What if it Snows?

Perhaps, but they are not asking for any information regarding off-road fuel purchases.

I just completed the pre-audit questionnaire. A lot of questions regarding GPS related production of documents, electronic record keeping, etc. We use nothing but trip sheets based on odometer readings, that include fuel gallons purchased and the jurisdiction of each, and each corresponding dollar amount is recorded and reconciled via our accounting software.

I suspect the only thing that may present a problem is our four pickups that are not registered via IRP. A couple of them are licensed for 36K for pulling our gooseneck trailer. We purchase trip permits for these when entering other states (most of the time), and have no accounting for IFTA on these. One question asked was how trip permitted routes were accounted for on IFTA. For the moment I refuse to go through the IFTA/IRP system for pickups that spend 99.9% of the time under 12K gross. We shall see.

Edit to add: We do have full record keeping of fuel purchased for the pickups, we just do not distinguish miles per jurisdiction for them. Except for very rare circumstances when we need fuel to get to a fuel stop, we do not run red fuel in the pickups. I will admit to them that there have been rare occurrences (maybe five in the last 14 years), that we have put red fuel in a pickup. The only time we put red fuel in a big truck is in a dump truck that hauled on a forest service job exclusively for a month, and never left the forest service roads.

 

@D.Tibbitt , I don't know what method you are using to track all this stuff, and I am completely unaware of GPS IFTA tracking equipment, but as long as you can easily produce records of miles traveled and fuel purchased for each jurisdiction you should have no worries. They are asking for records from 4/1/19 through 3/31/22, but they will only look at samples from the time period unless something is amiss. The records do include vendor receipts though. When I was running OTR years ago I had trip envelopes printed up that had columns for miles per state and fuel purchases that I would enter on the outside of the envelope, and all pertinent paperwork was placed in envelope. That doesn't work for our current business, but it made for easy storage of all information. Maybe other guys can offer how they do it now, and whether or not scanning receipts etc. and electronically storing them is easier. I am a little surprised that they are going back three years, but it doesn't matter in our case.

 

For ifta it's getting tracked thru my elog and my fuel purchase are recorded from my fuel recipt into excel spreadsheet. And also saved electronically on my computer when efs sends me a fuel transaction receipt. The one thing I will have to do, is record the fuel gallons purchased to the state I purchased. I think I can do that with my elog by entering a fuel receipt.. Or maybe my fuel card has the info.. I'll have to look. That sounds like a huge pita to go thru. But I appreciate the detailed info . I know with my luck I will get audited like that at some point

 

I got to thinking earlier(Oh No!! Every time a woman says that to a guy she’s thinking of something you gotta go do or fix... but as a young cat.... ok a middle aged cat...) what makes a good Dad joke.

Yes, these are the things I think of when I’m sitting in my office chair.
The answer

When does a joke become a dad joke?
When the punchline is apparent.

Something on the line of..
What did one wall say to the other wall? “I’ll meet you at the corner.

Can February march
No, but April may.

Or
Why did the kid throw his clock out the window?
Because he wanted to see time fly.

Well. I’ve let everybody sleep in on this Sunday....
It is Sunday right...?
On this day, and now it’s omelet time.
Which is better than.

 

We don't have QC and only one truck even has the capability of ELD tied to the engine, and it is exempt. I think we have less chance of screwing things up the way we do it now than any other method that I know of because each trip mile for the quarter is added together and has to equal the total mileage for the quarter based on odometer miles. I suppose there are some truck GPS things that could track IFTA? That might be better or easier.