IFTA every quarter

Miles from your ELD file, fuel from receipts and fuel card files, and the per-state numbers to file. 4 min

1. 1

   Drivers send fuel receipts

   In the driver app: Pay → take a photo of the receipt. MileTMS reads the amount, gallons and state (drivers check them). Owner-operators’ receipts are kept for IFTA only, not reimbursed.

2. 2

   Import your fuel card file

   Money → IFTA → “Upload fuel card file”. Export the quarter from EFS, Comdata, WEX, TCS, RTS or Mudflap as CSV or Excel and upload it. MileTMS matches the columns, shows a preview, and skips cash advances, fees and lines already imported.

   Pick who pays: company card, company card charged to the owner-operator, or owner-operator paid.

3. 3

   Upload the miles from your ELD

   In your ELD, open the IFTA / state mileage report for the quarter, export it, and upload it under “Miles from your ELD”. You can also type miles per truck and state.

4. 4

   Set up fuel cards once

   Settings → Fuel cards: enter the last 4 digits of each card and pick the driver (owner-operator’s own card) or the truck (company card that stays with a truck). After an import, cards MileTMS doesn’t know are listed there too; assign them and their lines are filled in.

5. 5

   Owner-operator fuel cards

   Settlements → “Owner-operator fuel card file → deductions” (or the box on a draft settlement). Fuel, cash advances and fees are deducted from each owner-operator’s next settlement; the fuel also counts for IFTA. Lines go to the driver named on them, or the driver assigned to that truck.

6. 6

   Fix what’s missing

   The page lists fuel purchases without gallons or a state. Open each one and fill it in.

7. 7

   File

   The table shows miles and tax-paid gallons per state. Enter them on your base state’s IFTA site (it applies the tax rates), or download the CSV. Due dates: Apr 30, Jul 31, Oct 31 and Jan 31.