Required Details of Fuel records to Report IFTA

Complete fuel records of all motor fuel purchased, received, and used in the conduct of its business must be maintained. Separate totals must be compiled for each motor fuel type and retail fuel purchases and bulk fuel purchases are to be accounted for separately.

The fuel records shall contain, but not be limited to:

  • Date of each receipt of fuel
  • Name and address of the person from whom purchased
  • Number of gallons
  • Type of fuel
  • Vehicle in which the fuel was placed.

Retail purchases must be supported by a receipt or invoice, credit card receipt, automated vendor generated invoice or transaction listing, or microfilm/microfiche of the receipt or invoice. Receipts that have been altered or indicate erasures are not accepted for tax-paid credits unless the licensee can demonstrate the receipt is valid. An acceptable receipt or invoice must include, but shall not be limited to, the following:

  • Date of purchase
  • Seller’s name and address
  • Number of gallons or liters purchased
  • Fuel type
  • Price per gallon or liter or total amount of sale
  • Unit numbers
  • Purchaser’s name

A licensee may claim a tax-paid credit on the IFTA tax return for bulk fuel only when the bulk storage tank from which the fuel is withdrawn is owned, leased or controlled by the licensee; the fuel is placed into the fuel tank of a qualified motor vehicle; and either the purchase price of the fuel includes tax paid to the member jurisdiction where the bulk fuel storage tank is located or the licensee has paid fuel tax to the member jurisdiction where the bulk fuel storage tank is located.

Bulk fuel records must contain the following:

  • Date of withdrawal
  • Number of gallons or liters
  • Fuel type
  • Unit number
  • Purchase and inventory records to substantiate, that tax was paid on all bulk purchases.

Maintaining clear records will help you, if you ever have to undergo an IFTA audit and it makes preparing your IFTA returns much easier.For any more questions you may have feel free to reach us @ 1-866-245-3918 or write to us @