Friday, January 23, 2015

4th Quarter Deadlines Rapidly Approaching: IFTA & State Use Taxes Due Jan. 31st

There’s just 1 week left to prepare and submit your 4th Quarter IFTA and State Use Tax Returns.

Before you frantically start trying to complete your returns, check out these last minute filing tips. It’s everything you need to know to get it done fast and right–the first time.


  • Zero Returns: IFTA license holders must file a quarterly return even if they didn’t operate or make any taxable fuel purchases this quarter. If this is the case, then you must file what’s called a “Zero Return.” This means you’ll enter “0” when filing. For questions or advice on completing your Zero Return, just call TSNAmerica.
  • Documents you’ll need to file: Completed Trip Sheets from October-December of 2014. These trip sheets should include fuel use and purchase information, along with your mileage per jurisdiction. Be sure to keep all original documentation, like fuel receipts, for at least 3 years after the return is submitted.
  • Red Flags: There are several common filing mistakes that trigger IFTA audits. One such mistake occurs when your end of day location doesn’t match your location at the beginning of the next day. This is known as a Gap in Mileage, and this errors most often occurs when drivers forget to record their personal mileage at the end of the day. For more tips on avoiding IFTA audits, check out this blog or ask your friends at TSNAmerica for help.
  • Filing Options: 1.) DIY: Calculate the tax owed and complete the form yourself. 2.) Use a program like ExpressIFTA to complete your return. It performs the calculations for you, reducing the risk of errors and making the process quicker. 3.) Have Truck Services of North America prepare your return. We not only check for errors and red flags for auditors, we submit the return directly to your state department. Simply send us your completed trip sheets, and we’ll take it from there!
  • Penalties: The penalty for late filing or late payment of fuel taxes is $50 or .4167% of the net tax owed, whichever is greater. Interest also accrues on the tax owed at a rate of 1% per month. If you file late, it’s best to submit your return as soon after the deadline as possible!
  • Grace Period Ending: Don’t forget that the grace period for displaying your 2015 IFTA credentials expires at the end of February. If you still haven’t filed your IFTA registration renewal, TSNAmerica can help get your account back in good standing faster. 

State Use Taxes

For these state use taxes, the reporting quarters and deadlines are the same as IFTA.

  • KYU: The Kentucky Use Tax applies to all vehicles traveling through Kentucky that have a combined gross weight or licensed weight over 59,999 pounds. Before a vehicle of this weight can enter the state (farm vehicles and buses excluded), it must register with the state and obtain a KYU Number. Once you have your KYU Number, you must file quarterly reports and pay tax based on your mileage in the state. Whether you need a KYU License Number or to file a return, rest assured that we can get it done.
  • New Mexico Weight-Distance: Vehicles traversing NM roads with a gross weight exceeding 26,000 lbs must file this quarterly tax, which is based on the weight of the vehicle and the number of miles driven. Similar to KYU, a NM Tax Permit must first be acquired before you can file this tax, and this permit must be renewed annually.
  • NY HUT: The New York Highway Use Tax is applicable to commercial carriers that travel on NY Highways (toll roads excluded) with a combined gross weight over 18,000 lbs. This tax also applies to unloaded trucks weighing over 8,000 lbs or unloaded tractors weighing over 4,000 lbs. Before you can operate in this state, you must register and obtain decals to display in your cab. The registration fee is $15, and the decal fee is $4. 

If you have questions about filing your return, or would like for us to handle it for you, give us a call at 803.386.0320 or send us an email at We’re multi-talented, so we can file all of the above for you, and then some.

To see our array of services, check out, then send us a Service Request Form and let us know which services you’re interested in. Don’t see a service you’re interested in? Let us know, and we’ll see if we can accommodate you. It’s our goal to make your life easier.

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