Joint Audits
Many jurisdictions conduct IFTA and IRP audits simultaneously because both rely on the same distance data.
Selection:
Carriers are selected randomly or based on "red flags" like inconsistent mileage-to-fuel ratios.
Notification:
- You typically receive a formal notice 30 days before the audit begins.
Timeframe:
- IFTA: Usually covers the last 4 years (16 quarters).
- IRP: Generally covers the current registration year plus the 3 preceding years.
- Tip: Experts recommend keeping all records for 6.5 years to satisfy the longest possible IRP requirements Add a description about this item
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Critical Documentation Requirements
Auditors will not accept simple summaries; you must provide source documents for every trip
Distance Records (IVMR/IVDR)
- Beginning and ending odometer readings.
- Specific routes of travel and highways used.
- Date and location of every border crossing.
- Total trip miles and miles per jurisdiction.
Fuel Records (IFTA only)
- Original retail receipts or invoices (not just credit card statements).
- Must show date, seller name/address, number of gallons, and fuel type.
- Detailed records for bulk fuel storage, if applicable.
ELD Data:
While ELDs track Hours of Service (HOS), they may not capture all data required for IFTA/IRP unless you use a specific compliance software add-on
Common Audit Red Flags
- Gaps in Odometer Readings: Miles that aren't accounted for between the end of one trip and the start of another.
- Static MPG: Reporting the exact same fuel economy every quarter.
- Missing Border Crossings: Recording a trip from State A to State C without showing miles in State B
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