Miles by state, per truck
The distance each unit ran in each jurisdiction, with dates and routes.
IFTA
IFTA fuel tax reporting: quarterly returns, deadlines and records
IFTA lets an interstate carrier file one fuel tax return each quarter instead of one per state. You report the miles each truck ran and the fuel it bought in every state, and your base state settles the difference. Here is who files, when, and what records to keep.
SamScheduling AgentTakes every load in your system and finds the optimal assignment across your fleet.
TommyTracking AgentProvides live ETAs on every active load and flags exceptions before they become problems.
ArunaAsset Management AgentTracks every tractor, trailer, and driver, and flags issues before they turn into firefights.
Who needs an IFTA license
A carrier needs IFTA when a qualified motor vehicle runs in two or more member jurisdictions. A qualified vehicle meets any one of these.
- Two axles and a registered gross vehicle weight over 26,000 pounds.
- Three or more axles, at any weight.
- Used in a combination weighing over 26,000 pounds.
- Recreational vehicles are excluded.
Quarterly due dates
Each return is due on the last day of the month after the quarter ends. A weekend or holiday moves it to the next business day. You file even for a quarter with no miles.
| Quarter | Months | Due |
|---|---|---|
| Q1 | January to March | April 30 |
| Q2 | April to June | July 31 |
| Q3 | July to September | October 31 |
| Q4 | October to December | January 31 |
Records an IFTA audit asks for
Auditors want trip-level proof behind every number on the return. Keep it for four years.
Fuel receipts
Date, seller, state, gallons and price for every purchase.
One return per quarter
Taxable miles, fuel used and tax owed or credited, by jurisdiction.
How Command builds the return
Command, the Hemut TMS, keeps the records as you run, so the quarter is ready when it closes.
Miles by state from GPS
Each truck’s miles are added up by state and day from its GPS pings.
Fuel from your expenses
Fuel purchases come from the expenses you already record in Command.
Review, file, amend
Review the return, file it with your state, record the confirmation number, and amend if miles or fuel change later.
Questions
When are IFTA returns due?
April 30, July 31, October 31 and January 31, for the quarter that just ended.
Do I file if I did not run that quarter?
Yes. Base states expect a return every quarter, even one with no miles, and can revoke the license for missing one.
How long do I keep IFTA records?
Four years from the return’s due date or filing date, whichever is later.
Can software file IFTA for me?
Command builds the return from your GPS miles and fuel, and you file it with your base state. See what Command costs.
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