Every carrier is audited periodically to ensure that acceptable records are kept and to verify the quality and accuracy of the information being filed.

As a result, it is important for you to record and retain the required information for every qualified vehicle in your fleet.

Keep in mind that summaries are not accepted for audit. For audit purposes you must be able to provide supporting source documents, showing mileage source documents for monthly, quarterly, and annually by vehicle, by fleet and by jurisdiction.

TRUCKTAX clients have the benefit of knowing that TRUCKTAX will retain copies of the trip reports we process for as long as you are on our service.  This way, in the event of an audit, the required trip information source document will be available for the auditor.

If you are using our online trip reporting system, you would have entered the fuel purchase information online when you prepared your trip reports.

Managing the Fuel Receipts for Audit Purposes

For audit support purposes, if you are using our online system to send us your driver trip reports, we recommend that you send us copies of the fuel receipts at the end of each quarter to be scanned and added to your record storage file. 

This way, in the event of an audit, your business and operational activities will not be affected. We will be able to represent you/your company.

Audit representation means that we will provide the auditor with the required source documents. We will print copies of the original trip reports and all applicable summaries and copies of returns filed, including copies of supporting fuel receipts to meet their audit information integrity verification.

As a result, under the TRUCKTAX service system, when the state/province IFTA and/or IRP auditors come calling, there is no reason to panic.  

All audit required documents will be available with a few clicks of the mouse at TRUCKTAX.

The Bottom-line! 

If using our online trip reporting system, and/or our full service IFTA and FuelTax reporting service, the time, task, process and people resources required to pull together copies of trip reports and copies of fuel receipts required by auditors for the data verification would be eliminated and simplified.

Similarly if using our paper-based service system, copies of all trip reports and fuel receipts processed by TRUCKTAX would have been scanned and stored in the client IFTA data backup file, allowing us to simply print the audit required information.

With drivers submitting trip reports using our on-line trip reporting system, driver trip reports would be available as an electronic file with actual time and date of preparation and submission.

In addition, if trip reports were sent to us as paper forms, they would have been scanned to a client audit backup storage file and retained for as long as the client is on our service.