Countdown to August 31st: Form 2290 Filing Deadline

The clock is winding down!

Truck Services of North America is counting down to the HVUT Form 2290 filing deadline. While the deadline is September 2nd, returns should be submitted ideally by this Friday–the last business day of the month–to avoid late penalties!

In fact, the IRS website will be undergoing maintenance over this holiday weekend. So returns submitted over the weekend will not be processed until deadline-day.

Don’t get stuck in a filing traffic jam! Let TSNAmerica get your return filed on time, guaranteed!

Consent Form

Send us your signed & dated Consent Form by this Sunday the 31st, and we’ll guarantee that your 2290 is filed on time!

Any forms sent after that date will be filed in the order they’re received, and we cannot guarantee they’ll be filed before the deadline.

Pick a Date, Any Date!

On the Consent Form, you can indicate the date you’d like the return to be submitted to the IRS. We understand that some of you may want to wait until the 2nd to submit your return. While we can certainly submit it the last day, we must prepare your return ahead of time. Also, our filing fee will not be charged until we submit your return.

File over the Phone

If you haven’t received a Consent Form from us, no problem! Call us at 803.386.0320. It only takes us 5 minutes to get all the info we need to swiftly complete your 2290! Be sure to have your business and vehicle info handy when you call. 

After filing, we’ll mail, email or fax your stamped Schedule 1 back to you in minutes. Talk about instant gratification!

Rejection Can Be Hard

No one likes being rejected, especially by the federal government! If you’ve already had your Form 2290 rejected, we can correct it and retransmit it for you– all before the deadline! We can also file Form 2290 Amendments on your behalf, fixing any errors that slipped past the first time.

Wherever you are in the filing process, pick up the phone and let the pro’s take it from here! Truck Services of North America will take care of all your filing needs in time for the deadline. Just remember to send us everything by Sunday!

And our skills aren’t limited to tax-filings. We’re multi-talented. Check out our luxury services at TSNAmerica.com. Then send us a Service Request Form or email us at support@TSNAmerica.com.

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State of the Week: Part 2- Georgia Interstate Trucking

Georgia’s so nice, we blogged about it twice!

That’s right, folks. It’s time for Part 2 of our State of the Week feature on Georgia. Last time, we covered the three essentials for Georgia intrastate truckers. But today, we’re knockin’ over fences, crossing state lines, and exploring the wide-world of interstate trucking!

If you’re based in GA, what will you need to establish your interstate authority? Well, you’ll still need the basics, like your MC #, US DOT #, and annual Heavy Vehicle Use Tax.

But the answer to this question also depends on how often you plan to roam out-of-state. If your interstate travels are few and far between, then TSNAmerica can help you obtain temporary trip & fuel permits.

• Temporary Georgia Trip permits are a replacement in lieu of registering for IRP. Georgia Temporary Trip Permits are valid for 72 hours only. Temporary Georgia Fuel permits replace IFTA participation and are valid for 10 days. Both Georgia Trip and Fuel permits are required for any interstate travel for vehicles weighing over 26,000 lbs or with 3 or more axles, regardless of weight, even if it is only for a moment. 

If you need to travel out-of-state more than 2 or 3 times a year, then the most affordable option is to make everything official and get registered with Georgia IRP, IFTA, and UCR.

• 1. IRP: For interstate carriers, the International Registration Plan allows commercial vehicles to have just one registration plate and one cab card that grant authority to travel between jurisdictions in the U.S. and Canadian provinces. IRP is required for commercial vehicles that weigh over 26,000 lbs and/or have three or more axles. After completing your IRP registration and receiving your Georgia apportioned plate, you’ll pay quarterly fees to your base jurisdiction. The fees are based on the number of miles driven in each state, but you will only pay the state of Georgia, which then distributes the funds accordingly.
  
  The Georgia apportioned plates must be renewed yearly, but there are different renewal periods determined by the date the plate was first issued. WIth so many deadlines to remember, why not let TSNAmerica take care of your Georgia IRP renewal? IRP regulations are one of our specialties. We also process Georgia IRP supplements, can file to increase your IRP weight, and can add IRP jurisdictions, all in record time!
  
  And if you only need to make a one-time trip across state lines, TSNAmerica can obtain a Georgia temporary IRP permit in lieu of registering for IRP.
• 2. IFTA: The International Fuel Tax Agreement was implemented to simplify the collection and distribution of diesel fuel tax. Vehicles that travel interstate and that weight over 26,000 lbs and/or have 3 or more axles must register with IFTA in addition to IRP. Once registered, you will need to file an IFTA quarterly return with the state of Georgia, wherein you report the number of miles driven in each jurisdiction and pay fuel tax accordingly. Accurate fuel and mileage records must be maintained for both IFTA and IRP reports.
  
  Typing up trip sheets and calculating fuel tax can be a time-consuming nightmare! And unfortunately, mistakes are all too easy to make and can sometimes lead to an IFTA audit. TSNAmerica offers affordable Quarterly IFTA Filing Services. All you need is to provide us with your trip logs. We take care of all the calculations, check for errors, and file your return directly with the state department. No reason to break a sweat over your IFTA fuel tax report!
  
  But remember, if you’re only traveling out-of-state once, TSNAmerica can obtain a Georgia temporary IFTA permit instead of registering for IFTA.
• 3. UCR: The Unified Carrier Registration Agreement applies to all commercial vehicles weighing at least 10,001 lbs. or more that travel interstate. To maintain your Georgia UCR registration, you must first register your company with the Georgia Dept. of Revenue, then file a yearly application and pay an annual fee based upon the number of vehicles used.
  
  UCR can be confusing since even those operating as brokers, freight forwarders or leasing companies must still register for their Georgia UCR. But don’t take a gamble with your interstate authority. TSNAmerica removes the guesswork from registrations and renewals. Let us establish your Georgia UCR or renew it for your business each year. 

Whether you’re a part-time interstate traveler or a full-time nomad, TSNAmerica will provide speedy services tailored to your business’s needs. We have our finger on the pulse of the industry, so you never have to worry about changes in rules or fret over renewal deadlines. We’re always current and looking out for our clients, ensuring they have everything they need without lifting a finger. 

Call us today at 803.386.0320 and speak with a real, happy person in sunny Rock Hill, SC! You’ll never get trapped navigating an automated system. You can also shoot us an email at support@TSNAmerica.com, preview our services at TSNAmerica.com or send us a Service Request Form.

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State of the Week: Georgia Intrastate Trucking

Today, Georgia is on our minds!

It’s the 11th largest trucking state in the country! So let’s talk about intrastate trucking, Georgia style. If you’re based in the Peach State, buckle up and have a look at what you’ll need to keep on truckin’.

• 1. Truck Tax: Also known as Heavy Vehicle Use Tax, this fee is collected annually by the IRS.
  
  Anyone owning a vehicle that operates on public roads and that weighs 55,000 lbs. or more must pay this tax. The tax year begins July 1st, and the filing deadline for renewals is the end of August. By filing Form 2290, one can determine the amount of tax or credits owed to the IRS. After filing, you’ll receive a Stamped Schedule 1.
  
  Completing Form 2290, Amendments, Form 8849, and everything else that comes along with HVUT can be overwhelming. No one understands this better than TSNAmerica. We talk to you, real truckers, every day. That’s why we offer same-day filing of Form 2290– over the phone! Just one quick phone call, and then you can keep trucking while we take care of the paperwork.

• 2. GIMC: The Georgia Intrastate Motor Carrier registration, known as GIMC, is required for all carriers that operate a motor vehicle for compensation within the state of Georgia. Registering for the GIMC grants carriers their intrastate authority. There are four steps required to successfully register for GIMC. First, one will need the completed GIMC application form. Form E, a certificate of liability insurance issued by the insurance provider, is the second requirement. Steps 3 and 4 prove one’s US citizenship or right to operate in the US. A completed and signed GSICA affidavit accompanied by proof of ID are needed. Steps 3 and 4 will need to be repeated annually for those who are not US citizens.
  
  To maintain your Georgia intrastate authority, the GIMC needs to be renewed annually by the end of December. Current proof of insurance is needed. Upon renewal, you'll receive a certificate to keep for your records. Failure to complete your GIMC renewal before Jan. 1 will incur additional fees per vehicle. TSNAmerica can help you maintain your authority, so you never have to worry about renewal deadlines! 

• 3. Base Plate: Georgia commercial license plates must be affixed to each non-apportioned vehicle (vehicles not part of the IRP that travel intrastate only).The Georgia base plates can be obtained from a local county tag office, part of the Georgia Department of Revenue. For vehicles weighing 55,000 lbs. or more, you will need to present your Stamped Schedule 1 from the IRS to obtain the tag and decal.
  
  This vehicle registration must be renewed annually. TSNAmerica can file for your Georgia base plate renewal each year, which means you’ve got one less thing to worry about! And if you ever need to make a one-time trip across state lines, TSNAmerica can obtain a temporary Georgia trip permit in lieu of registering for IRP.

Whether you’re trucking intrastate, interstate, or somewhere inbetween, Truck Services of North America is your go-to solution for immediate results. Between taxes, registrations, and permits, the truck drivers of America are saddled with far too much paperwork! That’s why we are dedicated to offering the fastest processing service in the business so that you can focus on what’s really important: the road!

Visit TSNAmerica.com and see all of the ways we can make your life easier! Then send us a Service Request Form, email us at support@TSNAmerica.com or call 803.386.0320.

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File Form 2290 Same Day via Phone

If you’re swamped and can’t find the time to file your 2290, then Truck Services of North America has just the thing for you! Our USA-based, personalized service is just a phone call away, and we’ll take care of everything for you—same day!

Form 2290, also known as Heavy Vehicle Use Tax, is filed annually with the IRS. Taxes are paid on any vehicles registered in your name that have a gross weight of 55,000 pounds or more and that will travel at least 5,000 miles on public roads during the tax period. The tax year for heavy vehicles begins on July 1st, and the filing due date for renewals is the end of August.

With the August 31st deadline coming up fast, Truck Services of North America can get you out of a bind! Just give us a call, and we’ll have your Schedule 1 back to you in minutes! You’ll just need a few documents on hand when you call:

• Business Contact Information: Must be what the IRS has on record, including the name, phone, and address.
• Employer Identification Number
• Vehicle Identification Numbers for all taxable vehicles
• Gross Vehicle Weights
• Payment Information: The IRS no longer accepts credit cards.

We’ll also ask if any of your vehicles are used for agriculture or logging, as this can affect tax rates. Then we’ll fax or email you Form 8453 to sign and send back to us via email, fax, or mail–whichever is most convenient for you. This gives us authorization to file with the IRS on your behalf.

Based on the information you provide, we’ll immediately file your Form 2290, and we’ll send you your Stamped Schedule 1 by mail, fax, or email. We can also send copies to your employer. Just one five minute phone call, and the rest is out of your hands!

Truck Services of North America makes taxes less taxing and cuts down on pesky paperwork. And we don’t just file 2290’s. We can also take care of Form 2290 Amendments and much more! To see the array of services we offer, visit TSNAmerica.com. Then send us a Service Request Form, email us at support@TSNAmerica.com or call 803.386.0320.

Get phone-filed and back on the road today!

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July 31st Quarterly Filing Deadlines

Are you ready, Truckers? Just four days from today is the deadline for FOUR quarterly tax filings! All you interstate truckers already know that the second quarter IFTA is due, but is there something else you may need to file? Find out which states have additional tax requirements below:

New York Highway Use Tax

• A tax based on vehicle weight and distance traveled on public highways, it excludes miles traveled on
  
  toll-paid portions of the N.Y. State Thruway.
• This quarterly filing is for vehicles with a gross weight of more than 18,000 pounds.
• An unloaded truck/tractor weighing more than 8,000 or 4,000 lbs respectively must also file. 
• If you travel through N.Y. only occasionally, you may obtain a Trip Permit in lieu of annual registry and filing of NY HUT. TSNAmerica can obtain this permit for you!
• No more than 10 trip permits may be used per year. 

Kentucky Highway Use Tax

• This quarterly tax is determined by the mileage traveled by the heavy truck within the state of Kentucky. 
• Taxable vehicles have a combined gross weight or licensed weight 60,000 pounds and up (Buses are an exception).
• This requirement excludes farm-licensed vehicles.
• Before you can file, you must obtain a tax license called the KYU number.

New Mexico Weight-Distance Tax

• A quarterly-filed tax based on weight of the vehicle and number of miles traveled on New Mexico roads. 
• For heavy vehicles with a gross weight in excess of 26,000 lbs. 
• Each year, companies must obtain the New Mexico Weight Distance Tax permit for each vehicle.
• The tax rate is graduated, increasing the heavier the vehicle.

Between yearly & quarterly filings, permits, registrations, and more, staying compliant can be a confusing, complicated mess! That’s why we at Truck Services of North America are always working to stay up-to-date on trucking regulations. We pride ourselves on knowing the answers to all of your questions. And if we don’t know the answer, then we'll use our extensive network of resources to find it for you– fast.

Send us a Service Request Form, email us at support@TSNAmerica.com or call 803.386.0320. See what we can do for your business!

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Surviving an IFTA Audit

In our last installment of IFTA 101, we covered some ways to avoid an IFTA audit. Quarterly reports with non-continuous miles or skewed MPG are just some of the red flags for IFTA auditors.

But even if you avoid these pitfalls, there is still a chance that you will be chosen at random for audit. This is because each base jurisdiction is required to audit 3% of IFTA accounts per year. If any lucky trucker can win the IFTA audit lottery, that means you need to be prepared to avoid potential penalties.

So how can you be ready? Daily diligence in keeping records is the only solution. This may sound like a hassle, but if you ever get that phone call, you will be relieved knowing you don’t have to scramble around your cab and dig crumpled receipts out of every crevice! Five minutes a day keeps the penalties away!

Documentation required can be broken down into two simple groups: Distance Records and Fuel Records. Monthly and quarterly summaries are not sufficient alone, so keep all original reports and hard copies.

Distance Records must contain the following:

Basic information about the driver and vehicle:

• Driver’s signature and name
• Registrant’s name
• Vehicle Fleet number
• Vehicle Identification Number 
• Trailer number

Trip Information:

• Start and End dates of the trip
• Trip Origin and Destination
• Routes of Travel
• Odometer/Hubometer readings from start & finish
• Total Trip Miles/Kilometers
• Miles/Kilometers by Jurisdiction

Remember that personal and leased miles must also be included.

Fuel Records must contain the following:

• Original receipts for each purchase. Copies or scans are not acceptable. Keep them in good condition and do not write on or alter them in any way.
• Date of purchase
• Seller’s name and address
• Number of gallons/liters purchased
• Fuel type
• Price per gallon or total of sale
• Unit numbers 
• Make, model, and gross weight of the licensed vehicle

When withdrawing from Bulk Fuel, a bulk metered record must also be kept. Record the date of withdrawal, number of gallons, fuel type, Unit or VIN number of vehicle you’re filling, and the purchase/inventory records from the initial bulk fuel purchase. This verifies that tax was paid.

If these records are kept organized and legible, you’re several steps closer to surviving an IFTA audit. Here are a few more survival tips:

• To stay organized easily, print your Trip Record on an 8 ½ x 11 envelope and store fuel receipts inside.
• Use a G.P.S. to automatically track and upload your miles, but be careful. Not all systems track mileage precisely enough for tax purposes, so be sure that your G.P.S. is IFTA approved. 
• Routes taken must be accurate as auditors know details, such as when and where construction was taking place, detours, closed bridges, etc.
• Supporting documentation for the last 12 quarters should be stored in your base jurisdiction, or you may have to pay travel expense and per diem for the auditor to access them.
• Cooperate with the auditor to the best of your ability. Avoiding phone calls or not providing the correct documents will only increase the likelihood of penalties. Also, the four-year retention requirement will be extended until you cooperate. 

With some diligence and cooperation, your IFTA audit should be pain-free and over in no time!

Truck Services of North America is here to help with all of your IFTA needs. As a premier processing agency, we will prepare your quarterly returns based on the information you provide us and file it directly with the state department.

The deadline for filing HVUT Form 2290 is also approaching. If you’re short on time, we can take care of that for you and much more! To see the array of services we offer, visit TSNAmerica.com, and send us a Service Request Form, email us at support@TSNAmerica.com or call 803.386.0320. Our goal is to eliminate that bothersome paperwork and get you back on the road!

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Avoiding an IFTA Audit

Did you know that each base jurisdiction is required to audit 3% of its IFTA accounts per year? This policy

is in place to ensure that all drivers are keeping accurate fuel and mileage records according to IFTA standards— meaning that any driver can be selected at random for an audit, sometimes with little or no time to prepare. 

However, not all audits are determined at random. Quarterly IFTA filings are reviewed to check for
inconsistencies and errors. As such, inaccurate or insufficient record keeping could trigger an audit. So what can you do to avoid being audited?

Of course, the best way to avoid–and to survive–an IFTA audit is diligent record keeping. The reports, along with the originals, should be kept on hand for four years after the filing date. Beyond these basics, there are a few common mistakes drivers should steer clear of. These will give the appearance of non-compliance, even if you are doing everything right.


Here are some red flags for IFTA auditors:

• Non-continuous Jurisdictions: Trip logs must show continuity from the starting point to the destination, with every district in between. It’s impossible for a vehicle to begin in California and suddenly be in Utah. This is a glaring error to auditors.

• Gaps in Mileage: This occurs when your end of the day trip logs don’t match up with the beginning of the next day. Often this happens because drivers don’t realize that their personal or leased miles must also be included on the trip logs. 

• Over-simplified Fuel Calculations: When reporting fuel, it is not acceptable to divide your miles traveled by a predetermined Miles Per Gallon estimate as MPG will naturally fluctuate. The precise fuel use and mileage must be recorded.

• Skewed MPG: If your average MPG varies drastically from one quarter to the next, there needs to be a legitimate reason, such as different road conditions, varying weights of the loads carried, etc. If the reason is not apparent, it could trigger an audit.

• Excessively High/Low MPG: The average MPG for a heavy vehicle is between 5-10 MPG. If your MPG falls outside of this range, there is likely an error in calculations. Moreover, some states will not let you file your IFTA return until your MPG is within that range.

Remember that even if you avoid these pitfalls, there is still a chance that you will be chosen at random for audit, which means you need to be prepared in order to avoid potential penalties, such as double taxation or even license revocation for non-compliance.

If the paperwork required for IFTA is getting out of hand, Truck Services of North America is always here to help. We not only calculate the tax amount due and prepare the return based on the information provided to us, we also file it directly with the state department. We also file HVUT Form 2290, IRP, and much more on your behalf, cutting down on paperwork and increasing time you can spend on the road.

To find out more about the array of premier services we offer, visit TSNAmerica.com, and send us a Service Request Form, email us at support@TSNAmerica.com or call 803.386.0320. You’ll always speak to a real person, not an automated system. And if we don’t already know the answer to your question, we will find it!

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Common IFTA Mistakes

Truck Services of North America receives many questions about the requirements of IFTA.  Here are a couple common mistakes that can be quite costly for IFTA license holders.

I do not have to file a quarterly return since I did not operate.

Many IFTA license holders assume that if they do not have any mies to report, that they do not have to file a quarterly IFTA return. This is not the case, if you hold a valid IFTA license, you are required to file a quarterly return by the deadline, even if no miles were traveled.  In the instance of no operations, you would simply file a zero return and no tax will be owed.  However, if you fail to file the zero return by the quarterly deadline, you will be responsible for the late filing penalty fee.

If I do not renew my IFTA license at the end of the year, my IFTA account will automatically be closed and I will not be required to continue to file quarterly returns.

This is not always true and depends on your state.  The process to close your IFTA account varies from state to state.  Some states revoke and close IFTA accounts as soon as you fail to file for one or two quarters.  Others close the account at renewal time, while others allow the account to remain open and each quarter that is late, is subject to the late filing penalties and interest for any tax due. You want to check with your state to find out what is required to close your IFTA account if you are going out of business or easing operations for any reason.  We have had customers who have been required to file over 4 years of outstanding IFTA returns, because they failed to close their account with the state.

TSNAmerica works very closely with state IFTA offices and can assist you in setting up, maintaining and closing your IFTA account.  We keep you informed of deadlines, file your quarterly returns and notify you of changes in rules and regulations, should they occur.

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Know Your HVUT Responsibilities

What is HUVT?

HVUT is the Heavy Vehicle Use Tax that is a fee assessed annually on heavy vehicles operating on public highways at registered gross weights equal to or exceeding 55,000 pounds. The gross taxable weight of a vehicle is determined by adding the unloaded weight of the motor vehicle and any trailers together with the maximum load customarily carried on-road by the truck-trailer combination.

Who Must File?

You must file Form 2290 for the tax period beginning on July 1st and ending on June 30th of the following year, if a taxable highway motor vehicle is registered, or required to be registered, in your name under state, District of Columbia, Canadian, or Mexican law at the time of its first use during the period and the vehicle has a taxable gross weight of 55,000 pounds or more.  The deadline to file the annual tax is August 31st.

What is Required?

Business Details:

• Business Name (Sole proprietor can use their legal name)
• Address
• EIN (Employer Identification Number)
• Name & phone number of authorized signatory.

Vehicle Details:

• Vehicle Identification Number (VIN)
• Gross weight of the Vehicle

IRS Payment Method:

• If paying by direct debit, you will need your bank routing number and account number.

Deadline to File?

Heavy Vehicle Use Taxes must be filed using the Form 2290 on an annual basis. The Tax period for Heavy Vehicles begins on July 1st and ends on June 30th of the following year. The annual renewal of your Form 2290 for a new tax period IS DUE BY August 31st each year.

For new vehicles placed in service, the IRS Form 2290 must be filed by the last day of the month following the month of first use. For example, if you purchase and first use a vehicle in October, you must file a Form 2290 by the end of November.

Give Truck Services of North America a call and we can phone file your Form 2290.  We take all your information over the phone and submit it to the IRS on your behalf!  All we need is your information and a signed Form 8453, giving us the authorization to file for you.  We can send you the form, you sign it and send it back and we take care of the rest. We will even send your Stamped Schedule 1 to your employer for you!

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ATTN: Ohio IRP Customers - Cab Card Update

On Tuesday, June 24, 2014, the International Registration Plan, Inc posted an IRP Cab Card Update from the Ohio Bureau of Motor Vehicles.  The update is regarding the validation stickers, which were discontinued as of January 1, 2014.  The Ohio BMV is requesting member jurisdictions to circulate this notice to their law enforcement member along with a copy of this cab card example.

Truck Services of North America works to help you stay informed of changes in laws that affect you.

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14-15 2290 & 2nd Quarter Filing Period Now Open!

2nd 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 2nd quarter filing is July 1, 2014 and we encourage you not to wait until the last minute to file.

The filing period for the 2014-2015 Form 2290 tax year is also open. Each Heavy Highway Vehicle weighing 55,000 pounds or more must file Heavy Vehicle Use Tax on an annual basis using Form 2290. The filing period opens today, July 1st and the deadline to file is August 31st.

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.

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