IFTA for New Truck Owners: A Beginner’s Step-by-Step Guide

Determine If You Need IFTA Registration (The QMV Test)

Before you can begin filing any forms, you need to determine whether or not your truck is an IFTA Qualified Motor Vehicle; there is no getting around this threshold.

Your vehicle MUST register for IFTA if it:

• Travels interstate: Operates in two or more IFTA member jurisdictions.
• Meets weight/axle rules: Has two axles and a Gross Vehicle Weight (GVW) or registered GVW over 26,000 pounds (11,797 kg), OR

  Has three or more axles, regardless of weight, OR

  Is used in combination, such as a truck and trailer, and the combination has a GVW of more than 26,000 pounds.

  If you fulfill these requirements, continuing with Step 2 is necessary.

Register and Get Your Credentials

Your first step is to register with the governmental agency that oversees IFTA in your base jurisdiction, usually the Department of Revenue or Motor Vehicle Division.

• How to apply: Go online and search for "[Your State] IFTA application". You will need your USDOT Number, Federal Employer Identification Number (FEIN), and information about your vehicle(s).
• Decals: You will receive two IFTA Decals for each Qualified Motor Vehicle in your fleet once your application is approved and fees are paid.
• License: You'll be issued an IFTA License as well. Carry a copy of this license in the cab of your truck at all times.
• Placement: Attach one decal to the outside of the truck cab on the driver's side and one on the passenger's side. A failure to properly display valid decals may lead to roadside fines.
• Beginner's Tip: Your license and decals expire on December 31st each year. There is usually a grace period until the end of February of the next year, but you have to apply for annual renewal prior to the expiration date in order to stay in compliance.

Set Up Your Automated Data Tracking System

This is the most critical step for new owners. The core of IFTA is proper recordkeeping. Trying to manage this manually with paper logs is the fastest way to invite fines and a stressful IFTA audit. You are required to keep two pieces of jurisdictional data for each mile driven:

Mileage Records

• What to Record: Total miles driven in each IFTA jurisdiction (state/province) traveled during the quarter.
• Modern Solution: Install an ELD or employ a sound telematics system; these devices utilize GPS tracking to automatically record odometer readings at every crossing of state lines. This will prevent manual data entry errors and create an auditable digital audit trail.

Fuel Purchase Records

• What to Record: A detailed receipt showing the number of tax-paid gallons purchased must be recorded for every fuel purchase.
• Data Requirements: Date, name and location of seller (jurisdiction), fuel product, number of gallons/litres, and your truck's unit number.
• Modern Solution: Implement a fuel card integrated with your reporting software. Most systems utilize OCR (Optical Character Recognition) to quickly verify scanned receipts, associating that purchase directly to the vehicle and jurisdiction.

File Your Quarterly Fuel Tax Return

With your data now flowing smoothly into your system, the final step is compiling and submitting the Quarterly Fuel Tax Return to your base jurisdiction.

The Schedule (Mandatory Filing)

Reporting Period	Non-Negotiable Due Date
January 1 – March 31 (Q1)	April 30
April 1 – June 30 (Q2)	July 31
July 1 – September 30 (Q3)	October 31
October 1 – December 31 (Q4)	January 31

Non-compliance is the quickest way for new owners to lose profit. Most often, a late-filed return or underpayment of tax due generates a penalty of $50 or 10% of the net tax due, whichever is greater, plus interest on the amount not paid.

By implementing an automated IFTA solution from the beginning, you can ensure your records are spotless, your calculations are correct, and your quarterly reports are filed on time, so you can focus on the road and building your business.