Company DOT Audit Question A bout Fuel

Depends on the auditor. Make sure you have a nice trip sheet with all the info on it with odometer or GPS miles, fuel and toll receipts and they PROBABLY won't want to see your fuel card printout. Needless to say, match your times so it's a non issue. Auditors aren't stupid, and if they feel there is some discrepancy, they can ask for more supporting docs like the printout. They can only access that information by subpoena.

 

Must I keep the actual fuel ticket or can I just show the statement from my fuel purchases?

 

I'm pretty sure you need the actual receipt, or at least a copy of it.

What kind of audit is it specifically? A IFTA audit is the only time I've heard of needing fuel reports.

I've been through a IFTA and IRP audit and was very nervous. I had all my reports and fuel receipts to back it up but you can go online and read about companies having astronomical fines levied against them. Bottom line is if you don't have the proper documentation it didn't happen and they can make you pay tax for all the fuel you've burned.

I ended up passing my audit with flying colors. They actually ended up owing me $15.

 

The company I drive for never even see an actual receipt... all must be supported by reports from the fueling programs.

I don't know anything about this kind of audit but one would assume a report would be easier to handle than 10,000 faded receipts.

 

I hope you quickly invested that $15 windfall into the lottery ... one lucky driver that day... LOL

 

I was so happy about the $15 that I told them to keep it.

I'd have to look it up but I have read the IFTA regs and I'm pretty sure they require receipts to back up your records. They even encourage you to make copies of your receipts (which I do) because a faded receipt is no good. It also mentions that the truck number and gallons must be printed on the receipt.

I didn't have the truck number printed on some of my receipts ( I had hand written the truck number) because some small places I had to stop wasn't setup to put truck numbers on it. The auditor didn't say anything about it, either they didn't check them that close or they let it slide.

The way the auditor came across is that if you had orderly records and at least looked like you were trying to do what is right, they would work with you. If you go to the audit and just dump a bunch of papers in front of them and not have everything in order, you are going to have problems. They also take a hard look at trip reports and mileage records.

Each state does it's own audits, even though it's a national program. IFTA and IRP requires each state to audit a percentage of companies each year. Mine was in TN, your mileage may vary.

I actually caused a stink at the IRP office over tag renewals they were giving me the runaround on. It got so bad that I called my state representative to get involved and he threatened a congressional inquiry. They called me back and wanted to know how they could help me, wanting to know how they could make it right. About 2 months after that I got the audit. One has to wonder if one had something to do with the other.

 

All that data is available on a report... no way the Megas are shuffling receipts from driver to tax department. Granted a smaller operation might be able to do that but as long as the data is accurate I am betting no receipt is expected.

 

Well, not "officially"... LOL

 

I know your fuel stops must match the logs and the purchasing must be down to several decimal points past the whole gallons over here and dollars and cents over there. (*Those you who think about cents should try to adjust a 50 gallon per squirt high speed pump to the dollar LOL...)

You could use your mobile phone to capture receipts. That way you have them.