ExpressIFTA Blog

Monday, December 31, 2012

New Year's Wishes From ExpressIFTA





As the year draws to a close, at ExpressIFTA our thoughts turn gratefully to those who have made our success possible. It is in this spirit we say thank you and best wishes for a happy and prosperous New Year.

We will be closed on Monday, December 31  for New Year’s but will still offer limited email support.  Happy New Year from everyone at ExpressIFTA.
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Friday, December 28, 2012

What Information Is Required on IFTA Distance Records?

Detailed distance records which show operations on an individual-vehicle basis must contain, but not be limited to:

  • Taxable and non-taxable usage of fuel;
  • Distance traveled for taxable and non-taxable use; and
  • Distance recaps for each vehicle for each jurisdiction in which the vehicle operated.

An acceptable distance accounting system is required and supporting information should include:

  • Date of trip (starting and ending);
  • Trip origin and destination;
  • Route of travel (may be waived by base jurisdiction);
  • Beginning and ending odometer or hubodometer reading of the trip (may be waived by base jurisdiction);
  • Total trip miles/kilometers;
  • Miles/kilometers by jurisdiction;
  • Unit number or vehicle identification number;
  • Vehicle fleet number;
  • Registrant's name; and
  • may include additional information at the discretion of the base jurisdiction.

Maintaining good records will help you should you ever undergo an IFTA audit and it makes preparing your IFTA returns even easier.

ExpressIFTA enables you to prepare your IFTA return quickly and easily.  To get started today go to ExpressIFTA.com or contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Wednesday, December 26, 2012

What Information Is Required on IFTA Fuel Records?


Complete fuel records of all motor fuel purchased, received, and used in the conduct of its business must be maintained. Separate totals must be compiled for each motor fuel type and retail fuel purchases and bulk fuel purchases are to be accounted for separately.

The fuel records shall contain, but not be limited to:

  • The date of each receipt of fuel;
  • The name and address of the person from whom purchased or received;
  • The number of gallons or liters received;
  • The type of fuel; and
  • The vehicle or equipment into which the fuel was placed.

Retail purchases must be supported by a receipt or invoice, credit card receipt,
automated vendor generated invoice or transaction listing, or microfilm/microfiche of the receipt or invoice. Receipts that have been altered or indicate erasures are not accepted for tax-paid credits unless the licensee can demonstrate the receipt is
valid. An acceptable receipt or invoice must include, but shall not be limited to, the following:

  • Date of purchase;
  • Seller's name and address;
  • Number of gallons or liters purchased;
  • Fuel type;
  • Price per gallon or liter or total amount of sale;
  • Unit numbers; and
  • Purchaser's name

A licensee may claim a tax-paid credit on the IFTA tax return for bulk fuel only
when the bulk storage tank from which the fuel is withdrawn is owned, leased or
controlled by the licensee; the fuel is placed into the fuel tank of a qualified motor
vehicle; and either the purchase price of the fuel includes tax paid to the member
jurisdiction where the bulk fuel storage tank is located or the licensee has paid
fuel tax to the member jurisdiction where the bulk fuel storage tank is located.

Bulk fuel records must contain the following:

  • Date of withdrawal;
  • Number of gallons or liters;
  • Fuel type;
  • Unit number; and
  • Purchase and inventory records to substantiate that tax was paid on all bulk purchases.

Maintaining good records will help you should you ever undergo an IFTA audit and it makes preparing your IFTA returns even easier.

ExpressIFTA enables you to prepare your IFTA return quickly and easily.  To get started today go to ExpressIFTA.com or contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Monday, December 24, 2012

ExpressIFTA Wishes You A Safe and Happy Holiday Season



At this joyous time of year, we at ExpressIFTA are grateful for our work with you.

Our Holiday Schedule:
Monday, December 24 & Tuesday, December 25, Closed for Christmas
Monday, December 31  Closed for New Year’s
We will still offer limited email support on these dates.

We wish you abundance, happiness, and peace in a new year filled with hope. Happy holidays from everyone at ExpressIFTA.

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Friday, December 21, 2012

Get Prepared for 4th Quarter IFTA Filing

The deadline to file your 4th Quarter IFTA Return is January 31, 2013. A Quarterly IFTA Tax Return must be filed even if the licensee does not operate or purchase any taxable fuel in an IFTA member jurisdiction during the specific quarter.


You will need to separate your mileage and fuel records for each fuel type.
If you travel in New York, Kentucky, New Mexico, or Oregon you will also need to file their Weight Distance Tax Return.

What you need:

  1. Mileage log-whether you use manual trip sheets, GPS, or electronic trip sheets; it is not only necessary to have in order to file your quarterly IFTA Return, but you will need these if you are ever audited.
  2. Fuel Receipts-you will need to know how many gallons of fuel were purchased in each state.

Options to prepare and file your return:

  1. Doing it yourself, you can calculate your own return by hand and mail or E-File the return. To find out the current tax rate for each state go to www.iftach.org.
  2. Using a software program that will calculate your return for you, like ExpressIFTA.com, which will reduce the chances of miscalculations?
  3. Paying someone else to do it, you can use a CPA or a process agent, like Truck Services of North America and let them take care of preparing and filing the return for you.

Regardless of the method you choose to file your 4th Quarterly IFTA tax return, it is crucial to maintain accurate records and file your returns by the January 31st deadline to avoid penalties. To get started today go to ExpressIFTA.com or contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Wednesday, December 19, 2012

How To Add IFTA Miles Using Trip Sheets






With ExpressIFTA, you can add mileage using odometer entries or trip sheets.  The video above walks you through the process of using trip sheets step by step.  

ExpressIFTA enables you to prepare your IFTA return quickly and easily.  To get started today go to ExpressIFTA.com or contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Monday, December 17, 2012

How To Add Mileage Using Odometer Entries in ExpressIFTA





With ExpressIFTA, you can add mileage using odometer entries or trip sheets.  The video above walks you through the process of using odometer entries step by step.  

ExpressIFTA enables you to prepare your IFTA return quickly and easily.  To get started today go to ExpressIFTA.com or contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Friday, December 14, 2012

How To Use ExpressIFTA from ExpressTruckTax





ExpressIFTA is here to help take the hassle out of preparing your IFTA fuel tax return. We are an industry leader offering in offering truck tax solutions with the best value and prices in the trucking industry. With ExpresIFTA you can quickly and easily keep track of your mileage, fuel purchases and more at no charge - you pay only when we prepare your IFTA fuel tax return. You can choose to enter your information throughout the quarter by trip sheet or through our quick entry system.


After you have entered your mileage and your fuel purchased for the quarter, you can click on ‘Continue IFTA Return.’ You will be given a couple options, if they apply, click ‘yes’ and they do not, simply click ‘continue.’

You will see the current tax due, penalties and/or credits, then click ‘Save and Continue.’  ExpressIFTA walks you through the process step by step. To find out more about IFTA filing or get started today, contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Wednesday, December 12, 2012

Clarification on IFTA Grace Period

We have received many calls regarding the “grace period” for IFTA Credentials.  And we must not be the only ones because the IFTA Association released a memorandum on November 15, 2012 to clarify this subject.

Their memo states:
Please be advised that IFTA License Renewals for 2013 MUST BE FILED WITH YOUR BASE JURISDICTION BEFORE THE END OF 2012.  The two-month grace period is for display of renewal credentials, not to file your renewal application for those credentials.

See the full memo for specific details. If you have not already renewed your IFTA credentials you need to do so before December 31, 2012 to avoid possible penalties.   

Be advised that your IFTA account must be in good standing, which means you must have filed all Quarterly Returns and paid any taxes due.  ExpressIFTA enables you to prepare your IFTA return quickly and easily.  To get started today go to ExpressIFTA.com or contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Tuesday, December 11, 2012

Important IFTA Renewal Information

IFTA is the International Fuel Tax Agreement between the 48 contiguous States and 10 Canadian Provinces, where the member jurisdictions act cooperatively to administer and collect motor fuel use taxes.

The purpose of IFTA is to establish and maintain the concept of one fuel use license and one administering base jurisdiction for each license holder (licensee). Under IFTA, you only have to report to one state and the state allocate the fuel tax payments.  For more details see http://www.iftach.org.

The IFTA license is renewed annually and due December 31, 2012.  Some states mail renewal papers out, but be aware that some states no longer mail out renewal papers.  The renewal process varies from state to state with some states offering online renewal and others require electronic renewals, while others renew IFTA licenses automatically as long as the carrier is current with quarterly filings and any monies due.

Your IFTA license will not be renewed if your account is not in good standing.  What that means is you are current with your Quarterly IFTA filing and no money is due.  If you missed any quarterly filing, you will want to file immediately so your IFTA license will be renewed.

If you do not receive renewal papers in the mail, it does not mean you do not have to renew.  You are still responsible to renew your IFTA license by the December 31st deadline.  Carriers renewing their IFTA license and decals have a two-month grace period (January and February) to display the renewal IFTA license and decals The two month grace period is for display of renewal credentials, not to file your renewal application for those credentials. Renew your IFTA license on time to avoid possible penalties.

To get started today go to ExpressIFTA.com or contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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Friday, December 7, 2012

Be Prepared for an IFTA Audit


Base jurisdictions are required to audit 3% of the IFTA accounts that are required to report per year, excluding new accounts.  You can prepare yourself by keeping accurate records.
Supporting Documents Required:
1. Completed copy of a driver trip record or trip sheet from one of the 12 most  recent quarters.

  • Date of the trip (starting and ending)
  • Trip origin and destination
  • Route of travel and/or beginning and ending odometer or hubometer reading of the trip
  • Total trip miles or kilometers
  • Miles/kilometers by jurisdiction
  • Unit number or vehicle identification number
  • Vehicle fleet number
  • Registrant's name
  • Trailer number
  • Driver’s signature and/or name
  • Fuel Purchases

2. Copy of an actual Over-the-Road fuel receipt.
3. Completed copy of a bulk fuel withdrawal log, if applicable.
4. Copy of monthly or quarterly summary, if applicable.
5. Detailed equipment list including the make, model, and gross weight for IFTA qualified units.

Your Distance Records should include taxable and non-taxable fuel use, distance traveled for each, and distance traveled in each jurisdiction.

Fuel Records should include date of receipt, name and address where fuel was purchased, number of gallons purchased, and fuel type.  Separate records must be kept for each fuel type and bulk fuel purchases.  If you operated under a trip permit, keep a copy of that permit and do not record those fuel purchases on your IFTA report.

You want to be sure that your reports are accurate and legible, including your fuel receipt copies.  All information needs to be complete with no gaps between mileage. Incomplete, inconsistent or illegible records may require you to produce secondary documents.

You are required to keep your records for 4 years from the return due date or filing date, whichever is later, plus any time period included as a result of waivers or jeopardy assessments. If a licensee fails to provide the required records for audit, the 4 year retention requirement is extended until the required records are provided. It is well worth the time to get a good recordkeeping system in place and to maintain those records on a consistent basis.  This is vital in determining how the audit process will play out, should you ever find yourself in that situation.

ExpressIFTA is an industry leader offering truck tax solutions with the best value and pricing in the trucking industry. With ExpressIFTA entering your mileage and fuel details has never been easier. There is no cost to sign up and there are no monthly fees or contracts with ExpressIFTA.

Our program provides accurate fuel tax calculation and we support all 48 states that participate in IFTA.  This will eliminate the most common errors that occur with the IFTA Quarterly Tax Return, which are mistakes in math calculations. Our simple entry for odometer readings and the ability to maintain distance and fuel records online, makes it easy to keep track of your mileage and fuel purchases.  

To find out more about IFTA filing or get started today, contact our friendly Express Tax Support Center in Rock Hill, SC  at 704.234.6005 between the hours of 8am – 6pm EST, Monday through Friday or email us at support@expressIFTA.com.
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