IFTA Question

[RostyC]

How do you account for miles to and from a garage to have work done to it? Do you report them just as if your under load? That's what I have been doing but I never really gave it much thought.
Here recently I went up to PA to have some work done then back to MD.

[GMAN]

Some time ago I spoke with those in my state about that and was told that I was supposed to account for all miles run in each state, regardless. I don't know of many who will take the time to account for miles spent for something where they are neither under a load or deadheading to get one. I doubt that it will make much difference in the grand scheme of things.

[RostyC]

Thanks G

[GMAN]

You are welcome, Rosty.

[moe]

Technicaly as GMAN already stated all miles have to be reported but I would like to add this hopefully helping anyone doing thier own IFTA. I was audited twice within 11 years by IFTA, they were random audits. not red flag. While we were complimented for our record keeping We were charged a small amount for differences between our stated miles and thier miles. They would never catch something out of route like that unless you bought fuel or crossed a scale, just give the extra miles to your home state. They put the starting point, stop offs, and ending point into thier program and if you are under for any state along the route you a charged the difference but if you are over they keep it. They pull trip reports at random and depending how acurate they are is how many they go over. The first time the auditer was at our office for four days and we were charged about $150 and was told that was very good. A few years later (the same auditer) he only spent one day and said if we pulled any more random audits he would take care of it and not be back. The auditer did tell us some war stories and they can put you out of business if need be or hit you with fines that are realisticly unpayable. If you don't agree with thier findings you can have a hearing. If you run a different route for what ever reason and it puts you in a state for less miles than the normal route just put the hi-ways traveled down and they will allow for that also, they don't care if you do or why just as long as you account for the difference. If they get the impression you are trying to get over on them or are sloppy and don't care they will go for the throat, otherwise they aren't bad to deal with. I know this covers a little more than you asked but I hope it was helpful anyway. This was my experiance in SC. .... I was audited by a SC auditer but was told any state has the right to come in and audit.

[chris1]

The last thing you want in an audit is to have your hub/odometer show different than your trip reports. Even worse is to have them find a fuel receipt not reported.

[allan5oh]

The only way you can "cheat" the system is by buying dyed fuel and not reporting the bought fuel. Anything else works out in the end anyways.

[RostyC]

As a single truck operation and me being the driver do I have to fill out trip reports? I have a tablet that I right down my mileage when I get to each destination, then every few weeks I use google to map my trips and figure out each state mileage. The only fuel receipts I keep are my weekly Fuelman reports, they're very detailed though. I don't keep the paper receipts from the truck stops.

Am I doing wrong here? Is there a better way to be prepared for an audit so it goes quickly?

[chris1]

Should have some sort of trip sheet for each load. Guessing at state mileages isn't a good idea. They are also going to be asked for during a DOT audit.(or even IRS audit)

[GMAN]

As a single truck operation and me being the driver do I have to fill out trip reports? I have a tablet that I right down my mileage when I get to each destination, then every few weeks I use google to map my trips and figure out each state mileage. The only fuel receipts I keep are my weekly Fuelman reports, they're very detailed though. I don't keep the paper receipts from the truck stops.

Am I doing wrong here? Is there a better way to be prepared for an audit so it goes quickly?

I don't think that there is a rule as to whether you need to fill out a formal trip report on each run. However, it is a good idea to do a report on each run in case you are audited. I use my own trip reports and keep all receipts in an envelope for each trip. It makes it easier to show documentation if something comes up later. I know one individual who had a single truck who just kept her mileage in a composition book. She was audited and nothing was said about the way she kept her records. As I recall, they complimented her in the way she meticulously kept track of her mileage. She didn't drive the truck herself, but did check mileage after each run.

[RostyC]

Keep in mind also I tend to stay local. I run primarily MD,VA,PA,DE,WV. Sometimes I might do 2 or 3 loads per day. That's a lot of trip reports, which I actually tried to do when I started but it's kind of time consuming and eats up a lot of time during the day, so I ditched it. Maybe I could tinker with something to keep a more detailed record of my days and trips.

[chris1]

A sheet of notebook paper would be considered a trip report if it contained all the state mileages ect. During an audit when they ask for a certain date(load) they want all info pertaining to that date(load) If you have say all your tolls in one file that opens up for more scrutiny. You only want to provide exactly what they ask for.

[RostyC]

A sheet of notebook paper would be considered a trip report if it contained all the state mileages ect. During an audit when they ask for a certain date(load) they want all info pertaining to that date(load) If you have say all your tolls in one file that opens up for more scrutiny. You only want to provide exactly what they ask for.

Well now that begs another question, because I do have all my tolls in one file and that's lumped in with all my other receipts for 2009. I use EZ Pass so I don't get individual paper receipts for each toll, I get statement at the end of the month.

I'm glad this thread went the direction it did because it's shedding some light on the fact that perhaps record keeping is a little different in trucking than it was construction and perhaps I need to revamp my system.

[chris1]

For tax purposes that's fine. For other audits receipts should be split to each load. EZ Pass just make copies and high-lite the particular load. Anything pertaining to the load make a copy and attach to the trip sheet. If you have computer print-outs from your fuel card you no longer have to have the fuel receipt(unless paid by other means) You should be able to print fuel records for each trip(s) being audited. Goes without saying that you should have some numbering system for loads. If you get a DOT inspection with any write up on it(not just OOS) make sure you have a repair order showing it fixed and attach to the inspection.

[chris1]

Note: You can scan everything into an electronic file for each trip. If asked for the original you must be able to provide it though.

[RostyC]

Thanks Chris and everyone else as well.

[chris1]

One last thing. An IFTA audit can ask for your maintenance records also to check mileages(if they think you are using computer miles) You have to be able to back up whatever numbers you are using.

[RostyC]

My maintenance records are impeccable! I'm good there, it shows dates, mileage, work performed all it's own folder.

[chris1]

That was for the people that use computer miles,buy a little cash fuel to get the MPG up and lower the fuel tax p/mile.

[Silver Dollar]

I am getting prepared to file my first IFTA return. I keep track of my mileage using my GPS. I record my daily mileage by state and fuel purchases ($$$'s and gallons) by state on a section in my log book. Then at the end of the week, I transfer these entries to a monthly sheet, on which I calculate all totals by state for the month, including MPG.

Do you operators think that this is sufficent record keeping? Or do I need to add or change anything? All sugestions are welcome. I just got my authority in April 09, so I still come here for advice.

Thanks.