Fuel & Mileage Reporting

International Fuel Tax Agreement (IFTA) requires that the following records be maintained for reporting your quarterly fuel and mileage tax return.

The due date for IFTA reports/returns is the last day of the month following the end of
the quarter for which the return is being filed. These dates are as follows:

Reporting Quarter Due Date
1st (January, February, March) April 30th
2nd (April, May, June) July 31st
3rd (July, August, September) October 31st
4th (October, November, December) January 31st

Contact KMS and leave all the filings with us.

Recordkeeping for IFTA compliance

Vehicle Mileage Record (IVMR) is the recommended way to record your information. The IVMR is the original record generated in the course of actual vehicle operation and is used as a source document to verify the registrant’s application.

The IVMR must show:

  1. Date of the trip (starting and ending):
  2. Trip origin and destination;
  3. Route of travel and/or beginning and ending odometer or hubometer reading of the trip;
  4. Total trip miles or kilometers;
  5. Miles/kilometers by jurisdiction;
  6. Unit number or vehicle identification number; At the discretion of the base jurisdiction, the following information may also be included;
  7. Vehicle fleet number;
  8. Registrant’s name;
  9. Trailer number; and
  10. Drivers’ signature and/or name.

IVMR’s should be accurately and legibly prepared. Both IFTA and IRP require reported mileage for the actual routes traveled be each vehicle for each trip. When recording the mileage of an apportioned vehicle, all movement, interstate and intrastate, must be included, as well as loaded, empty, dead-head and/or bobtail miles or kilometers. Distance must also be recorded when apportioned units are operated with trip permits. Monthly, quarterly, and yearly recaps or reports are prepared from the IVMR information. Click here for IVMR forms.

Distance Records show detailed operations on an individual vehicle basis and must include, at a minimum, taxable and non-taxable fuel use; distance traveled for taxable and non-taxable fuel use; and distance recaps for each vehicle for each jurisdiction in which the vehicle is operated.

Fuel Records must be completed for all motor fuel purchased, received, and used while conducting business. Separate totals must be compiled for each motor fuel type and retail purchases and bulk fuel purchases.

Fuel Records should include:

  • The date of each receipt of fuel;
  • Name and address of the person from whom the fuel was purchased or received;
  • Number of gallons or liters received;
  • Type of fuel;
  • Vehicle or equipment which used the fuel.

Tax Paid Retail Fuel Purchases must be supported by a receipt or invoice and must identify the vehicle by the plate or unit number.

Acceptable receipts must include:

  • 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;
  • Purchaser’s name.

IFTA requires all records used for the quarterly tax return to be retained for four (4) years from due date or filing date, whichever is later, plus any time period included as a result of waivers or jeopardy assessments. If a licensee fails to provide the required records for audit, the four year requirement is extended until the required records are provided. KMS will maintain your records for you as part of our service.

Contact KMS and leave all the required filings with us.