What Information Is Required on IFTA Fuel Records?

Complete fuel records of all motor fuel purchased, received, and used in the conduct of its business must be maintained. Separate totals must be compiled for each motor fuel type and retail fuel purchases and bulk fuel purchases are to be accounted for separately.

The fuel records shall contain, but not be limited to:

•  The date of each receipt of fuel;
•  The name and address of the person from whom purchased or received;
• The number of gallons or liters received;
• The type of fuel; and
• The vehicle or equipment into which the fuel was placed. 

Retail purchases must be supported by a receipt or invoice, credit card receipt,

automated vendor generated invoice or transaction listing, or microfilm/microfiche of the receipt or invoice. Receipts that have been altered or indicate erasures are not accepted for tax-paid credits unless the licensee can demonstrate the receipt is

valid. An acceptable receipt or invoice must include, but shall not be limited to, the following:

• Date of purchase;
• Seller's name and address;
• Number of gallons or liters purchased;
• Fuel type;
• Price per gallon or liter or total amount of sale;
• Unit numbers; and
• Purchaser's name

A licensee may claim a tax-paid credit on the IFTA tax return for bulk fuel only

when the bulk storage tank from which the fuel is withdrawn is owned, leased or

controlled by the licensee; the fuel is placed into the fuel tank of a qualified motor

vehicle; and either the purchase price of the fuel includes tax paid to the member

jurisdiction where the bulk fuel storage tank is located or the licensee has paid

fuel tax to the member jurisdiction where the bulk fuel storage tank is located.

Bulk fuel records must contain the following:

• Date of withdrawal;
• Number of gallons or liters;
• Fuel type;
• Unit number; and
• Purchase and inventory records to substantiate that tax was paid on all bulk purchases.   

As a premier processing agency, Truck Services of North America, makes it simple by preparing and filing your quarterly returns for you. TSNA takes the paperwork out of your way! Contact us today at TSNAmerica.com or call 803.386.0320 to get your account set up.

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Penalties For Late IFTA Filing

IFTA is the International Fuel Tax Agreement between the 48 contiguous States and 10 Canadian Provinces, where the member jurisdictions act cooperatively to administer and collect motor fuel use taxes.

Under IFTA, you are required to file Quarterly Fuel Tax Returns.  IFTA Returns are due on the last day of the month following the end of each calendar quarter. To avoid penalty for late filing, the tax reports must be postmarked no later than midnight on the date indicated. If the last day of the month falls on a Saturday, Sunday or legal holiday, the next business day will be considered as filed timely.

A quarterly fuel tax return must be filed even if the no fuel was used.  You submit a “zero” report.

Penalties for Late/No Filing

A penalty of $50.00 or 10% of the net tax liability, whichever is greater, will be assessed on late-filed reports, failure to file, or for underpayment of tax due. If the net tax liability is zero or a credit, the late filing penalty will still be $50.00. To avoid penalty for late filing, the tax reports must be postmarked no later than midnight on the date indicated. If the last day of the month falls on a Saturday, Sunday or legal holiday, the next business day will be considered as filed timely.

Interest is assessed on all delinquent taxes due each jurisdiction. The interest rate is 1% per month. Interest will be calculated from the date the tax was due for each month or fraction of a month until paid.

As a premier processing agency, Truck Services of North America, makes it simple by preparing and filing your quarterly returns for you. Avoid penalties for filing late by letting TSNA take the paperwork out of your way! Contact us today at TSNAmerica.com or call 803.386.0320 to get your account set up.

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Reminder: New Mexico Weight Distance Permit Renewal Deadline

New Mexico imposes a weight-distance tax on owners, operators, and registrants of intra and interstate commercial vehicles with a declared gross vehicle weight in excess of 26,000 pounds. This tax is based on vehicle weight and miles traveled on New Mexico roads. Companies must register and apply each year for a New Mexico Weight Distance Tax Electronic Permit for each vehicle.

The permits are based on the calendar year and the renewal period is now open and the deadline to renew is December 31, 2012.  Renewals can be done online at www.mvd.newmexico.gov.

Those subject to the weight-distance tax (WDT) must file a New Mexico weight-distance tax return on a quarterly basis, and pay the tax due to the MVD. You can file a weight distance tax return (single and bulk filing) online through the MVD ONLINE SERVICES.

Weight-distance tax return forms are also available for you to download and print out. You can mail in the tax form with your check for the amount due to the address on the form.

As a premier processing agency, Truck Services of North America can get your New Mexico Weight Distance Permit and file your Quarterly Weight Distance Tax Return for you.  TSNA takes the paperwork out of your way. For more details contact us at TSNAmerica.com or call 803.386.0320.

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Do I Need an EIN?

An EIN is an Employer Identification Number, also known as a Federal Tax Identification Number, and can be used to verify a business entity. An EIN is usually required in order to file a tax return for a business. If you are filing Form 2290 for Heavy Vehicle Use Tax (HVUT), you must have an EIN to file the return. The IRS will no longer accept Social Security Numbers for the Form 2290. While you can get your EIN immediately, it can take the IRS up to 10 business days to update new EINs into their system.

If you do not have an EIN, you can apply for one online through the IRS website or if you don’t have the time or unable to get to a computer, you can have a service provider, like Truck Services of North America to do it for you.

NOTE: Remember, for vehicles first used in November, the due date to file your Form 2290 is December 31, 2012. While you can get your EIN immediately, it can take the IRS up to 10 business days to update new EINs into their system; so you will want to get your EIN today!

 

As a premier processing agency, Truck Services of North America can get your EIN and file your Form 2290 Heavy Highway Use Tax for you.  TSNA takes the paperwork out of your way. For more details contact us at TSNAmerica.com or call 803.386.0320.

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IFTA Recordkeeping Requirements

It is important to keep accurate records in case they are ever requested during an IFTA audit.  As stated in in the IFTA Procedural Manual, you are required to maintain your records for 4 years from the due date or file date of the quarterly tax return, whichever is later, plus any time period included as a result of waivers or jeopardy assessments. Records may be kept on microfilm, microfiche, or other computerized or condensed record storage system acceptable to the base jurisdiction. Non-compliance with any recordkeeping requirement may result in the revocation of the license.

Detailed distance records which show operations on an individual-vehicle basis must contain, but not be limited to:

• Taxable and non-taxable usage of fuel;
• Distance traveled for taxable and non-taxable use; and
• Distance recaps for each vehicle for each jurisdiction in which the vehicle operated.

An acceptable distance accounting system is required and supporting information should include:

• Date of trip (starting and ending);
• Trip origin and destination;
• Route of travel (may be waived by base jurisdiction);
• Beginning and ending odometer or hubodometer reading of the trip (may be waived by base jurisdiction);
• Total trip miles/kilometers;
• Miles/kilometers by jurisdiction;
• Unit number or vehicle identification number;
• Vehicle fleet number;
• Registrant's name; and
• may include additional information at the discretion of the base jurisdiction.

Complete fuel records of all motor fuel purchased, received, and used in the conduct of its business must be maintained. Separate totals must be compiled for each motor fuel type and retail fuel purchases and bulk fuel purchases are to be accounted for separately.

The fuel records shall contain, but not be limited to:

• The date of each receipt of fuel;
• The name and address of the person from whom purchased or received;
• The number of gallons or liters received;
• The type of fuel; and 
• The vehicle or equipment into which the fuel was placed.

Retail purchases must be supported by a receipt or invoice, credit card receipt,

automated vendor generated invoice or transaction listing, or microfilm/microfiche of the receipt or invoice. Receipts that have been altered or indicate erasures are not accepted for tax-paid credits unless the licensee can demonstrate the receipt is

valid. An acceptable receipt or invoice must include, but shall not be limited to, the following:

• Date of purchase;
• Seller's name and address;
• Number of gallons or liters purchased;
• Fuel type;
• Price per gallon or liter or total amount of sale;
• Unit numbers; and
• Purchaser's name

A licensee may claim a tax-paid credit on the IFTA tax return for bulk fuel only

when the bulk storage tank from which the fuel is withdrawn is owned, leased or

controlled by the licensee; the fuel is placed into the fuel tank of a qualified motor

vehicle; and either the purchase price of the fuel includes tax paid to the member

jurisdiction where the bulk fuel storage tank is located or the licensee has paid

fuel tax to the member jurisdiction where the bulk fuel storage tank is located.

Bulk fuel records must contain the following:

• Date of withdrawal;
• Number of gallons or liters;
• Fuel type;
• Unit number; and
• Purchase and inventory records to substantiate that tax was paid on all bulk purchases.

There are specific requirements necessary to maintain accurate IFTA records and is your responsibility as an IFTA licensee. Proper recordkeeping simplifies the audit process, should you ever be audited.

As a premier processing agency, Truck Services of North America, makes it simple by preparing and filing your quarterly returns for you. TSNA takes the paperwork out of your way! Contact us today at TSNAmerica.com or call 803.386.0320 to get your account set up.

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New York HUT Renewal Reminder

The renewal period began October 1, 2012 for the New York State imposed a highway use tax (HUT) on motor carriers operating certain motor vehicles on New York State public highways (excluding toll-paid portions of the New York State Thruway). The tax is based on mileage traveled on NYS public highways and is computed at a rate determined by the weight of the motor vehicle and the method that you choose to report the tax.  The deadline to renew is December 31, 2012. Beginning January 1, 2013, you must affix a decal to each vehicle that's required to have a certificate of registration.

Vehicle registration requirements

You must obtain a certificate of registration for each vehicle subject to HUT. There are two types:

• A HUT certificate of registration is required for any truck, tractor, or other self-propelled vehicle with a gross weight over 18,000 pounds. (If you elect to use the unloaded weight method to file your returns, a certificate is required for any truck with an unloaded weight over 8,000 pounds and any tractor with an unloaded weight over 4,000 pounds.)
• An automotive fuel carrier (AFC) certificate of registration is required for any truck, trailer, or semi-trailer transporting automotive fuel. (The same gross weight and unloaded weight rules apply.)

You are also required to file your quarterly highway use tax return.  The 4th Quarter will end on December 31, 2012 and the deadline to file is January 31, 2013.  You will want to file your 4th Quarter NY HUT on time to avoid penalties and interest.

As a premier processing agency, Truck Services of North America can get or renew your NY HUT certificate of registration and file your 4th Quarter highway use tax return for you.  TSNA takes the paperwork out of your way. For more details contact us at TSNAmerica.com or call 803.386.0320.

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Oregon Truckers: Renewal Deadlines Reminders

Renewal period for Oregon Weight Receipt, IFTA and IRP are under way.  The deadline is December 31, 2012.  If you are renewing by mail, you will want to return your paperwork by October 31, 2012 to allow enough time to process the 2013 credentials.  A better and faster option is to renew your credentials online at OregonTruckingOnline.com with a PIN.

Oregon Weight Receipt and Tax Identifier, or Receipt is required in additional to registration plates and is used to collect highway-use taxes.  A carrier pays the Weight-Mile tax by filing a Weight-Mile Tax report. Renewal papers and payment must be submitted before January 1, 2013. Enforcement officers may issue a $435 citation to those who do not have a current permanent or temporary Oregon Weight Receipt and Tax Identifier.

IFTA is the International Fuel Tax Agreement between the lower 48 states of the United States and the Canadian provinces (except Northwestern Territories, Nunavut and Yukon), to simplify the reporting of fuel use by motor carriers that operate in more than one jurisdiction. This simplifies the process of reporting quarterly fuel tax returns.

IRP is the International Registration Plan that is an agreement for the registration of commercial motor vehicles involved in interjurisdictional travel throughout the 48 contiguous United States and 10 provinces in Canada.

The renewal period for Unified Carrier Registration or UCR is also open from now until December 31, 2012.

For more details see the December Issue of the Motor Carrier News.

As a premier processing agency, Truck Services of North America can assist with renewing your Oregon Weight Receipt, IFTA, IRP and UCR.  TSNA takes the paperwork out of your way. For more details contact us at TSNAmerica.com or call 803.386.0320.

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