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How to File IFTA Reports Yourself ​

What is IFTA?

 

The International Fuel Tax Agreement (IFTA) is a cooperative agreement between 48 U.S. states and 10 Canadian provinces. It allows truckers to pay fuel taxes for travel across multiple jurisdictions by filing a single quarterly tax return in their base jurisdiction – the state/province where the vehicle is registered and licensed.

What Vehicles Require IFTA?

You need IFTA credentials if your vehicle meets any of these criteria:

– Has 3 or more axles, regardless of weight

– Has 2 axles and weighs over 26,000 lbs

– Is used in combination when the weight exceeds 26,000 lbs

What Do You Need?

– IFTA license and decals for qualified motor vehicles from your base jurisdiction

– Records of miles driven in each jurisdiction

– Fuel purchase receipts or IFTA fuel reports from your fuel card provider

– Access to current tax rates for each jurisdiction 

Step 1: Calculate Total Miles

Use GPS/ELD data or manual odometer readings to calculate total taxable miles driven in each jurisdiction for the quarter. Most define taxable miles as total miles, but some allow deducting trip permit miles.

Step 2: Record Fuel Purchases

Gather receipts/records for all fuel purchased, including:

– Date/Location

– Fuel type  

– Vehicle unit number

– Gallons purchased

– Price per gallon

– Driver’s name

 

Failing to include all purchases can lead to underreporting taxes. Fuel card reports summarizing purchases by jurisdiction are ideal.

Step 4: Calculate Gallons Consumed Per Jurisdiction

Gallons Consumed = Total Miles in Jurisdiction / Average MPG

Step 5: Calculate Tax Owed/Refund

Net Taxable Gallons = Gallons Consumed – Gallons Purchased

If positive, multiply by jurisdiction’s tax rate for tax owed

If negative, you are due a refund

Add Surcharge Tax (if applicable) = Gallons Consumed x Surcharge Rate

Check IFTA website each quarter for current rates, as they change

Step 6: Calculate Total

Sum all tax owed, refund amounts, and surcharge taxes for total IFTA amount due/refund

Step 7: File and Pay

E-file or paper file your return with your base jurisdiction quarterly by these deadlines:
Q1 (Jan-Mar): April 30
Q2 (Apr-Jun): July 31
Q3 (Jul-Sep): Oct 31
Q4 (Oct-Dec): Jan 31

Pay amount due online, by mail, or in-person.

Links for each state IFTA website provided bellow.

Tips for Easier IFTA Reporting

  • Use electronic logs or GPS to automatically track miles by jurisdiction
  • Get a fuel card that provides IFTA fuel purchase summaries by jurisdiction  
  • File online if your base state allows it – it does the calculations for you
  • Double check your math – underreporting triggers audits 
  • File on time – late filing brings penalties and potential license suspension
  • Keep all fuel receipts and mileage records organized 
  • If you operate in a single state, you still must file for that quarter  
  • Remember IFTA decals expire December 31 each year

State IFTA Website Links

Need Some Help With IFTA Reports? No Worries!

We’re here not only to show you the steps but to answer any questions you have or file IFTA reports for you!

Text/Call for ifta help: (360) 566-5798

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