IRP Registration Audit Letter Help!!!

Discussion in 'Trucker Legal Advice' started by razorcbl, Jun 4, 2009.

  1. razorcbl

    razorcbl Bobtail Member

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    Nov 14, 2007
    Chicago IL
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    My dad is an O/O with 1 truck. We operate in IL.

    We became established in late 2007. Today we received a letter from the secretary of state that the office will audit the records of the company pertaining to the IRP License area.


    They want us to have the following records available for the exam:

    1. Annual mileage summaries by Unit and by fleet for each application
    2. Monthly mileage summaries by unit.
    3. Individual vehicle mileage records as explained in your instructions
    4. Documents to support mileage records, such as drivers logs, trip manifests, invoices or bills of landing, etc.



    We have all of our receipts for fuel but don't have any original bills of landing invoices and my dad keeps a crude daily mileage log.



    Has anyone here been audited for this? Is this normal? What should we expect in the audit? What kind of exam is this? How should we prepare? If any O/O had this type of audit performed we would appreciate any advice.

    My dad speaks broken English, wonder if we can have someone else represent the company?




    I'm asking this here first because the DMV is impossible to reach let alone deal with. BTW great forum, spent many hours on this forum :)

    Thanks.
     
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  3. DoubleDear

    DoubleDear Light Load Member

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    Jan 28, 2009
    Harrisburg PA
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    BOY , OH BOY! I hope he makes it through the Audit! Don't tell him I said that.

    Number 1 and 2 above should have been filled out and sent to your state prior to renewal of the registration of your plate. He should have received those forms from the state each year, a few months prior to the plate renewal.
    Sounds like it wasn't filled out or the mileage per states were inaccurate.
    Apparently they seen a mistake somewhere.
    It's usually a mistake that they find somewhere, where they end up knocking on your door.

    Hopefully you made copies of everything that was filled out, including your bill of ladings. Always keep them on file for the reason of being Audit and to correct any problems .
    Bill of Ladings isn't important except to collect on them, when the customer or company didn't pay up.

    You didn't mention if your dad was operating under his own Authority or Leased to a Company. Under your own Authority , you really need to keep all Paperwork up to date.
    Escpecially the fuel receipts matching the Logs. They will check that!
    If he's operating under his own Authority, make sure, You have on file, paperwork for "Drug Testing" for anyone who is a driver. They hit us one time, with a 2,000 dollar fine for not having any paperwork on " Random Drug testing".

    If your Dad was Leased to a Company, he doesn't need all that paperwork, except anything that pertains to the Truck itself.

    Has he filed any fuel taxes? He can use them also for records of Mileage.
     
  4. wheathauler

    wheathauler Trucker

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    Mar 10, 2009
    Hutch, Kansas
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    I had an IRP audit in November I believe. Yes, thats normally what they ask for. Drivers logs help a lot in this audit.
     
  5. wheathauler

    wheathauler Trucker

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    Mar 10, 2009
    Hutch, Kansas
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    I would agree it's a tough audit. If you have very good records it is a little easier. I'm not sure they would be auditing him if he didn't have authority.
     
  6. DoubleDear

    DoubleDear Light Load Member

    272
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    Jan 28, 2009
    Harrisburg PA
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    They came knocking on our door unexpectedly one time. I always made sure I had everypaper work on file.

    Even though we got rid of all the drivers and most of the equipment, they still checked our records back when we had drivers and their logs..

    It was only my husband and son that was still driving. ha, ha, and stupid me, didn't think I needed to place them on a random drug test list. Even though I did have their orginal drug test on file. I thought , why place them on the random list? I knew they didn't take drugs.. only coffee. :yes2557:

    All the files were up to par,,, except for that. And that's where they got us. They had to find something wrong and hit us for $2,000 fine.

    I know that each driver has to have his own file that includes, drug test, Motor vehicle report, copy of Drivers License, applications for drivers and a lease for any Owner operators.
    Also files for any company, which includes contracts and insurance papers.
     
    Last edited: Jun 5, 2009
  7. wheathauler

    wheathauler Trucker

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    Mar 10, 2009
    Hutch, Kansas
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    Are you sure you had a IRP audit? That sounds like a compliance audit. Actually they did an IFTA and IRP audit on me. They were checking miles traveled to which state and amount of gallons used on IFTA audit. IRP was checking which states went to and mileage. Verifying what you sent into the state. They wanted odometer miles for verifcation.

    Maybe each state does it different. Kansas sent me a letter I would have one but didn't have it until months later. The same with compliance audits, they usually send a letter and call you to make a time to see you.
     
    4noReason Thanks this.
  8. RickG

    RickG Road Train Member

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    Jul 22, 2008
    Owensboro , KY
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    IRP is rough . I hope your records are accurate and complete . Your daily mileage log better include the mileage driven in each state . I'd suggest getting Promiles software for routing . That is accepted and makes record keeping simple . Hiring an accountant would also be far less expensive than paying penalties .
     
  9. wheathauler

    wheathauler Trucker

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    Mar 10, 2009
    Hutch, Kansas
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    I agree. I was fined a little and my records are pretty good.
     
  10. razorcbl

    razorcbl Bobtail Member

    16
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    Nov 14, 2007
    Chicago IL
    0
    So my dad has to drug test himself randomly? how does he go about doing that? That doesn't make much sense to me. Unless he has to be taking lots of drugs in the first place and forget that hes got a random drug test coming up. Hmmmmm:biggrin_2552:
     
  11. wheathauler

    wheathauler Trucker

    2,031
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    Mar 10, 2009
    Hutch, Kansas
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    You can join a random drug program such as OOIDA has. Other places have it too. I go through OOIDA. You can google them if interested.
     
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