreement. These regulations prevail in the rules of member jurisdictions.
  • It has a single IFTA audit.
  • One set of tax needs to be filed in the base jurisdiction.
  • A single-use fuel tax license that tends authorized a license holder of the truck in all IFTA jurisdictions

How Does IFTA Work?

For the drivers, carriers, and jurisdictions, IFTA has made the fuel taxes easier to file. However, without a sound understanding of the agreement, additional costs may incur. Somehow, the process is more suitable, it can also be quite daunting. 

Fuel taxes are paid at the fuel station and are dispersed to every state. The taxes are said to be dispersed based on the miles driven in every state. So, in case a driver tends to fuel up in Louisiana and travels to some other state, then the respective state will receive the taxes from Louisiana fuel purchase for every mile driven in the particular state and ifta state mileage calculator helps in easy calculation of such taxes. 

Also, if a driver tends to pay for the fuel tax in Louisiana and they drive through various states around, the taxes will be automatically distributed to the states falling under the IFTA Agreement. IFTA reports are calculated quarterly and money owed or amount credited will be based quarterly. In case you purchase fuel in a state with a low tax rate and then drive through a state with high rates, you will most likely owe the jurisdictions taxes at the end of the respective quarter.

What Records You Should Keep to File IFTA Fuel Taxes?

Fuel Receipts

The most information you need for IFTA fuel tax reports is the total fuel purchased in every jurisdiction. Here, you must remember that the carriers must keep the original receipts of the fuel tax you paid. These documents must involve the following details:

  • Date of Fuel Purchase
  • Name and Location of the Fuel seller
  • Fuel type purchased
  • Vehicle’s Number
  • Fuel price per gallon
  • Name of the Driver

Once you have the total miles and gallons of fuel purchased tallied, you can easily calculate the fuel mileage of your vehicles for every jurisdiction. 

Mileage Records

The fleet manager of the oil field industry and drivers need to work together in order to accurately maintain the record of the fuel consumed in various jurisdictions. Furthermore, this requires your fleet to be organized in such a way so that you can handle the records of their handle and their duty status.

The Drivers must also be efficient to do their job and attentively record their odometer readings whenever they cross one state to move onto others. Also, to avoid manual errors, you should prefer leveraging the route planning or fleet management software to record the digital log of the miles your drivers cover for every jurisdiction.

Trip Reports

The fuel purchased when traveling per jurisdiction is considered to be the key metric required to calculate the fuel tax amount your fleet tends to owe based upon each jurisdiction. This is also dependent upon the applicable rates during the present IFTA quarter.

You can also view the complete chart of the fuel and the tax rates for every fuel type along with the jurisdiction on the IFTA. You can take a note related to the same and are subject to change until the next due date- so, you do not have to perform the same calculation until then.

What Can IFTA Mileage Calculator Do For You?

The ifta fuel tax calculator allows you to automate, manage as well as optimize the daily fleet processes efficiently. The software is widely used in terms of mapping and optimizing routes, and it can also be calculated as the industry-standard ratings, fuel tax, and miles related data. 

However, the compliance and safety rules are quite crucial to the commercial vehicle businesses, because breaking any of these laws can put your vehicle out of the business. Your fleet total assessable miles is generally the same as the total miles driven in every jurisdiction. 

The functioning of Mileage Calculator

Collect and Keep Records of your Correct Mileage

Most importantly the info for IFTA reporting is your miles you traveled and recorded. The auditor will prefer to see the actual miles traveled in every state or province. Also, when it comes to miles, you can record them by writing upon a piece of paper, on a spreadsheet, or can use a GPS that connects you to the truck’s software system. In case, you are going to use digital systems to record your miles, here is what you should consider:

  • Try using a reputable system to record your miles.
  • The software systems you are planning to use must be GPS/ELD/ AOBRD enabled
  • Just make sure that the software must ping your truck’s location every 15 minutes or less. 
  • It must help you to find your missing miles. 
  • The software must find a way to confirm or authenticate your mileage. 

Collect and Keep Records of your Fuel Purchases

The second most important data set is the record of your fuel purchases and load management. The gallon of fuels you purchase through the quarter to run your trips for your vehicle(s) is the fuel you have to record to report for IFTA. Whether you bought the fuel at the gas pump or the used fuel in a bulk, you must record the fuel used by your vehicle. 

Calculate & Submit Report

When you have a calculator that updates International Fuel Tax Agreement, converts miles to kilometers, and Gallons to liters automatically runs quarterly reports, and knows how things work in every state along with the province with your business in mind. You do not need to worry about the constantly changing IFTA rates and do all the calculations by yourself when you are operating a reliable software that keeps you up to date.

Iris Veysey
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