[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]

Originally Posted by 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.

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.