ExpressIFTA Blog

Thursday, April 30, 2015

Today Is The 1st Quarter IFTA Deadline

The 1st Quarter IFTA Deadline is here! 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 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. Under IFTA, you only have to report to one state and the state allocate fuel tax payments. 

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. If you hold an IFTA license, a return must be filed each and every quarter, regardless if you operated or not. You will simply enter "0" when filing the return.

IFTA Late Penalties
It is very important to file quarterly IFTA returns on time to avoid possible penalties. ExpressIFTA.com makes filing your IFTA return a breeze, just enter your trip information and we automatically calculate the tax due. If you do file past the deadline, which is today, here are the IFTA Late Penalties...

A penalty of $50.00 or 10% of the net tax liability, whichever is greater, will be assessed on late-filing reports, failure to file, or for underpayment of tax due. If the net tax liability is zero or a credit, the late filing penalty will still be $50.00. To avoid a penalty for late filing, the tax reports must be postmarked no later than midnight on the date indicated. If the last day of the month falls on a Saturday, Sunday, or legal holiday, the next business day will be considered the deadline.

Interest is computed on all delinquent tax due to each jurisdiction at a rate of .4167% per month. Even if you have a net refund, interest still applies to each jurisdiction for any underpayment of fuel use tax to that jurisdiction and is calculated beginning the day after the due date of the return for each month, or fraction of a month, until paid.

2nd Quarter IFTA Return Information
The 2nd Quarter Reporting period is April-June, so the filing deadline will be July 31st. If you have any questions about filing your IFTA Return, please do not hesitate to contact our US-based support team located in Rock Hill, SC via phone: 704-234-6005 or email: support@expressifta.com. You can read more about IFTQA by visiting:





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Wednesday, April 29, 2015

1st Quarter IFTA Deadline is April 30th!

The 1st Quarter IFTA Deadline is TOMORROW! If you haven't filed yet, you still have time. ExpressIFTA.com is your solution to quickly preparing your IFTA Return with only hours left until the deadline.

What You Need
You will need your mileage and fuel purchase receipts for the months of January-March. This will include total miles traveled in all jurisdictions and total gallons of fuel used in all jurisdictions.

Generating Your IFTA Return
ExpressIFTA provides a few different ways for you to input your mileage, including:
  • Trip Data Entry: you can input trip specific details including fuel purchases and distances you travel on a specific trip using our Trip Sheets options.
  • Quick Entries: you can enter your IRFTA details for the entire quarter at your own pace. You can choose to do this based on your odometer readings or distance records. 
  • GPS Upload: you can upload your miles from your GPS. If you don't see your GPS platform, contact the ExpressIFTA Support Team and we can add it. 
Once you have all your mileage and fuel information in, our system will automatically calculate the tax owed. You can see the entire process in action with this video:


If you have any questions when creating your IFTA return, don't hesitate to contact the ExpressIFTA Support Team via phone: 704-234-6005 or email: support@expressIFTA.com.

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Tuesday, April 28, 2015

IFTA Audit Crash Course

You may not have won the IFTA Audit lottery, but your name is always in the drawing. Little fun fact: 3% of IFTA license holders are subject to an IFTA Audit every year. It really doesn't matter if you are the master of IFTA filing and you have never fudged your miles, anyone with an IFTA license is subject to be called for the wonderful experience of an IFTA Audit. But don't let this tiny bit of information stress you out. It's not as bad as it sounds.

What is an IFTA Audit?
An IFTA audit is the evaluation and verification of mileage and fuel figures reported on the IFTA quarterly tax return.

Who may be subject to an IFTA audit and why?
Any registrant licensing or registering qualified motor vehicles, or that is required to license or register qualified motor vehicles, is subject to an audit with IFTA. For the purpose of determining whether such registrant is maintaining acceptable records, filing correct applications, and paying correct registration fees or taxes as required.

What is the IFTA audit process?
1) Taxpayer may be contacted by phone and/or an audit contact letter may be mailed with auditor's name and phone number including year(s) to be audited.
2) Auditor arrives on location and begins the opening audit conference (or you could be asked to send in records) and confirms general data filed on return, internal control evaluation, and nature of operations.
3) Request records agreed upon previously with mileage records, fuel records, and any other requested data related to your IFTA operations.

What documents will be examined?
The auditor will be looking over your records, more specifically they will be examining...
- Individual trip records in detail
- Calculate trip mileage based on routes of travel using map miles/mileage software
- Examine the continuity of odometer or hub meter reading to determine total elapsed miles
- Reconciliation of Mileage Source Documents and Summaries to IFTA quarterly tax returns

What are the best ways to avoid an IFTA audit?
Like I said at the beginning, base jurisdictions are required to audit 3% of the IFTA accounts that are required to report per year, excluding new accounts. The best way to prepare yourself is by keeping accurate records.
- 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.
- 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.

ExpressIFTA.com provides accurate fuel tax calculation and support for all 48 states that participate in IFTA. 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. ExpressIFTA helps to eliminate common errors by doing all the calculations for you so you can easily e-file your IFTA Quarterly Tax Return.

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Monday, April 27, 2015

Filing Your 1st Quarter IFTA with ExpressIFTA

The 1st Quarter IFTA deadline is Thursday April 30th! If you haven't filed yet, don't worry ExpressIFTA.com has everything you need to generate your IFTA return. Deadlines always heighten stress levels, so let's go over exactly what you need to do in order to complete your return and have your IFTA filed on time...

Note: If you haven't already, you will need to create an account with ExpressIFTA.com. It takes just a second and you will need your business and truck information. If you have an account with ExpressTruckTax.com, then your ExpressIFTA account is already set up; just log into your ExpressTruckTax account and click on the IFTA tab at the top of the page.

Step 1. The Gathering
To make this whole process a lot easier, it helps to have all the required information ready. Here is what you will need:
  • Total miles traveled by the licensee's "qualified motor vehicles: in all jurisdictions. All miles, really means All Miles, this includes: taxable and non-taxable, IFTA and non-IFTA, also including permit miles. 
  • Total gallons of fuel consumed, taxable and on-taxable, by the licensee's qualified motor vehicle in all jurisdictions, IFTA and non-IFTA. Basically all fuel consumed by your truck whether you were operating or not, but this does not include reefer fuel.
  • Total miles and taxable miles traveled in each member jurisdiction
  • Taxable gallons consumed in each member jurisdiction
  • Tax-paid gallons purchased in each member jurisdiction
You also have the option to upload your miles from your GPS, and not even worry about hand written documents. If you don't see your GPS platform listed, contact our Support Team (info below) and we can add it. 

Step 2. Competing The Form


This part is super simple. You just enter in your mileage and fuel purchased for each trip. You will select a state and enter your miles. Remember to double check your miles and make sure you entered the numbers correctly. That's really all there is to entering your mileage and fuel information. 

Step 3. The End Is Near
Once you have all your trip information entered and you are positive all the info is correct, select the 'Continue IFTA Return' button and you will be given a few options; if they apply, click yes and if they don't, click continue. Yes, it is really that easy. 

Our System does all the calculations for you based on the data entered. The system also runs a diagnostic report to review any possible errors based on the estimated Miles Per Gallon. If you have any questions along the way or need assistance uploading your miles, give the ExpressIFTA team a call. We are always prepared to help you and you can reach us via phone: 704-234-6005 or email: support@expressIFTA.com

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Thursday, April 23, 2015

Top 5 IFTA FAQs

Honestly, you can never ask enough questions when it comes to filing your IFTA return. For your 1st Quarter IFTA Deadline (which is April 30th!) I have put together the top 5 questions asked about IFTA filing...

1) Do I file a quarterly fuel tax return if I didn't run during the quarter?
Yes, you still need to file a quarterly fuel tax return even if you did not operate during the IFTA quarter. If you hold an IFTA license you must file every quarter for your license to remain valid. You will simply file a "Zero Miles Report." To do so, generate an IFTA return without entering any mileage or fuel data onto the form. You will see on the IFTA Return Option page and option for you to select "NO" for no operation.

2) Can I file an IFTA return online after the due date for the reporting period? 
You can generate your IFTA return with ExpressIFTA.com after the due date, but I would strongly recommend you not to. The penalties are extremely costly and could really set you back, even shut you down until it's all taken care of. Check out my blog I wrote on IFTA penalties.

3) If I make a mistake on my IFTA return, can I correct it?
Mistakes happen, we're only human. You can amend a previously filed return at no extra cost with ExpressIFTA.com. If you discover an error, all you have to do is go back into your ExpressIFTA account and open the originally generated return that is in question. All fields can be corrected.

4) Why has my IFTA License been revoked?
If you do not comply with provisions of the IFTA Agreement, your base jurisdiction may revoke your IFTA license. Your base jurisdiction may take this action if you do not:

  • Comply with all provisions of the IFTA Agreement and your respective base jurisdiction fuel tax laws and regulations
  • File a quarterly fuel tax report
  • Pay all taxes due to all member jurisdictions
  • Pay the amount due on an audit billing or fail to petition for reconsideration within the established time period
  • Operate interstate
5) Are there penalties for travelling without valid IFTA credentials or a fuel trip permit?
Fines, penalties, and citations will be issued if you travel into a state without valid IFTA credentials, or a temporary trip permit. These range from $100 to $500 and may also call for vehicle seizure in which you would be required to pay additional costs. You will also be required to purchase a temporary permit before operating within the state. 

If you have any questions that you can't find an answer to when it comes to e-filing your IFTA return with ExpressIFTA, give us a call. Our US-based support team can be contacted via phone: 704-234-6005 email: support@expressIFTA.com
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Tuesday, April 21, 2015

Filing Your 1st Quarter IFTA | What You Need

Have you filed your 1st Quarter IFTA return yet? Honey, that deadline is coming up quick and I can help you get everything together so you can file and get it over with. It's not as dreadful as you may think and you already have the information you need; we just need to organize it a bit. Let's roll on through what you need so you can get started...

What You Need To File
Mileage log - However you track your mileage (manual trip sheets, GPS, or electronic trip sheets) you will need your documented mileage to file your IFTA Return.

Fuel Receipts - You will need to enter the amount of gallons of fuel that were purchased in each state. If you are filing for multiple trucks and you have different fuel types, you will need to separate your receipts for each fuel type.

Before you start filing, go ahead and get everything organized by month. For your 1st Quarter IFTA return you will be reporting mileage and fuel for the months of January, February, and March. Once you have everything organized by month, then get your trips in order. This way you can just go down the list and easily enter the state, mileage, fuel and not have to stop to look for information.

If you have questions about non-taxable and taxable miles, check out my blog - Taxable & Non-taxable IFTA Miles | Everything You Need To Know

Know Your IFTA Tax Before You File
Before you even start filing your IFTA return, you can know how much your IFTA tax will be (if any). All you need to do is download our free IFTA Fuel Tax Calculator App - available for download on App Store and Google Play - and enter in your trip information. You don't have to sign up for an account or anything; you simply open the app and start entering your information.

How To Generate Your IFTA Return
ExpressIFTA.com provides everything you need to generate your IFTA return in no time. Head on over to my blog - How To File Your 1st Quarter IFTA Return - for all the information.

If you have any questions about generating your IFTA return with ExpressIFTA.com, contact the ExpressIFTA Support Team via phone: 704-234-6005 or email: support@expressifta.com.

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Thursday, April 16, 2015

How To Prepare For An IFTA Audit

Did you know that any IFTA license holder is subject to an IFTA audit? According the IFTA legislation, 3% of IFTA license holders are required to be audited every year. So really anyone is up for the wonderful opportunity to be audited, but it really isn't that bad. ExpressIFTA can make all your stress of an IFTA audit disappear because you can easily keep track of all your records and access them at any time. Let's go over all the preparations so you can handle an IFTA audit like a BOSS...

What Records Do You Need?
IVMRs
Under IFTA and IRS is the "Individual Vehicle Mileage Record" (IVMR). The IVMR is the original record generated in the course of actual vehicle operation and is used as a source document to verify the registrant's application or fuel report for accuracy.

The IVMR must show:
1) Date of the trip (starting and ending)
2) Trip origin and destination
3) Route of travel and/or beginning and ending odometer or hubometer reading of the trip
4) Total trip miles or kilometers
5) Miles/kilometers by jurisdiction
6) Unit number or vehicle identification number
At the discretion of the base jurisdiction, the following information may also be required
7) Vehicle fleet number
8) Registrant's name
9) Trailer number
10) Drivers signature and/or name

Distance Records
IFTA & IRS license holders must keep detailed distance records showing operations on an individual-vehicle basis. For IFTA, these operational records should also contain:

- Taxable and non-taxable fuel use
- Distance traveled for taxable and non-taxable use
- Distance recaps for each vehicle for each jurisdiction in which the vehicle operated

When recording the mileage of an apportioned vehicle, all movement (interstate and intrastate) must be included, as well as loaded, empty, dead-head and/or bobtail miles or kilometers. Distance must also be recorded when apportioned units are operated with trip permits.

Fuel Records
IFTA licensees must maintain complete records of all motor fuel purchased, received, and used while conducting their business. Separate totals must be compiled for each motor fuel type. Also, retail fuel purchases and bulk fuel purchases must be accounted for separately.

Fuel records should include:
- The date of each receipt for fuel
- The name and address of the person from whom the fuel was purchased or received
- The number of gallons/liters received
- The type of fuel
- The vehicle or equipment into which the fuel was placed.

When an IFTA qualified vehicle is operated under a trip permit, fuel purchases do not need to be recorded and the furl purchases do not need to be reported on the quarterly tax return. A copy of the trip permit must be retained.

Tax Paid Retail Fuel Purchases
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. Any receipts that have been altered or have signs of erasures are not accepted for tax-paid credits unless the licensee can demonstrate the receipt is valid.

Retail fuel purchase receipts must identify the vehicle by the plate or unit number or other licensee identifier because distance traveled and fuel consumed may be reported only for vehicles identified as part of the licensee operation.

Acceptable receipts must include:
- 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
- Purchaser's name

A good record keeping system is well worth the time and effort to implement and maintain. The quality of your IFTA records and how you manage them will directly affect the ease or difficulty of an audit. Well managed records will impact your bottom-line by reducing penalties and assessments.

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Tuesday, April 14, 2015

How To File Your 1st Quarter IFTA Return

The 1st Quarter IFTA Deadline is April 30th and you can have your IFTA return prepared quickly with ExpressIFTA.com. Generating your IFTA return is easy and with ExpressIFTA you can have everything finished well before the deadline so you avoid those costly late penalties.

Your Basic IFTA Info
The International Fuel Tax Agreement requires all qualified motor vehicles to file an IFTA return each quarter if the qualifying heavy vehicles were operating in a least 2 of the IFTA member jurisdictions. NOTE: The IFTA jurisdictions include the 48 contiguous states of the US and 10 Canadian provinces bordering the US. Vehicles operating within these jurisdictions must have an IFTA license and file a quarterly IFTA return with their base jurisdiction. A vehicle's base jurisdiction is the state or province in which the vehicle is registered.

How To File Your IFTA Return with ExpressIFTA.com
If you don't already have an account with ExpressIFTA, you will need to create one with your business information, base jurisdiction, and IFTA license number.

Step 1 - Select the units of measurement that you will be using (miles, kilometers, gallons, liters, etc.)

Step 2 - Enter your mileage. There are a few different ways to do this depending on how your track your miles. You can enter them manually, upload via Excel file, or GPS download (if you do not see your GPS platform on our list, contact our Support Team and we can add it for you).

Step 3 - Our system will run a quick error check to make sure everything lines up correctly and there is any required information missing. Then we will automatically calculate your IFTA tax.

Step 4 - Generate your return and that's all there is to it. If you have any questions about your state jurisdiction's filing requirements you can find them on our IFTA States Page.



Know Your IFTA Tax Before You File
You can plan your IFTA tax before you even file so you are fully prepared for your 1st Quarter IFTA Deadline. ExpressIFTA released the IFTA Fuel Tax Calculator App - available for free download on App Store and Google Play - so you know how much your IFTA tax will be before you file. 

If you have any questions about generating your IFTA Return with ExpressIFTA.com, contact the ExpressIFTA Support Team via phone: 704-234-6005 or email: support@expressifta.com 

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Wednesday, April 8, 2015

Taxable & Non-taxable IFTA Miles | Everything You Need To Know


When preparing your IFTA return with ExpressIFTA.com it is good to know the difference you will between taxable & non-table miles. Here is a quick guide to help you know what is what and make your IFTA filing easier.

What are non-taxable miles?
In all jurisdictions fuel, trip permit miles are not taxable miles. When filling out your IFTA return, you will include fuel permit miles in the total miles section on the return. You don't need to include the miles in the taxable miles for the jurisdiction that issued the permit.

What about toll miles?
Toll miles are considered taxable miles. You will include them on your IFTA return.

What about exempt miles?
Exempt miles are used to calculate the mpg, but are not used in calculating the taxable gallons. When filling out your IFTA return, you will see the total miles and the total taxable miles which will include the calculation of the exempted miles.

To determine what miles are exempt, you will need to contact your state jurisdiction.

Did you know you can know your IFTA tax before you file?
You can know your IFTA tax before you file using our IFTA Tax Calculator App - download free on  App Store and Google Play. You don't need to create an account or enter in any business information. All you do is set your state jurisdiction and start entering your trip info (state and miles) and that's it. It's super easy and lets you plan your IFTA payment. Check out the video to find out more:


If you have any questions about preparing your IFTA return with ExpressIFTA.com, contact our Support Team via phone: 704-234-6005 or email: support@expressifta.com

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Monday, April 6, 2015

Maintaining Your IFTA Records

Have you been keeping up with your IFTA Records? It is very important to keep accurate records in case you are ever requested to participate in an IFTA audit. As stated in the IFTA Procedural Manual, you are required to maintain your records for 4 years from the due date or the quarterly tax return, whichever is later, plus any time period included as a result of waivers or jeopardy assessments. Records may be kept on microfilm, microfiche, or other computerized or condensed record storage system acceptable to the base jurisdiction. Non-compliance with any record keeping requirement may result in the revocation of the license. 

Record Keeping Requirements:

1. 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. 

2. An acceptable distance accounting system is required, and supporting information should include:
- Date of trip (starting and ending)
- Trip origin and destination
- Route travel ( may be waived by base jurisdiction)
- Beginning and ending odometer or hub odometer reading of the trip (may be waived by base jurisdiction)
- Total trip miles/kilometer
- Unit number or vehicle identification number
- Vehicle fleet number
- Registrant's name
- May include additional information at the discretion of the base jurisdiction

Fuel Record Requirements

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.

1. The fuel records shall contain, but not be limited to the following:
- The date of each receipts of fuel
- The name and address of the person from whom fuel was purchased or received
- The number of gallons or liters received
- The type of fuel
- The vehicle or equipment into which the fuel was placed

Fuel Receipt Requirements

Retail purchases must be supported by a receipt, invoice, credit card receipt, automated vendor generated invoice or transaction listing, or microfilm/microfiche of the receipt of 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. 

1. 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
- Purchaser's name

Bulk Fuel Records

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. 

1. Bulk fuel records must contain the following:
- Date of withdrawal
- Number of gallons or liters
- Fuel type
- Unit number
- Purchase and inventory records to substantiate that taxes were paid on all bulk purchases.

To sum everything up, you want to keep all your fuel receipts and maintain detailed distance records. ExpressIFTA makes it easy to keep accurate trip sheets/distance records and you can keep track of your fuel receipts. If you ever have any questions about e-filing your IFTA return, contact our US based support center, in Rock Hill SC, via phone: 704-234-6005 or email: support@expressIFTA.com.
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Wednesday, April 1, 2015

1st Quarter IFTA Filing Starts Today!

Happy April! The sun is shining, the birds are chirping, and 1st Quarter IFTA Filings has started. Oh, what a wonderful time of year. Filing your IFTA return doesn't have to be complicated and shouldn't require a giant chunk of your time. If you have ever filed your IFTA the old school way with all that paper, you probably don't believe me when I tell you it shouldn't ever be like that. One of the best ways to prepare your IFTA return is through ExpressIFTA.com. It's easy to use and you don't have to deal with all that extra paperwork or second guessing if you entered the right information or not. Let's go over the process so you can see how easy it is for yourself...

How To Generate Your IFTA Return with ExpressIFTA.com
After creating an account with ExpressIFTA with your basic business information, it's time to get started.

Before you start entering mileage, you will need to select the units of measurement (miles, kilometers, gallons, liters, etc.). Once that is done, you simply choose the state, enter the miles, and enter the fuel purchased. There are a few options available to enter your mileage and you and find more information on them in my previous blog - 1st Quarter IFTA Filing Starts April 1st

Check out this video that shows how everything works.


When all your information is entered, our system will run a quick diagnostic check to make sure your trips line up and there isn't any missing information. Then our system will automatically calculate the fuel tax owed (or owed to you). 

When everything is good to go, you will be prompted to the filing instructions for your set base jurisdiction and to pay the filing fee. It really is simple. You can even find out the amount of IFTA fuel tax you will owe before you file with our IFTA Fuel Tax Calculator App - available on App Store and Google Play. 

If you have any questions about generating your IFTA Return with ExpressIFTA, contact the ExpressIFTA Support Team via phone: 704-234-6005 or email: support@expressifta.com

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