IFTA Records to Keep

Who This Applies To

• Interstate motor carriers operating qualified vehicles (generally over 26,000 lbs GVWR or with three or more axles) in two or more IFTA member jurisdictions.
• Owner-operators under their own IFTA license who cross state or provincial lines and need to file quarterly fuel tax returns.
• Motor carriers and fleet managers checking whether leased owner-operators file IFTA under the carrier's account or maintain a separate license.

What To Verify

• Your IFTA base jurisdiction — the state or province where your commercial vehicles are based — and the specific portal or office that issues IFTA licenses and accepts quarterly returns.
• The current quarter's official fuel tax rates for every jurisdiction your vehicles operated in (IFTA Inc. and each member jurisdiction publish the rate matrix quarterly — rates change each quarter).
• Your base jurisdiction's record retention requirements for trip logs, fuel receipts, and mileage summaries (commonly four years from the return due date, but may differ).
• Whether any vehicles in your fleet qualify for IFTA exemptions based on fuel type (e.g., natural gas), vehicle type, or special agricultural use categories.

Step-by-Step Overview

1. Gather all trip records for the quarter: each record should show the vehicle unit, date, trip origin and destination, route, and jurisdiction-specific miles driven.
2. Collect fuel receipts for the quarter: each receipt must show the date, purchase location (city and state or province), gallons purchased, fuel type, and vehicle unit number.
3. Summarize total miles driven per jurisdiction and total gallons purchased per jurisdiction across all qualified vehicles in the fleet for the quarter.
4. Calculate net fuel tax using the official current-quarter rate matrix for each jurisdiction — net tax equals fuel tax owed by miles minus fuel tax already paid at the pump in each jurisdiction.
5. File the quarterly return with your base jurisdiction by the due date and pay any net balance owed, or request a refund credit if total taxes paid exceeded taxes owed.

Common Mistakes

• Using a copied or prior-quarter tax rate table instead of the current-quarter official matrix — IFTA tax rates change every quarter and stale rates create balance-due errors or audit findings.
• Missing jurisdiction miles because a driver crossed a state or provincial border without recording the odometer reading or route in the trip log.
• Relying on fuel receipts that do not show the exact purchase location — receipts must identify the state or province of the fuel stop to prove which jurisdiction's tax was paid.
• Confusing the IFTA base jurisdiction (where quarterly returns are filed) with the IRP base jurisdiction (where vehicles are registered) — both are often the same state but administered by different agencies.