The purpose of this presentation is to give
motor carriers and owner/operators an idea of what fuel records must be retained and
what qualifies as an acceptable receipt under the International Fuel Tax Agreement, or IFTA. The licensee must maintain complete records
of all motor fuel purchased, received, and used in the conduct of its business. Separate totals must be compiled for each fuel type. Retail fuel purchases and bulk fuel purchases
are to be accounted for separately. Bulk fuel records are covered in another presentation. Reefer fuel and diesel exhaust fluid, or DEF,
are not included in the number of gallons purchased. Retail purchases must be supported by a receipt
or invoice, credit card receipt, or automated vender generated invoice. Receipts that have been altered are not accepted
for tax-paid credits unless the licensee can demonstrate the receipt is valid. Receipts for retail fuel purchases must identify
the vehicle by the plate or unit number or other licensee identifier, as distance traveled and fuel consumption
may be reported only for vehicles identified as part of the licensee’s operation. An acceptable receipt or invoice must include,
but is not limited to, the following… Date of purchase, Seller’s name and address, Number of gallons purchased, Fuel type, Price per gallon and total amount of sale, Unit numbers, and purchaser’s name. Fuel purchased under the International Fuel
Tax Agreement must be reported quarterly. When filing quarterly returns, fuel that is
not supported by a receipt should not be claimed for jurisdiction credit but should be included
in the total fuel formula for correct MPG calculation. The International Fuel Tax Agreement requires
licensees to keep fuel receipts for four years from the due date of the quarterly return. This is a sample trip sheet. You can find
a copy located on our website via the link provided. This is an example of a trip that starts in
Madison, Wisconsin and goes to Los Angeles, California. The fuel that was purchased is listed on the
trip sheet and includes the number of gallons purchased as well as the seller’s name and
address. The International Fuel Tax Agreement requires
distance and fuel summaries noting distance traveled and fuel obtained in each jurisdiction
to be summarized monthly and quarterly. This is an example of a monthly fleet mileage
and fuel summary. It is located on our website via the link posted. Please remember to keep fuel receipts. It
is not enough to just write them down on the trip sheet or the summary sheet. We are here to help. You can contact us at 608.264.7239 or at [email protected] Thank you for watching.

Author Since: Mar 11, 2019

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