Record Keeping Requirements

You must maintain detailed mileage and fuel records for each vehicle you register under IFTA. You must keep these records for a period of four years from the due date of the quarterly report or the date you file the quarterly report, whichever is later. Upon request, you must make these records available to the Virginia Department of Motor Vehicles or any other jurisdiction that is a member of IFTA.

Assessments and penalties may be imposed, if you do not have these records. Additionally, continued failture to comply with the above may result in the suspension or revocation of your IFTA license.

Acceptable Mileage and Fuel Records

You must maintain detailed mileage records. A standardized trip report is suggested and encouraged.

Acceptable source documents must include all of the following information:

• Carrier's name
• Vehicle unit number
• Date of trip (starting and ending of trip)
• Trip origin and destination (city and state)
• Beginning and ending odometer/hubodometer readings of the trip
• Routes of travel
• Mileage by jurisdiction
• Total trip miles
• Retail fuel purchases and fuel withdrawals from bulk storage made during the trip
• Monthly and quarterly mileage and fuel summaries

Also the following information should be included:

• Intermediate stops (city and state)
• Driver's name by vehicle

Acceptable Retail Fuel Purchase Records

You must maintain complete records of all fuel purchased or received, including retail and bulk storage used in your business.

The following are acceptable documents to verify retail fuel purchases for over the road use:

• Receipt
• Invoice
• Credit Card Receipt
• Automated vendor-generated invoice
• Listing from vendor detailing fuel purchases and taxes paid

These documents must contain the following information:

• Date of purchase
• Price per gallon/liter and/or total amount of sale
• Seller's name and address
• Vehicle unit number
• Number of gallon or liters purchased
• Purchaser's name
• Fuel type

Note: If the vehicle is leased, the fuel receipt can be in the name of either the lessor or the lessee, as long as a legal connection can be made to the carrier filing the IFTA quarterly report.

Acceptable Bulk Fuel Storage Records

If you maintain bulk fuel storage you must maintain records of purchases, withdrawals and inventory on hand.

Vendor invoices that contain the following information are acceptable as proof of bulk fuel purchases:

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

Fuel withdrawal from inventory must contain the following information:

• Date of withdrawal
• Vehicle unit number
• Number of gallons or liters withdrawn
• Monthly inventory records (beginning and ending inventory supported by stick/gauge readings)
• Fuel type

Note: A record of fuel withdrawn from bulk storage must distinguish fuel placed in qualified vehicles from other individual uses.