Workflow Templates: International Fuel Tax Agreement (IFTA) Checklist

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International Fuel Tax Agreement (IFTA) Checklist

License and Decal Maintenance

Ensure all vehicles in the fleet have current IFTA decals displayed

Maintain copies of the IFTA license in each vehicle

Apply for renewal of IFTA decals and licenses before expiration

Mileage Tracking

Implement a system to accurately track and record all miles traveled in each jurisdiction for all vehicles

Cross-check odometer readings with GPS data for consistency

Retain toll receipts as they often contain mileage data

Fuel Purchase Recording

Keep detailed receipts of all fuel purchases, including date, location, gallons/liters purchased, and vehicle identification

Ensure drivers log fuel purchases in the vehicle's trip report

Reconcile fuel receipts with credit card statements or fuel card reports

Quarterly Reporting

Prepare and file quarterly IFTA tax returns by the due date for each quarter

Verify all mileage and fuel data for accuracy before submitting the report

Maintain copies of filed tax returns along with supporting documents for audit purposes

Recordkeeping Compliance

Retain all IFTA-related records for a minimum of four years

Organize records by vehicle and quarter for easy access during audits

Establish a secure and systematic method for storing both paper and electronic records

Audit Preparation

Conduct internal audits regularly to ensure compliance with IFTA regulations

Train staff on IFTA requirements and proper documentation procedures

Develop an action plan to address any discrepancies found during internal audits

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