How to Keep Proper Records as a Truck Driver

Ever been on the road and think, “man, I wish I didn’t have to deal with all this stupid paperwork. Can’t I just drive?”

Of course you have, and let’s face is, what trucker hasn’t?

But even though it’s a pain in the tail, you still need to be keeping the proper records. And yes, it’s easy just to toss your old receipts on the dash and let them dance around the cab of your truck every time you open the window.

But is that really the best practice for keeping proper records? And with so many trucking regulations, what exactly do you even need to keep records for?

Recordkeeping Tips

Keeping records as a truck driver can be complicated, but we’re about to simplify it. Here’s what you need to do:

• Keep record of all of your fuel purchases. So that means the amount, type of fuel purchased, name and address of where it was purchased, cost per gallon, total sale amount, and the original receipt.
• Keep track of the total distance you have driven, including your mileage driven in each jurisdiction, the routes you drove, and any out-of-route mileage.
• Keep truck maintenance records and service records so that you know when your truck needs to be serviced. After all, you do want your truck to last for as long as possible, right?
• Be sure to keep track of your logbook accurately, because a messy, unorganized logbook can spell disaster for an independent trucker. It is required that truckers keep a logbook that tracks their location and the time spent both on and off duty. Hey, we don’t have to deal with e-logs yet, so we might as well enjoy the logbooks until then. 
• Keep track of other job-related expenses. In addition to fuel receipts, there are many other miscellaneous expenses incurred by truckers. Like CAT scale charges, meals, lodging, or anything else that you expect to be reimbursed for.
• Hold on to your stamped Schedule 1, as it is required to be kept in your truck at all times. If you need help getting one, you can get one in 10 minutes or less at ExpressTruckTax.

There are a lot of records that must be kept as a truck driver or owner-operator and keeping them can be quite a hassle. If you’re tired of dealing with this hassle all by yourself, then we’ve got good news for you. TruckLogics let’s you track your mileage using ProMiles, upload pictures of fuel receipts into your TruckLogics account for safe keeping, and even use that information to complete quarterly IFTA filings. Sound convenient? That’s because it is.

And if you have any other questions about what records you need to keep, just give out trucking experts at TSNAmerica a call at 803.386.0320 and we’ll help you out. And did we mention that we can also help you with your BOC-3, IFTA, and 2290 filing? Yup, we do that too. So what are you waiting for? Give us a call!

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Recordkeeping: Do's and Don'ts

Since being on the road is your profession, it can be hard to find both the time and the space to keep proper records.

We know you’re busy, and it’s easy to just toss old receipts on the dash of your truck and go about your business, thinking that you’ll organize them later. More often than not, this leads to receipts and important information being either lost or misplaced.

Ever been audited by the IRS? What about you base jurisdiction? Well if you have, we’re sure that you don’t want to go through that again, and if you haven’t, well, you’ll just have to take our word for it.

The best way to avoid or quicken the process of an audit is to keep accurate records. That way, if there’s anything that the IRS is questioning, you have it right there in front of you and can show the proper documentation for any inconsistencies.

If you’re confused about what you should be keeping a record of, no worries, just keep reading and we’ll tell some do’s and don’ts of keeping records for the trucking industry, and how we can help make the process easier.

Do’s and Don’ts of Good Recordkeeping

Do: Keep record of all of your fuel purchases, including the amount, type of fuel purchased, name and address of the gas station, cost per gallon, total sale amount, and the original receipt.

Don’t: Try to recreate a fuel transactions record by combining a sloppy pile of balled up fuel receipts. Losing just one of those receipts can cost you hundreds out of your own pocket.

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Do: Keep track of the total distance you have driven, including your mileage driven in each jurisdiction, the routes you drove, and any out-of-route mileage accrued.

Don’t: Record estimated mileage as actual mileage, as this can not only leave out the miles you drive, but can also make you deviate the details of your trip. Detours are fine, just be sure to record them and do it accurately when you do.

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Do: Keep track of all tax records, including records from returns for your previous three years. It is required by the IRS that records must be kept for all taxable highway vehicles in your name for at least three years after the date that the tax is either due or paid, whichever one is later.

Don’t: Assume that if you’ve paid your HVUT for the past year that you are in the clear. If you’ve ever been audited by the IRS, then you know that it’s not a fun process, and without three years of Schedule 1’s in your truck, it could happen any time you stop to weigh-in.

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Do: Keep truck maintenance records and service records so that you know when your truck needs to be serviced for any reason. Trucking is your livelihood, so why not take all necessary steps to ensure that the life of your truck is as long as possible.

Don’t: Try to remember maintenance and service on your own in your head. Not keeping up with routine maintenance when it’s necessary can lead to major and costly problems down the road for your truck.

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Do: Be sure to keep track of your logbook accurately, because an unkept logbook can spell disaster for an independent trucker. It is required that truckers keep a logbook that tracks their location and the time spent both on and off duty.

Don’t: Try to remember the details to add in your logbook later or input information into your logbook that you are not sure is accurate. Falsifying a logbook is a serious offense, and the DOT can prosecute drivers that do so.

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Do: Keep track of other job-related expenses. In addition to fuel receipts, there are many other miscellaneous expenses that are incurred by truckers. For example, CAT scale charges, meals, lodging, or anything else that you ultimately expect to be reimbursed for.

Don’t: Lose a receipt of any type. Lost receipts equal lost money, and nobody likes losing money. So find an effective way to keep track of all of your receipts while you are on the road.

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There are a lot of records that must be kept as a truck driver or owner-operator and keeping them can be quite a hassle. If you’re tired of dealing with this hassle all by yourself, then we’ve got good news for you.

At TSNAmerica, we’ll let you know what you need to keep track of and the best way to do it, so that you can focus on the road. If you have any questions about the types of records you should be keeping, you can email us at support@tsnamerica.com, or give us a call at 803.386.0320.

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Recordkeeping Requirements For Form 2290

There are specific recordkeeping requirements regarding Form 2290.  According to the Instructions for the IRS Form 2290:

You must keep records for all taxable highway vehicles registered in your name for at least 3 years after the date the tax is due or paid, whichever is later. They must be available at all times for inspection by the IRS. Also keep copies of all returns and schedules you have filed. Keep your records even if a vehicle is registered in your name for only a portion of a period. If the tax is suspended on a highway motor vehicle for a period because its use on public highways during the period did not exceed 5,000 miles (7,500 miles for agricultural vehicles), the registrant must keep the records at least 3 years after the end of the period to which the suspension applies.

Records for each vehicle should show all of the following information.

1. A detailed description of the vehicle, including the VIN
2. The weight of loads carried by the vehicle in the same form as required by any state in which the vehicle is registered or required to be registered.
3. The date you acquired the vehicle and the name and address of the person from whom you acquired it.
4. The first month of each period in which a taxable use occurred and any prior month in which the vehicle was used in the period while registered in your name, with proof that the prior use was not a taxable use.
5. The date the vehicle was sold or transferred and the name and address of the purchaser or transferee. If it was not sold, the records must show how and when you disposed of it.
6. If the tax is suspended for a vehicle, keep a record of actual highway mileage. For an agricultural vehicle, keep accurate records of the number of miles it is driven on a farm.

As a premier processing agency, Truck Services of North America can file your Form 2290 Heavy Highway Use Tax for you. TSNA takes the paperwork out of your way. 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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