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Interested in learning more about this service? Call 833-708-4633 to talk with a compliance specialist today!
Vehicle Tax & Licensing Service
Keep your regulated CMVs on the road and legal with our licensing, permitting and IFTA fuel tax reporting services. Read more.
The Vehicle Tax & Licensing Service will keep your company compliant with the motor carrier tax and registration requirements, state IRP and IFTA requirements, and your fuel tax reporting obligations.
Your audit risk will be significantly reduced from our work to keep your vehicles legal. It will help improve the accuracy and integrity of your fuel and mileage tax data. You'll work with a dedicated Client Service Representative, who is familiar with your organization and manages your program.
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Overall Benefits
Reduce Overhead
Lower administrative costs related to managing vehicle legalization.Centralize & Standardize Processes
Processes will be standardized and consistent across your operating locations.Minimize Risk & Audit Exposure
Have confidence you are compliant. J. J. Keller applies the most current regulations in managing your licensing, permitting and fuel tax reporting.Optimize Tax Credits
J. J. Keller experts ensure you are not overpaying or underpaying IFTA taxes, and are receiving entitled credits.Meet Recordkeeping Requirements
Your documents will be retained at J. J. Keller and purged according to regulatory timelines.Be Proactive
Receive notifications of expiring license plates and permit renewals ahead of time.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.Access CMV info 24/7
Access your vehicle information and get helpful reporting any time, through your secure online portal.Receive Audit Support
In the event of an audit, J. J. Keller experts will prepare your records and manage the entire process.Find out how J. J. Keller can help you meet your compliance goals.
How The Service Works
This full vehicle management service covers these important functions to ensure your vehicles stay legally on the road:
LICENSING
PERMITTING
FUEL TAX (IFTA) REPORTING
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.
A dedicated compliance specialist will work with you to:
Mileage Tax and IFTA Reporting
To help you comply with your mileage tax and IFTA reporting obligations, your compliance specialist will:
| Reporting Quarter | Due Date |
|---|---|
| January – March | April 30 |
| April – June | July 31 |
| July – September | October 31 |
| October – December | January 31 |
IFTA and IRP audits are mandated for 3% of all registrants annually.
Understanding the Requirements
Properly completed trip records will help prevent fines and assessments against your company at the time of audit. This list will help you better understand what is required for IRP and IFTA reporting:
Paper Trip Records
- Beginning and ending dates of the trip
- Origin and destination of the trip
- Route of travel
- Beginning and ending reading from the odometer, hubodometer, engine control module (ECM), or any similar device for the trip
- Total distance of the trip
- Distance traveled in each jurisdiction
- Vehicle identification number or vehicle unit number
- May include additional information at the discretion of the base jurisdiction
Information Required on Fuel Documents
- Date of purchase
- Seller's name and address
- Number of gallons or liters purchased
- Price per gallon or liter
- Total amount of sale
- Purchaser's name
- Fuel type
- Vehicle or equipment into which the fuel was placed (unit #)
Electronic Trip Records
- Original GPS or other location data
- Date and time of each GPS or other system reading, at intervals sufficient to validate the total distance traveled in each jurisdiction
- Location of each GPS or other system reading
- Beginning and ending reading from the odometer, hubodometer, engine control module (ECM), or any similar device
- Calculated distance between each GPS or other system reading
- Route of the vehicle's travel
- Total distance traveled by the vehicle
- Distance traveled in each jurisdiction
- Vehicle identification number or vehicle unit number
Information Required on Bulk Fuel Records
- Withdrawal log to include:
- Date of withdrawal
- Number of gallons or liters
- Unit number
- Purchase invoice to substantiate that tax was paid
- Tank inventory reconciling the tank balances
Caution: If your records don't meet the IFTA and IRP recordkeeping requirements, you may be issued an inadequate records assessment. IFTA can lower your miles per gallon (mpg) to four or reduce it by 20%. Lower mpg means more fuel consumed and more taxes owed. IRP can assess you a 20% additional fee based on what you paid for your IRP plates that year. A second audit could result in a 50% fee and a third audit a 100% fee.
Talk with a compliance specialist by filling out this form or call
Vehicle Legalization & Advisory Services
Understanding and complying with the requirements for your vehicle operations is no easy task. Unlike qualifying a driver, qualifying or properly registering vehicles requires more than gathering documents and completing a checklist. You have to look at multiple factors in your operation, as well as understand and adhere to the legal requirements each state imposes on your CMVs. But we can help. Our Vehicle Services team — with their deep regulatory knowledge — will provide you with expert assistance and advisement to keep your vehicles legal and in compliance.
Do you need help setting up your IFTA account?
We’ll handle the time-consuming process of setting up your account with both IFTA and IRP to comply with vehicle registration and fuel tax regulations. This includes collecting the required supporting documents, completing the application process on your behalf and ensuring your credentials are obtained. Learn more!
Do you need help preparing for an IFTA audit?
To determine whether or not your operation is compliant with IRP and IFTA requirements, we’ll review all of your company’s pertinent documentation. If any deficiencies are found, we’ll provide a written report of the findings and recommendations for correction. Learn more!
Let us improve your vehicle compliance. Click here to learn more about our vehicle services!
IFTA/IRP FAQs
What is IFTA?
What is a "qualified motor vehicle"?
Do I need an IFTA decal?
How long do I need to keep my IFTA records?
Can my ELD record my IFTA miles?
What is IRP?
What is an "apportionable vehicle"?
What information needs to be on a cab card?
Which states assess carriers with a "weight-distance" tax?
Can a third-party handle my IFTA and IRP recordkeeping?
The International Fuel Tax Agreement (IFTA) is an agreement for the collection and distribution of fuel use tax revenues. The lower 48 states and the 10 Canadian provinces are members of IFTA. IFTA allows carriers, including private carriers, to obtain one license and file quarterly tax returns with one base jurisdiction.
A "qualified motor vehicle" is a motor vehicle used, designed, or maintained for transportation of persons or property, and that:
- has 2 axles and gross weight or registered gross vehicle weight exceeding 26,000 pounds; or
- has 3 or more axles regardless of weight (units on the power unit only); or
- is used in combination, when the weight of such combination exceeds 26,000 pounds gross vehicle weight or registered gross vehicle weight;
- not a recreational vehicle.
As an IFTA-licensed carrier, you are required to display two IFTA decals per vehicle and carry a copy of the IFTA license in each vehicle. Starting in January 2019, you may carry your IFTA license electronically.
IFTA records must be retained for four years from the date of filing the tax report based on the records.
Electronic logging devices can be used to record mileage data, but must meet the requirements of IFTA.
The International Registration Plan (IRP) is an agreement that provides for the apportioned registration of commercial motor vehicles, allowing a qualifying commercial vehicle to travel through several jurisdictions with one license plate, in all jurisdictions shown on the cab card. The lower 48 states, the District of Columbia, and the 10 Canadian provinces are members of IRP.
An "apportionable vehicle" means any power unit that is used or intended for use in two or more member jurisdictions and that is used for the transportation of persons for hire or designed, used, or maintained primarily for the transportation of property, and:
- has 2 axles and gross weight or registered gross vehicle weight exceeding 26,000 pounds; or
- has 3 or more axles regardless of weight (units on the power unit only); or
- is used in combination, when the weight of such combination exceeds 26,000 pounds gross vehicle weight or registered gross vehicle weight;
- not a recreational vehicles, vehicles displaying restricted plates, or government-owned vehicles.
The cab card must list all the member IRP jurisdiction, plus the registered weight the vehicle must comply with, to operate in each jurisdiction. Cab cards are vehicle specific, and the original cab card must be carried in the vehicle for which it was issued.
Kentucky, Oregon, New York and New Mexico.
Yes. J. J. Keller can help keep your vehicles operating legally and improve the accuracy and integrity of your fuel and mileage tax data. Find out more about how the service works.
Whitepaper
Motor Carrier Tax & Registration
This whitepaper covers some of the most common tax and registration requirements, including International Fuel Tax Agreement (IFTA), International Registration Plan (IRP), Heavy Vehicle Use Tax (HVUT) and State Taxes.
Whitepaper
Motor Carrier Credentials & Authority
This whitepaper clarifies the FMCSA motor carrier requirements and provides guidance on how to obtain the appropriate operating credentials.
Booklet
Top 5 Challenges to Getting Your Regulated CMVs Road Legal
Vehicle legalization covers everything from federal registration to U.S. DOT numbers, federal taxes to fuel taxes, and more! Learn more about the Top 5 Challenges within this free booklet.
