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Basics
7 min read
Record keeping that survives an audit.
What records IFTA actually requires, how long you need to keep them, and how to organize them so an audit takes a day instead of a week.
How long you keep records
All IFTA records must be retained for at least 4 years from the return due date or the filing date, whichever is later.
Worked example: Q1 2024 records (return due April 30, 2024) must be kept until at least April 30, 2028.
Required trip records
For every trip, the file must show:
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Date of trip (start and end).
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Trip origin and destination.
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Route of travel, jurisdiction by jurisdiction.
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Beginning and ending odometer readings.
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Total miles traveled.
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Miles by jurisdiction, the state-by-state breakdown.
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Vehicle unit number or license plate.
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Driver name or ID.
Required fuel records
For every fuel purchase, the receipt must show:
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Date of purchase.
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Seller name and address with city and state or province.
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Number of gallons purchased.
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Fuel type (diesel, gasoline, etc.).
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Price per gallon and total amount.
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Vehicle unit number or license plate.
What good record keeping looks like
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Go digital from day one
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Organize by quarter
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Use a fleet fuel card
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Back it up