I am getting audited in new york state ( home state)for fuel tax. What type of documentation do I need and what can I expect from this process?
IFTA Audit Ny
Discussion in 'Trucker Taxes and Truck Financing' started by fredrd, Sep 5, 2012.
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Fuel tickets,log books,trip sheets,anything to show proof of your mileage & fuel purchases.
I had a ifta/irp audit back in 08,the lady was real nice & easy to work with but it cost me some money due to poor record keeping which was entirely my fault.
Those problems have been taken care of though.I would rather have a compliance review than another one of those audit's & i have been through those also.
Good luck. -
Fuel tax auditors will want to see your detailed mileage records for the time period in question, you do keep some kind of trip sheet right?
All miles are taxable and they will look for missing miles based on the oddometer readings on your trip sheets, etc.
You should have listed any non-revenue miles like trips to the shop 'N stuff like that.
This gives them the actual miles traveled, hopefully you have records showing the miles traveled in every state as they are auditing for every state you traveled into.
Then they will want to 'prove' your fuel purchases by examining the reciepts.
They will not count any fuel reciepts that are incomplete.
They need to show the city/state of purchase, cost/gal and # of gal purchased, date and time. Any fuel purchased from the Indian Reservations will not count. Any fuel reciept w/ out all the needed info will not count.
Don't rely on fuel purchase summaries like you get from Com Data unless you have the reciepts to back it up!
They won't always accept invoices, etc.
Then they will calculate your IFTA again based on the fuel mileage from your approved fuel purchases and the audited miles by state.
Then they will charge you fuel tax for the difference plus penalties & interest.
I hope you kept some records....VIAJERO1A Thanks this. -
Four compliance review audits and two IFTA audits,i look foward to compliance reviews,hate IFTA. The only good thing is they will now accept detailed fuel card reports,since so many have went receiptless. If you didn't report those"personal"miles,look out. If you paid all fuel purchases with cash,expect your fuel mileage to be looked at close. Had an O/O that padded his fuel mileage by pumping from the reefer to the tractor and they caught it.He was already gone but it cost me penaltys and interest.
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From the audits that I have been through, pretty much all of the above will answer your questions. I would add one other thing, the last time the lady explained that they are looking for unaccounted for miles, such as going east on I-24 from Nashville to Chattanooga where you leave the state of Tennessee and enter the state of Georgia for a few miles, then come right back in to Tennessee. Another area is going around Cincinnati on the south and west sides on the bypass, where you leave Kentucky, enter Indiana, enter Ohio, then get on I-74 west to enter in to Indiana again if this is your routing. She said that once she noticed that I had entered all these state line mileages correctly that she was pretty confident that my mileages were going to be right on target. I guess that there are some that would leave out the Georgia miles or perhaps the first three or four miles of Indiana to make it easier on themselves. The reason that they are doing an audit on you is not necessarily because they suspect your off on your mileage, but because all of the states have an agreement to do so many audits per year. Here's a good way to look at it, IFTA and IRP are ssssoooo much easier than the old days when you couldn't go a week without getting a permitting inquiry, form, or assessment of tax due from one state or another, now all the states are bundled together, with the exceptions of Oregon, New Mexico, Kentucky, and New York. No complaints here.
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I have a question about reefer fuel. Is the tax refunded and you are just paying base price of diesel? I am under the impression to simply look for the lowest price and that the entire amount is to be written off. I am a Canadian but buy most of my fuel in the USA. How does the IFTA part work for reefer?
Right now my loads are to be run on continuous. Sometimes I can get away with cycle sentry mode. This will make a big difference as far as consistency in reefer fuel goes. My authority is new and my first IFTA filing will be 3rd quarter this year. Thank you -
gokiddogo Thanks this.
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Yes I always have it detailed on the fuel receipt. So basicly any fuel you put in the reefer, ALL that tax will be deemed as a credit, correct? This is how I thought it works. If reefer fuel is not subject to road use tax, in theory, could you burn colored fuel in it? Will it ever be dipped?
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gokiddogo Thanks this.
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What if you dont have trip sheets, what other proof of a trip can be provided instead?
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