J. J. Keller® Vehicle Tax & Licensing Service
Save time, reduce audit risk and meet IFTA fuel tax reporting obligations. (04699)

J. J. Keller® Vehicle Tax & Licensing Service

Save time, reduce audit risk and meet IFTA fuel tax reporting obligations.

The J. J. Keller Vehicle Tax & Licensing Service will keep your company compliant with the motor carrier tax and registration requirements, state IFTA and IRP requirements, and your fuel tax reporting obligations.

Your audit risk will be significantly reduced from our work to keep your vehicles legal and improve the accuracy and integrity of your fuel and mileage tax data. And, you'll work with a dedicated Client Service Representative who's familiar with your organization and manages your program.

 

Click Here to Learn More!

Or, talk with a Compliance Specialist
today at 888-473-4638.

How The Service Works

This full vehicle management service covers these important functions: 1) Licensing, 2) Permitting, and 3) Fuel Tax (IFTA) Reporting to ensure your vehicles stay legally on the road.

Licensing & Permitting

J. J. Keller will obtain your licenses and permits based on a thorough understanding of your company. We will provide recommendations for structuring your program in a way that benefits you financially.

J. J. Keller will:

  • Obtain initial permits for mileage, authority, International Fuel Tax Agreement (IFTA) and International Registration Plan (IRP)
  • Monitor and complete your renewals for: IRP, IFTA, Heavy Vehicle Use Tax (HVUT), Mileage Permits (OR, NM, NY, and/or KY), Unified Carrier Registration (UCR) and applicable Authority Permits.
  • Complete IRP, IFTA, Mileage Tax, UCR and Authority Permit applications for additional vehicles added to your fleet.
  • Communicate with states on your behalf whenever there are permit changes, such as address changes, return of permits, or cancellations.
  • Review your IRP mileage information to ensure your vehicles are meeting the IRP requirements.
  • Provide recommendations for permitting needs for the following year.
  • Provide cost reports of total fuel, mileage, and authority permits.
  • Provide advisement on which base state you should use.
  • Recommend best-practices to help you optimize your fleet efficiencies and tax liabilities.

IFTA and Mileage Tax Reporting

To help you comply with your IFTA and Mileage Tax Reporting obligations, J. J. Keller will:

  • Collect and enter your driver trip reports, fuel receipts, and toll information into a specialized database. (We accept paper trip documents or electronic data transfer.)
  • Conduct a proprietary audit covering 70+ edit checks, analyze data and correct errors to meet IFTA and IRP state compliance requirements.
  • Identify and correct discrepancies when appropriate.
  • Manage your monthly and quarterly mileage and fuel data. IFTA tax reports are due quarterly and must be postmarked no later than midnight on the date indicated.
  • Complete and submit tax returns and disperse payments.
  • Apply for ongoing fuel tax credits and refunds (as appropriate).
  • Maintain trip reports, fuel receipts, and other documentation necessary to meet recordkeeping requirements. We retain this information at J. J. Keller in Neenah, WI and purge according to regulatory timelines.
  • Generate Fuel and Mileage Reports, including:
    • Monthly/Quarterly Fuel and Mileage Report (including all states)
    • Monthly/Quarterly Unit Analysis Report
    • Units with no activity

Reporting Quarter

Due Date

January – March

April 30

April – June

July 31

July – September

October 31

October – December

January 31

Call us toll free at 1-888-473-4638 for a no-obligation discussion. Or, if you prefer, fill out the form at the bottom of the page to learn more!


Key Benefits

Save time
Partnering with J. J. Keller to manage your vehicle compliance will free you up to focus your attention where you want it to be - on your business.

Be compliant, minimize risk and exposure to audits
Have confidence you are compliant. J. J. Keller applies the most current regulations in managing your licensing, permitting and fuel tax reporting.

Reduce overhead
Lower administrative costs related to managing legalization.

Optimize tax credits
J. J. Keller experts ensure you are not overpaying or underpaying IFTA taxes and are receiving entitled credits.

Be proactive
Receive notifications of expiring license plates and permit renewals ahead of time.

Centralize and standardize processes
Processes will be standardized and consistent across your operating locations.

Get reports 24/7
Access your vehicle information and get helpful reporting anytime through your secure online portal.

Audit support
In the event of an audit, J. J. Keller experts will prepare your records and manage the entire process.

Meet recordkeeping requirements
Your documents will be retained at J. J. Keller and purged according to regulatory timelines.


Events

Feb 22
10:00AM
11:00AM
Driver Qualification and the Power of J. J. Keller® Encompass®
Webcasts -
The process of driver qualification can be overwhelming. Hiring the right drivers and ensuring their credentials comply with the regulations is critical for the successful and safe operation of every company. This new webcast will provide a basic overview of the driver qualification regulations and a demonstration of J. J. Keller® Encompass®, a proven fleet management system that supports thousands of fleets by providing compliant, centralized, cloud-based management of the driver qualification process.
Feb 27
8:00AM
2:30PM
DOT Audits - What You Need To Know
Executive Seminars - Denver, CO
Join J. J. Keller experts, Sr. Safety Consultant, Jeana Hysell and Sr. Account Executive, Arty Bentch for this complimentary educational seminar on DOT Audits for the experienced fleet professional! You'll gain valuable information on DOT audit prevention strategies, guidance on implementing FMCSA's "Safety Management Cycle" within the CSA Seven Basics and how to take your safety programs to the next level - beyond compliance! Call 800-843-3174 x8150 to register now
Feb 28
10:00AM
11:00AM
Beyond the ELD Mandate: Preparing for What's Next
Webcasts -
Now that electronic logging is the “law of the land,” the question is, “what now?”. The devices are installed, and drivers are using them, but many companies are unsure about what they should, and must be doing next. Or maybe you’re still working on implementing ELDs and don’t know what to expect. In this webcast you’ll learn how to address and correct common problems that happen with ELDs, changes you may need to make to improve operational efficiency, and how to use and audit “all that data” to make sure your fleet is operating in compliance and safely, and that you get the most from your ELD investment. Don't miss this popular event.
Mar 06
8:00AM
2:30PM
DOT Fundamentals - A Green Book Overview
Executive Seminars - Boston, MA
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Mar 06
9:30AM
2:30PM
The Challenges of ELogs: Maximizing Your Investment, Minimizing Your Risk
Executive Seminars - Detroit, MI
The ELD mandate is now in effect and if you’ve installed ELogs, you know that the compliance challenges and opportunities are just beginning. Make time to attend our new seminar and hear from the experts about how to maximize your ELog solution. Our subject matter experts will weigh in on how to use EHOS data to improve compliance and operations, understand the AOBRD and ELD challenges at roadside inspections, prepare for ELD audits, and more. And you’ll also find additional value in the hands-on J. J. Keller ELog driver experience. Register today to start maximizing your ELog investment!
Mar 07
10:00AM
11:00AM
FAQs on DOT Drug & Alcohol Testing: Answers to your questions
Webcasts -
Countless questions are submitted to J. J. Keller Subject-Matter Experts monthly on the topic of DOT drug and alcohol testing. Through the years, we have seen recurring questions and common areas of confusion. This webcast is a compilation of the most frequently asked questions on the topic of drug and alcohol testing. The webcast offers listeners the opportunity to pose their own questions as we cover a variety of subtopics. Come join the discussion!
Mar 08
10:00AM
11:00AM
How To Prepare for and Survive an Audit in the Age of ELDs
Webcasts -
Have you ever gone through a DOT audit? Then you probably know they can happen fast, without warning, and the last thing you want to be is unprepared for one. In this webcast, we will discuss how an audit, correctly known as a “carrier investigation,” will be conducted at a carrier that is using electronic logs. We'll help you to understand what a carrier can do when it comes to: •daily operations, •internal auditing, and •making sure drivers are not creating false logs or other violations that will be a serious problem during an audit You'll leave this webcast feeling prepared should you ever get audited. Don't miss this event!
Mar 13
1:00PM
2:00PM
Post Elogs: Bringing Technology to the Rest of Your Safety Operation
Webcasts -
Whew! Your operation made it past the ELD mandate. Whether you were an early adopter or made a last-minute change, chances are that the reality of the conversion was not as bad for you, your organization, and your drivers as was envisioned or feared. You are rightfully encouraged – what’s next? There are other electronic processes that fleets can use to become safer and more effective. During this webcast, you'll learn how to: •Identify additional technology; •Analyze risk vs. reward of the solutions available; •Focus on the next stages of implementing technology for reporting, dispatching, and training; •Discover the benefits of being an entirely paperless fleet; and •use technology to save time, be more accurate, and efficient.
Mar 14
10:00AM
11:00AM
Top Driver Qualification FAQs
Webcasts -
Ensuring that commercial motor vehicle drivers are fully qualified at all times can be a confusing and daunting task, but it’s vital if you want to avoid the fines, penalties, and liability that can result from noncompliance. If you’ve got questions, we’ve got answers! Join us as we discuss the most commonly asked questions concerning driver qualification (DQ), based on the hundreds of DQ questions our experts receive every month. Areas of focus during the webinar will include: •DQ File Basics •Road Tests •Safety Performance History •Medical Certification •Driving Records (MVRs) •Non-Compliance You’ll also get a chance to pose your own questions throughout the event.
Mar 15
8:00AM
2:30PM
DOT Fundamentals - A Green Book Overview
Executive Seminars - Portland, OR
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Mar 20
10:00AM
11:00AM
Fleet Technology & Onsite Audits: Why Recordkeeping Still Matters
Webcasts -
Technology has changed virtually every commercial enterprise. This is especially true in transportation with many carriers now using technology, from ELDs and in-cab cameras, to GPS devices and driver messaging and dispatching. So what are the expectations to keep these records and provide them to enforcement at the roadside or a compliance review? In addition to electronic records, what other records are required? Join us to learn about the ins and outs of FMCSA recordkeeping, including: •recent rule changes •how technology (ELDs) will change audits •tools you can use to stay compliant.
Mar 21
10:00AM
11:00AM
Driver Qualifications
Webcasts -
What is meant by the term “driver qualifications”? There is a large body of regulations devoted to what is involved with qualifying a driver, specifically sections in Parts 382, 383, and 391. However, there is much more to “qualifying” a driver than following the regulations. In this webcast, we will discuss the policies and procedures a carrier should have to make sure that it is not hiring an unqualified driver or its next problem.
Mar 22
10:00AM
11:00AM
Medical Qualifications/Sleep Apnea
Webcasts -
Any discussion of sleep apnea needs to begin with what the rules say, and don’t say. That discussion must be followed by what the medical examiners have been told and are currently doing. However, that is just the beginning of the discussion when it comes to sleep apnea. Sleep apnea is a “hidden cause of fatigue” that carriers should consider addressing themselves, rather than waiting for an examiner to tell you that one of your drivers is at risk. In this webcast, you'll learn the regulations that cover sleep apnea, the advice and recommendations that medical examiners have available to them when deciding who is a candidate for sleep apnea, and why carriers should be concerned about not just what the examiners are doing, but about sleep apnea in general.
Mar 27
1:00PM
2:00PM
DOT Policies & Procedures: The foundation of your compliance program
Webcasts -
Compliance with the regulations will be the focus of this webcast, as we'll cover recent and potential changes to hours-of-service rules,ELDs and their effect on the hours-of-service rules,procedures for handling medical cards and their relationship to their medical status on MVRs, and surviving an audit from the FMCSA. We'll also leave time for a Q&A session.
Apr 03
8:00AM
2:30PM
DOT Audits - What You Need To Know
Executive Seminars - Kansas City, MO
Join J. J. Keller experts, Safety Consultant, Doug Herlein and Account Executive, Shawn Duncan-Houx for this complimentary educational seminar on DOT Audits for the experienced fleet professional! You'll gain valuable information on DOT audit prevention strategies, guidance on implementing FMCSA's "Safety Management Cycle" within the CSA Seven Basics and how to take your safety programs to the next level - beyond compliance! Come early for an HR Bonus Session on “Driver hiring & Employment Issue - Where DOL Meet DOT”! Attend this early bonus session to hear how labor laws impact the transportation industry and learn how to avoid employment pitfalls. Use the link or call 800-843-3174 x8150 to register.
Apr 03
1:00PM
2:00PM
ELD Mandate: Are you exempt?
Webcasts -
Many motor carriers and drivers have lingering questions about the ELD mandate, the hours-of-service (HOS) rules, and the exceptions that may or may not apply. In this webcast, we’ll answer: • Who’s subject to the ELD regulations, and who’s exempt? • Is my vehicle too old to need an ELD? • When can I use paper logs, logging apps, or time cards? • How do the “short-haul” provisions work? • Which ELogs will be grandfathered, and which ones will not? If you have questions, our experts have answers! We'll hold a Q&A session at the end of the webcast.
Apr 04
10:00AM
11:00AM
Critical Steps in Accident Preparation & Response
Webcasts -
The worst has happened. One of your drivers has been involved in a serious accident. Now what? So many things need to be done correctly, and one mistake can have catastrophic consequences. In this webcast, you'll learn: •Steps you should take to prepare for a serious accident; •What you need to do in the first critical hours after the accident; and •What you need to do in the weeks, months, and even years that follow. Don't miss out on this new webinar!
Apr 05
1:00PM
2:00PM
4 Things Every Fleet Needs To Know About ELD Data
Webcasts -
ELDs collect significant volumes of data which carriers may not be ready for. This webcast will answer four major carrier questions around effectively dealing with BIG DATA: •How will audits be different with so much detail about what my drivers are doing? •How will we handle the potential deluge of unassigned driving events? •How will ELDs affect how we protect our company from litigation? •How will we manage our fleet differently with all of the potential data we could be getting from the ELD? A Q&A session will also be included, so bring your questions!
Apr 10
1:00PM
2:00PM
Driver Qualification and the Power of J. J. Keller® Encompass®
Webcasts -
The process of driver qualification can be overwhelming. Hiring the right drivers and ensuring their credentials comply with the regulations is critical for the successful and safe operation of every company. This new webcast will provide a basic overview of the driver qualification regulations and a demonstration of J. J. Keller® Encompass®, a proven fleet management system that supports thousands of fleets by providing compliant, centralized, cloud-based management of the driver qualification process.
Apr 17
8:00AM
2:30PM
DOT Audits - What You Need To Know
Executive Seminars - Baltimore, MD
Join J. J. Keller experts, Safety Consultant, Todd Ward and Account Executive, Robert Testoni for this complimentary educational seminar on DOT Audits for the experienced fleet professional! You'll gain valuable information on DOT audit prevention strategies, guidance on implementing FMCSA's "Safety Management Cycle" within the CSA Seven Basics and how to take your safety programs to the next level - beyond compliance! Call 800-843-3174 x8150 to register now.
Apr 17
10:00AM
11:00AM
IFTA & IRP: What you need to know
Webcasts -
Keeping your fleet of vehicles and equipment legal and working toward your financial success takes knowledge of tax laws, state-specific rules and processes, and the time and resources to do it right. During this webinar you'll learn about: •International Registration Plan (IRP) •International Fuel Tax Agreement (IFTA) •Title Management •Plate Management •Proper Credentials •Plate Renewals & Management: Base Plate (intrastate) versus IRP (interstate) •Managing Vehicle Legalization This event will also include a Q&A session.
Apr 18
10:00AM
11:00AM
Post Elogs: Bringing Technology to the Rest of Your Safety Operation
Webcasts -
Whew! Your operation made it past the ELD mandate. Whether you were an early adopter or made a last-minute change, chances are that the reality of the conversion was not as bad for you, your organization, and your drivers as was envisioned or feared. You are rightfully encouraged – what’s next? There are other electronic processes that fleets can use to become safer and more effective. During this webcast, you'll learn how to: •Identify additional technology; •Analyze risk vs. reward of the solutions available; •Focus on the next stages of implementing technology for reporting, dispatching, and training; •Discover the benefits of being an entirely paperless fleet; and •use technology to save time, be more accurate, and efficient.
May 23
10:00AM
11:00AM
Hiring Standards: Background Checks
Webcasts -
There are many regulations, best practices, and processes in use for hiring drivers at carriers. Mostly, they all have one goal, and that goal is to hire safe drivers for the company. One key step in any hiring process is conducting thorough background checks. This webcast will cover the required background checks, as well as optional background checks, a carrier should consider using to make sure they are hiring safe drivers.
May 24
10:00AM
11:00AM
Hiring Standards: Screening Protocols
Webcasts -
There are many regulations, best practices, and processes in use for hiring drivers at carriers. Mostly, they all have one goal, and that goal is to hire safe drivers for the company. One key step in any hiring process is conducting thorough background checks. This webcast will cover the required background checks, as well as optional background checks, a carrier should consider using to make sure they are hiring safe drivers.
Jul 18
10:00AM
11:00AM
Entry Level Driver Training and Onboarding
Webcasts -
A driver’s basic job is to get from origin to destination without loss, damage, or delay. This means knowing where you are going, counting and securing your cargo (or actually loading it in certain situations), inspecting your vehicle when required to make sure it keeps running and is safe, driving safely, complying with the applicable regulations, and delivering your cargo on time and in good condition, and completing the necessary paperwork along the way. To be able to accomplish all of these tasks safely and efficiently, drivers must be trained by their carriers. How and when you conduct that training is up to you. In this webcast, we will look at what a driver training program should include, how the training should be delivered, and establishing a training schedule.
Jul 19
10:00AM
11:00AM
Driver Scorecarding and Development
Webcasts -
Once developed, an effective scorecard can be used as the basis for bonus and incentive programs, as a driver development and improvement tool, and as a mechanism to compare the driver’s performance to on-going employment standards. However, an ineffective scorecard can lead to confusion, the wrong message being sent to the drivers, and even unneeded driver turnover. In this webcast, we will discuss how to develop and implement an effective driver scorecard and how to avoid pitfalls that can create problems with the scorecarding.
Oct 17
10:00AM
11:00AM
Hours of Service- Fatigue Management
Webcasts -
In this session we will discuss the hours-of-service regulations as they stand today and any official action that might be underway to change them. We will also look at other methods used counter fatigue, and where information can be found to help you develop a cohesive fatigue management program.
Oct 18
10:00AM
11:00AM
How to Survive a DOT Audit
Webcasts -
In this webcast we will discuss the different types of investigations conducted by the Federal Motor Carrier Safety Administration (FMCSA) and the regulations and processes involved in a FMCSA investigation (audit), including: •The selection process used by the Federal Motor Carrier Safety Administration to select carriers for investigation •The “six factors,” including the required records used in each factor •The selection method used by the investigator when deciding which drivers and vehicles to audit •The audit scoring/carrier safety ratings We will also discuss the how to prevent an audit, latest news related to auditing, the top violations discovered during audits, and the steps necessary to be prepared for an audit.

I'd like to learn more!

We make safety and compliance our business, so you can focus on yours. Find out how to get started, call us at: 888-473-4638 or fill out the form and we'll get in contact with you.

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