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IFTA Record Keeping Requirements
Proper record keeping is essential for IFTA compliance. Learn what documents you need to maintain and for how long.
Retention Period
All IFTA records must be retained for a minimum of 4 years from the tax return due date or filing date, whichever is later. This includes both trip records and fuel purchase documentation.
For example: Q1 2024 records (due April 30, 2024) must be kept until at least April 30, 2028.
Required Trip Records
For each trip, you must maintain records that include:
Date of trip (beginning and ending)
Trip origin and destination
Route of travel (jurisdictions traveled)
Beginning and ending odometer readings
Total miles traveled
Miles by jurisdiction (state/province breakdown)
Vehicle unit number or license plate
Driver name or ID
Required Fuel Records
For each fuel purchase, you must maintain receipts showing:
Date of purchase
Seller name and address (city, state/province)
Number of gallons purchased
Fuel type (diesel, gasoline, etc.)
Price per gallon and total amount
Vehicle unit number or license plate
Best Practices
Go digital
Scan or photograph all receipts and store them digitally. Paper receipts fade over time.
Organize by quarter
Keep records organized by reporting quarter for easy retrieval during audits.
Use fleet fuel cards
Fleet cards provide detailed transaction records and automatic reporting.
Backup your data
Maintain backups of all digital records in multiple locations.
Track your trips and fuel easily
Our calculator helps you maintain organized records.