The International Fuel Tax Agreement simplifies fuel tax reporting for carriers running across state and provincial lines. Instead of filing in every jurisdiction you drive through, you file one quarterly return with your base state — whichever state that is — and the money is distributed to the jurisdictions where you actually burned the fuel.
The concept is simple; the arithmetic is not. Every quarter you have to reconcile miles driven per jurisdiction against fuel purchased per jurisdiction, apply each jurisdiction's tax rate, and settle the difference. Rates change quarterly. Miss a filing and penalties and interest start accruing; miss several and your licence can be revoked, which takes your trucks off the road.
We prepare and file your quarterly returns from your trip sheets, ELD data or fuel card reports, handle your annual licence and decal renewal, and keep the records you will need if your base jurisdiction audits your account.
What you get
- All four quarters handled on a standing schedule so nothing slips
- Annual licence and decal renewal included
- Audit-ready working papers retained
- We work from trip sheets, ELD exports or fuel cards — no specific software required
Who needs this
- Qualified motor vehicles operating in two or more IFTA jurisdictions
- Vehicles with two axles and a gross vehicle weight over 26,000 pounds
- Vehicles with three or more axles regardless of weight
- Combinations with a combined weight over 26,000 pounds
- Carriers in any state — we file with your base jurisdiction
What to bring
Have these ready and we can usually turn things around without a second round of questions.
- Trip records showing miles by jurisdiction for the quarter
- Fuel receipts or fuel card statements showing gallons and jurisdiction of purchase
- Current IFTA licence number, if you already have an account
- ELD or GPS mileage reports, if available
- USDOT number and vehicle list
How the process works
- 1
Send your quarterly records
Trip sheets, ELD exports or fuel card statements — whatever format you keep. We work with what you have.
- 2
We reconcile miles against fuel
Miles per jurisdiction, gallons per jurisdiction, current quarterly rates applied. We flag anything that looks off before it becomes an audit finding.
- 3
Review the return
You see the net tax due or credit, jurisdiction by jurisdiction, before we file.
- 4
We file and archive
The return goes in before the deadline and we keep a copy of the working papers for your records.
Turnaround
Quarterly returns are prepared within 2–3 business days of receiving complete records. Send records early in the filing month — the last week of every filing period is the busiest.
IFTA Registration & Filing — frequently asked questions
When are IFTA returns due?
Quarterly, on the last day of the month following the end of each quarter: April 30 for Q1, July 31 for Q2, October 31 for Q3, and January 31 for Q4. If the due date falls on a weekend or holiday, it moves to the next business day. A return is required even for a quarter in which you did no interstate travel.
What happens if I file late?
Late filing triggers a penalty plus interest on any tax owed, charged per jurisdiction. Repeated late or missed filings can lead to your IFTA licence being suspended or revoked — and running without a valid IFTA licence and current decals is a citable violation that can put a truck out of service.
Do I still have to file if I did not drive at all?
Yes. A zero return is still a return. Skipping it because you had no activity is one of the most common ways otherwise-compliant carriers end up with penalties and a delinquent account.
What records do I need to keep, and for how long?
You need distance records showing miles by jurisdiction and fuel records showing gallons purchased by jurisdiction, retained for the period specified in the IFTA agreement — generally four years from the filing date. Original fuel receipts or equivalent electronic records matter; a credit card statement alone usually is not sufficient because it does not show gallons.
Do I need both IFTA and IRP?
Usually yes, and the qualifying criteria are nearly identical. IRP covers your registration and plates; IFTA covers your fuel tax. Most interstate carriers running qualified vehicles need both, and we routinely handle them together.