Tuesday, April 15, 2014

Be Prepared For An IFTA Audit

Base jurisdictions are required to audit 3% of the IFTA accounts that are required to report per year, excluding new accounts.  You can prepare yourself by keeping accurate records.

Supporting Documents Required:
  1. Completed copy of a driver trip record or trip sheet from one of the 12 most  recent quarters.
  • Date of the trip (starting and ending)
  • Trip origin and destination
  • Route of travel and/or beginning and ending odometer or hubometer reading of the trip
  • Total trip miles or kilometers
  • Miles/kilometers by jurisdiction
  • Unit number or vehicle identification number
  • Vehicle fleet number
  • Registrant's name
  • Trailer number
  • Driver’s signature and/or name
  • Fuel Purchases
  1. Copy of an actual Over-the-Road fuel receipt.
  2. Completed copy of a bulk fuel withdrawal log, if applicable.
  3. Copy of monthly or quarterly summary, if applicable.
  4. Detailed equipment list including the make, model, and gross weight for IFTA qualified units.

Your Distance Records should include taxable and non-taxable fuel use, distance traveled for each, and distance traveled in each jurisdiction.

Fuel Records should include date of receipt, name and address where fuel was purchased, number of gallons purchased, and fuel type.  Separate records must be kept for each fuel type and bulk fuel purchases.  If you operated under a trip permit, keep a copy of that permit and do not record those fuel purchases on your IFTA report.

You want to be sure that your reports are accurate and legible, including your fuel receipt copies.  All information needs to be complete with no gaps between mileage. Incomplete, inconsistent or illegible records may require you to produce secondary documents.

You are required to keep your records for 4 years from the return 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 4 year retention requirement is extended until the required records are provided.

At Truck Services of North America, we prepare and file your quarterly returns for you. TSNA takes the paperwork out of your way.  Check out all our services at and fill out the Service Request Form, email us at or call 803.386.0320.

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Wednesday, April 9, 2014

New York IRP extension

The following was posted to the International Registration Plan website:

Friday, March 28, 2014  
Please be advised that the State of New York has issued a one month extension of IRP registrations, which expire March 31, 2014.

Please see the memo for more information.

If you have any questions or concerns, please contact the International Registration Bureau at (518) 473-5834.

Need help with your renewal?  Give Truck Services of North America a call and we can assist you! For more information about IRP or any of our other services, contact us at, email or call 803.386.0320.
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Monday, April 7, 2014

1st Quarter Filing Period Now Open!

1st Quarter Filing Period for IFTA (International Fuel Tax Agreement), KYU (Kentucky Use Tax), New Mexico Weight Distance Tax, and NY HUT (New York Highway Use Tax) is now open. The deadline for 1st quarter filing is April 30, 2014 and we encourage you not to wait until the last minute to file.

If you first placed your vehicle on the road anytime during the month of March, you must file your Form 2290 by April 30, 2014. If a vehicle was used during any part of a month, the tax will be calculated for that month as a whole. For example, if a vehicle was used on December 20th, it will be taxed as though it was used the entire month. The tax will be prorated based on the number of months the vehicle will have been used during the tax year. So vehicles that were placed in service during the month of December will need to file HVUT using the Form 2290 by April 30th, and the tax will be based on 4 months, instead of the full year.

As a premier processing agency, Truck Services of North America can assist with your your IFTA, NY HUT, KYU, and New Mexico Taxes as well as filing your Form 2290 over the phone.  We can help you obtain the necessary credentials and file your quarterly taxes for you. TSNA takes the paperwork out of your way.
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