Company DOT Audit Question A bout Fuel

Not sure what state your from from but many give a spelling test which you must pass at the end of the DOT audit.

 

Last company i was at they tell the company what to prepare for them
.... all i can say is it better be consistent and compliant

 

Last carrier I was with required us to scan in copies of the fuel receipts. Then my tax guy wanted them too so i took pictures of the receipts then used an app to convert them to .pdf and email to the tax guy. What i would do is have a folder for each month of the year onthe computer and put the fuel and maintenance receipts in the appropriate month then email the whole file to the tax guy and the maint to the company for the monthly maint requirements.

When or if I ever get my own authority I will haveto do the same, so much paperwork.

 

This is from the TN motor carrier manual-

• Retail purchases must be supported by a receipt or invoice, credit card receipt, automated vendor generated invoice or transaction listing, or microfilm/microfiche of the receipt or invoice. Receipts that have been altered or indicate erasures are not accepted for tax-paid credits unless the licensee can demonstrate the receipt is valid. Receipts for retail fuel purchases must identify the vehicle by the plate or unit number or other licensee identifier, as distance traveled and fuel consumption may be reported only for vehicles identified as part of the licensee's operation. • An acceptable receipt or invoice must include, but shall not be limited to, the following:
+ Date of purchase;
+ Seller's name and address;
+ Number of gallons or liters purchased;
+ Fuel type;
+ Price per gallon or liter or total amount of sale;
+ Unit numbers; and
+ Purchaser's name.

In TN, they check your receipts.

I would imagine the mega companies just get a detailed statement every month for fuel purchased. Most credit card statements aren't going to be detailed enough to meet the requirements. They may let you slide on the unit number if you only own one truck but I'd say it needed to be there if you owned more than one.

 

What about 1200 tractors? Or perhaps 5000 Reefers? (Off road use nightmare?)

Or 14,000 tractors and 30,000 trailers of all kinds?

 

With just four trucks it's a pretty good hassle keeping up with it all. I would imagine large companies have a sizable staff keeping up with it all. You've also go to understand that the regulations you read apply us lowly people. I'm sure the big companies get special consideration on some things. I could see the Feds working with somebody like Swift to come up with a custom record keeping system that was satisfactory to both parties. You've got to remember that a mega company audit has got to also be a nightmare for the auditor.

90% of our miles are TN miles. That helps greatly as I don't have 20+ states to report every quarter, mostly it's just TN and one or two others.