The End's Not Near It's Here: Last Minute IFTA Filing Tips

Well Trucking Nation, just like that, the IFTA quarter has come and gone, and your time to file is almost up! But don’t fret fellow procrastinator, we’re here to help truckers just like you.

So without further ado, let’s get onto some useful filing tips for those of you that like to file at the last minute!

IFTA Tip #1: Have Your Mileage Ready

The first (and also the most important) thing you’ll need is your mileage information on hand and organized. This should include the total taxable miles you traveled in each participating IFTA jurisdiction.

But what if you don’t know what taxable miles are??

That’s no problem, a lot of folks don’t! If you have any questions about your mileage, just check out this helpful blog on taxable and non-taxable IFTA miles.

IFTA Tip #2: Have Fuel Reports and Receipts

In addition to your mileage information, you’ll also need to be sure that you have all of your fuel information. You’ll need to have the:

• Address of each fuel purchase 
• Type of fuel purchased 
• Amount of fuel purchased 
• Total sale amount 

IFTA Tip #3: Don’t File IFTA (Yourself)

The third and most useful tip? Don’t file IFTA -- that is, by yourself anyway.

That’s right, if you need to file at the last minute, what’s easier than having someone do it for you? Exactly.

So if you’re in a crunch for time to get that IFTA report filed before the deadline on May 2nd, just give us a call at 803.386.0320 and see just how easy it is!

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Prepare Now For 1st Quarter Filings

If you have an IFTA license, you must file the Quarterly IFTA tax return to your base jurisdiction, even if you did not operate or purchase any taxable fuel in an IFTA member jurisdiction during the specific quarter. You will need to separate your mileage and fuel records for each fuel type.  

Kentucky, New Mexico, New York & Oregon also require a use tax license if you operate in that state. Each license requires a quarterly return must be filed. March 31, 2014 is the end of the 1st Quarter and the deadline to file your returns is April 30, 2014.

What you need:

1. Mileage log-whether you use manual trip sheets, GPS, or electronic trip sheets; it is not only necessary to have in order to file your quarterly IFTA, but you will need these if you are ever audited.
2. Fuel Receipts-you will need to know how many gallons of fuel were purchased in each state.

As mentioned above, in addition to IFTA, if you travel in Kentucky, New York, New Mexico or Oregon you will also need to file a Weight Distance Tax Return, in each state.

New York Highway Use Tax (NYHUT)

• Carriers operating certain commercial motor vehicles that weigh 18,000 lbs or greater in New York are required to register and obtain NYHUT tax credentials. Once a NYHUT account has been established, carriers must file and pay mileage tax on a quarterly basis.

Kentucky Use Tax (KYU Number)

• All commercial motor vehicles (except buses) with a gross weight of 60,000 lbs and over traveling into or through Kentucky must be registered with the state. Carriers with an active KYU Number are then required to file a quarterly return and pay mileage taxes to Kentucky. New qualifying vehicles must be listed with Kentucky prior to the vehicle entering the state. Temporary permits are also available.

New Mexico Weight Distance Tax

• All commercial motor vehicles with a gross weight in excess of 26,000 lbs. must be registered with the state before traveling into or through New Mexico. Entrance can be paid at the port if not registered; however, it is not cost effective to pay at the port unless you travel through New Mexico only once or twice per year. Once a Weight Distance Tax account in New Mexico is established quarterly reports must be filed and mileage tax paid.

Oregon Weight-Mile Tax

• All commercial carriers with a gross vehicle weight in excess of 26,001 lbs. must obtain a temporary or annual permit to travel into or through Oregon. Oregon does not belong to the International Fuel Tax Agreement; however, a proper tax permit must be obtained before entering this state. Heavy fines are imposed on carriers entering into Oregon without the proper credentials.
• Oregon requires all new entrants to become bonded before permanent credentials are issued. Bonds may be placed by a Surety Company or posted with cash. The size of your fleet will determine the amount of the bond required.

As a premier processing agency, Truck Services of North America can assist with your IFTA,  NY HUT, KYU, New Mexico and Oregon Weight Distance Taxes.  TSNAmerica takes the paperwork out of you.  Check out all our services at TSNAmerica.com and fill out the Service Request Form, email us at support@TSNAmerica.com or call 803.386.0320.

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