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IFTA miles and fuel reporting

Prepare your quarterly IFTA fuel tax return with miles by jurisdiction from GPS and odometer data, fuel purchases, gap review and CSV export.

For admins

What the IFTA page is for

Carriers that operate qualified motor vehicles in more than one IFTA jurisdiction file a fuel tax return every quarter with their base jurisdiction. The IFTA page gives you what the return needs:

  • Miles by jurisdiction, worked out from the vehicles' GPS positions and odometer readings.
  • Fuel purchases per jurisdiction, from the driver app, manual entry or a CSV import.
  • Net taxable gallons per jurisdiction.

Open it from Compliance > Reporting > IFTA.

Note: IFTA is an optional feature (IFTA reporting). If you do not see it, it is not turned on for your company; contact EZ Logs support.

Important: Tax amounts are not calculated, because IFTA tax rates change every quarter. Apply the current IFTA tax rate matrix to the net taxable gallons when you file with your base jurisdiction. IFTA returns are due by the last day of the month after each quarter ends (April 30, July 31, October 31 and January 31).

Who can do what

  • Owner and Carrier admin: everything, including adding fuel purchases, reviewing gaps, adding adjustments and recomputing.
  • Support (read-only): sees everything; write buttons are hidden.
  • Drivers can record fuel purchases with a receipt photo in the ELD app. See Recording fuel purchases.

Choose the period

At the top of the page pick the Quarter, Year and Fuel type (Diesel by default). Select Current quarter to jump back. Quarters follow your home terminal time zone.

The tabs

TabWhat it shows
OverviewTotal miles, gallons for the fuel type, Fleet MPG, number of Jurisdictions, the table By jurisdiction, and Miles on the map
VehiclesPer unit: total and taxable miles, gallons, MPG, miles by jurisdiction and Data issues; select Trip sheet to open a unit's trip sheet
Trip sheetsPer vehicle and day: start and end odometer, miles, jurisdictions, gaps and each state line crossing
Needs reviewGaps in the position data that need your decision, and Manual adjustments
Fuel purchasesEvery purchase of the quarter, with receipt

The By jurisdiction table has Total miles, Taxable miles, Non-taxable miles, Tax-paid gal, Gallons purchased, Taxable gal and Net taxable gal. Net taxable gallons above zero are owed to the jurisdiction; below zero are a credit.

Review gaps before filing

When position data is missing for part of a trip (a Time gap, a Distance jump or GPS lost), the miles are split along a straight line between the last and next known positions. The Overview shows a warning with the number of gaps, and the Needs review tab shows a count.

  1. Open Needs review. Filter by Status (Open, Reviewed or All) and Vehicle.
  2. Select Review on a gap.
  3. Under Decision, choose Confirm the straight-line split, or Adjust the split and enter the actual Miles per jurisdiction.
  4. Enter a Note for the audit trail (what you checked, who confirmed it).
  5. Select Confirm split or Save adjusted split.

Manual adjustments

Use Add adjustment under Manual adjustments to correct the miles of a vehicle-day or mark miles as Non-taxable miles (for example private roads). Enter the Vehicle, Date (in the selected quarter), Jurisdiction, Kind, Miles and a Reason. Adjustments are audited and survive recomputes. Delete one with the trash icon.

Fuel purchases

  1. Open Fuel purchases. Filter by Vehicle, Driver, Jurisdiction and Fuel.
  2. Select Add purchase and fill in Date, Time, Vehicle, Driver (optional), Jurisdiction, Vendor, Location, Fuel type, Quantity and Unit (gal or L), Total amount and Currency (USD or CAD), Odometer (optional), Fuel tax paid at the pump, Notes, and a Receipt (photo or PDF, max 5 MB).
  3. Select Add purchase.

When you pick the vehicle, date and time, the jurisdiction is suggested from the vehicle's GPS position. If there is no position within 30 minutes, select it yourself. Use the pencil and trash icons to edit or delete a purchase, and View in the Receipt column to see the receipt.

Import from a fuel card

  1. Select Import CSV.
  2. Select Download template for the expected columns (date, time, unit_number, driver_username, jurisdiction, vendor, location, fuel_type, quantity, unit, total_amount, currency, tax_paid, odometer, notes). Up to 2,000 rows per file.
  3. Choose the CSV file or paste the CSV text.
  4. Select Validate. Problems are listed by row and column.
  5. When the file is ready, select Import.

Recompute and export

  • If recent data is still being processed, the Overview says Figures may still change. Select Process now to finish it, or Recompute quarter to recalculate the whole quarter (for example after a late sync).
  • Select Export CSV to download the quarter's report for your filing, or Print / PDF to print it.

Still need help? Email hello@ezlogs.co.