Before an audit starts
Preparation is easier when records are maintained during the quarter, not rebuilt under deadline pressure. Confirm you can produce complete records for each quarter under review.
Mileage records to verify
- Trip list with dates and vehicle unit numbers
- Origin, destination, and route detail
- Jurisdiction miles that sum to quarterly totals
- Odometer readings or documented distance method
- Explanation for large mileage adjustments
See also our classic guide: How Truck Drivers Can Prepare for an IFTA Audit.
Fuel records to verify
- Fuel receipts or invoices with date and location
- Gallons and fuel type for each purchase
- Tax-paid gallons summarized by jurisdiction
- Matching between fuel logs and receipts
Quarterly returns and supporting totals
- Filed IFTA returns for each quarter requested
- Proof of payment where applicable
- Worksheets or software exports supporting jurisdiction miles and gallons
- Consistent fleet MPG across supporting detail
Common audit gaps
- Missing receipts for reported tax-paid gallons
- Trip detail that does not support jurisdiction mileage totals
- Gaps in dates during active operating periods
- Personal miles included in IFTA totals
- Manual spreadsheet errors across jurisdictions
How IFTAfy supports audit readiness
IFTAfy keeps trips, fuel stops, receipt images, and quarterly reports in one system on mobile and web. That makes it easier to produce organized records when your base jurisdiction requests supporting detail.
Review mileage tracking and fuel tracking features, or download the app from our download page.
- IFTA license and decals current for audit period
- Quarterly returns filed for each quarter under review
- Trip detail available for sampled dates
- Jurisdiction mileage totals match trip detail
- Fuel receipts stored for tax-paid gallons
- Fleet MPG calculation documented
- Vehicle list and unit numbers consistent across records
- Adjustments explained with supporting notes