Question on finer points of figuring IFTA...

Ok, everyone prepares their IFTA different, so let's atleast get the ball rolling here. I use odometer readings. I look down as I cross a state line and "try" to remember the #. As for end of the month falling mid trip, I do split the miles for that state in that trip from 31st to the 1st if I stopped before midnight then started the next day (1st). Then I mark on the outside of the envelope " last day of Month Name recap"

Now, for how I keep records. I have a spread sheet I carry with the states I travel. Under each state's name there are 3 columns. The 3 columns are labeled, Gallons, Miles, Cost. At the end of each trip I just fill in the the blanks with the corresponding trip data. At the end of the month, add up each column. Transfer that data to the IFTA worksheet, less the cost column. That column is for end of year taxes. I also write the state/gallons/cost on the outside of the trip envelope in the event I lose the spreadsheet. Also, atop each fuel receipt, i write the corresponding trip #. This # is also recorded on the outside of the envelope along w/start and final date of each trip. This just keeps everything in chronological order. Each envelope fits perfect sideways in a cardboard banker's box with each quarter separated by the recap spreadsheet itself.

 

As EverLuc said, everyone has different ways.

My way is similar to yours.

I have a 'trip report', it's a page I made myself in a spreadsheet and print out blanks ones, one for every trip. I include all the important aspects (origin, destination, stops, etc). Starting Odometer, ending odometer, and routing. I write the mileage on the back when i cross each state line. As EverLuc mentioned, it's tough to remember (especially I-81 from PA to Virginia, etc). Write them down as soon as you can. You only need the last four to really keep track.

Then, after the bills are either mailed, or are scanned, I take the trip sheet and the BOL, fold them together (backwards) so the trip sheet faces out, and staple it together. On what is now the front side shows the routing down the left side, the trip number, trip points, and mileage. what is now the backside shows the individual states and the mileage total for each state (determined by simple subtraction once the trip is over).

It's easy to keep track. Plus, everything pertinent to the trip is there. Route, mileage, all the various pay, the load # with the broker (the broker!), the BOL, the receipts, etc. File the whole thing away by quarter. It's easy to go back at the end of the quarter, grab all your trips for that quarter, and I have a spreadsheet for the quarter for mileage and gallons (fuel is handled entirely by my fuel card, so I don't write this data down on trip reports anymore. Put in the starting and ending odometer of the quarter, and then the miles for each state by trip (one column per trip). One row checksums the whole trip with the amount I enter for the total (this catches any errors).

 

Don't you write down the mileage anyway when you cross state lines for your log book? I have a post it pad on my dash and just look at the miles as I cross and write the number on the pad, next stop I update my logbook.

Doesn't have to be an exact science, the sun will still come up tomorrow if you are off.

 

I too just filed my first IFTA filing, as I've been running exclusively in Commufornia and now go to the DFW area. This first quarter I only ran in Ca, and with only Ca miles I filed for the last month of the quarter, I still had to pay friggin $220 in taxes for less than 3900 miles?!? What gives??

 

That's what I do. Went through and IFTA audit last year and they owed me about $1 IIRC.

 

You must have that info on your log sheets no? What was your odometer reading on 03/31 at 11:59 pm?

 

I use my notes on my smart phone and my headset to say the mileage and the state I crossed into. Then at the end of the trip I go back and fill out a sheet of the total mileage I traveled in each state.

 

Not all log books show a spot for odometer reading at the end of the day. The log book I USUALLY use only shows miles driven for the day. I ran out, and couldn't get more, so I'm using one of the cheap books from the truck stop, and it has total miles and odometer reading.

 

I use JJ Keller trip envelopes which have places to write the info on the outside of the envelope.

I write down the odometer miles as I cross the state line then figure each states mileage every day and enter it on the trip envelope as well as the fuel purchased that day and what state I bought it in.

At filing time I total the miles per state and fuel purchased in each state from off the trip envelopes.

It's pretty simple once you get the hang of it.

You can save yourself some money if you learn the fuel taxes in the states you run in.

And learn how to compare prices in relation to the fuel taxes. It's really not to hard but some have a lot of trouble understanding it.

Point being you pay each state fuel tax at their state rate for the fuel you USE in their state no matter where you bought the fuel.


If you buy all your fuel in a state that has a cheaper tax then run a lot of miles in a state with a higher tax you will owe more IFTA taxes when you file.


Simply put, when comparing fuel prices subtract the fuel tax rate (the rates for each state are listed in the front of your Rand McNally road atlas) from the pump price then buy what is cheapest.