If you are a fleet owner or operator involved in interstate commercial transportation using a truck with a gross vehicle weight rating of 26,001 pounds and above, it is vital to understand and comply with the International Registration Plan (IRP) and the International Fuel Tax Agreement (IFTA). These two programs play a crucial role in commercial vehicle registration and taxation. In this blog post, we will explore what IRP and IFTA are and how they impact your business.

 What is IRP?

The International Registration Plan (IRP) is an agreement among 48 US states, the District of Columbia, and 10 Canadian provinces. Its purpose is to streamline the registration process for commercial vehicles operating across multiple jurisdictions. Under the IRP, a carrier files a single registration application, known as the "apportioned registration," which covers all the jurisdictions they plan to operate in.

When a carrier obtains an IRP registration, they receive an apportioned license plate and cab card. The apportioned license plate typically bears the letters "IRP" and is recognized in all participating jurisdictions. The cab card contains important information such as the registered vehicle's weight, jurisdictional allocation, and authorized jurisdictions.

How does IRP work?

The IRP operates on the principle of "proportional registration." It means that the fees and taxes paid by the carrier are distributed among the jurisdictions based on the mileage traveled in each jurisdiction. The primary factors considered for the allocation of fees are the total distance traveled and the percentage of distance covered in each jurisdiction.

To determine the fees owed, carriers are required to maintain accurate records of the distance traveled in each jurisdiction they operate in. These records can be in the form of trip sheets, electronic logging devices (ELDs), or GPS tracking systems. Failure to maintain accurate records can result in penalties and fines.

What is IFTA?

The International Fuel Tax Agreement (IFTA) is an agreement among 48 US states and 10 Canadian provinces. Its purpose is to simplify the reporting and payment of fuel taxes for carriers operating in multiple jurisdictions. Under the IFTA, carriers file a single quarterly tax return, known as the "fuel tax report," to report and pay the fuel taxes owed for all the jurisdictions they operated in during that quarter.

How does IFTA work?

Under the IFTA, carriers are required to track and record the number of miles traveled and the number of gallons of fuel consumed in each jurisdiction. This information is used to calculate the average fuel consumption per mile, which is then used to determine the fuel taxes owed in each jurisdiction.

Tracking mileage has become more automated and accurate with the use of Electronic Logging Devices (ELDs). These devices record data such as distance traveled, engine hours, and location, providing a digital trail of a vehicle's movements. This electronic logging simplifies the process of mileage tracking, ensuring compliance with IFTA regulations.

Carriers are still required to maintain detailed records of their mileage and fuel consumption, including the data collected by ELDs. These records should include the beginning and ending odometer readings for each trip, fuel purchase receipts, and any other relevant documentation. Accurate record-keeping remains crucial, as auditors may request these records during a tax audit.

Compliance tips for IRP and IFTA

To ensure compliance with IRP and IFTA requirements, consider the following tips:

Maintain accurate records: Keep detailed records of mileage, fuel consumption, and other relevant information to support your registration and reporting.

Stay updated on jurisdictional requirements: Familiarize yourself with the registration and reporting requirements of each jurisdiction you operate in. Keep up with any legislative changes or updates.

Use technology: Utilize electronic logging devices (ELDs) or GPS tracking systems to accurately record mileage and fuel consumption. This can save time and minimize the chances of errors.

Seek professional assistance: If you are new to the IRP and IFTA requirements or find compliance challenging, consider working with a professional transportation consultant or accountant specializing in these areas.

Understanding and complying with the IRP and IFTA requirements are crucial for commercial vehicle operators involved in interstate transportation. By following the guidelines and maintaining accurate records, your business can operate smoothly, minimizing the risk of non-compliance and maximizing cost savings.

In Conclusion

Understanding and adhering to the International Registration Plan (IRP) and the International Fuel Tax Agreement (IFTA) are essential for fleet owners and operators engaged in interstate commercial transportation. These programs streamline registration processes, allocate fees based on proportional use, and simplify fuel tax reporting. By maintaining accurate records, staying updated on jurisdictional requirements, utilizing technology, and seeking professional assistance when needed, carriers can ensure compliance, minimize costs, and avoid penalties. Ultimately, compliance with IRP and IFTA not only fulfills legal obligations but also promotes fair distribution of fees and taxes, benefiting the commercial vehicle industry as a whole.

About Vallon Consulting LLC: Vallon Consulting is A Full-Service Trucking Consulting Company that tackles some of the most critical challenges and obstacles in the trucking industry. Our diverse global team is passionate about helping carriers and fleet managers meet their goals and ensure business stability. We do this by providing services, solutions, resources, and education.

At Vallon Consulting, We Take A “No Carrier Left Behind” Approach. Our Mission is to provide services and resources that address our client’s unique needs. You can learn more about us online at www.vallonconsulting.com and stay tuned with industry updates by following us on Instagram, LinkedIn, Facebook, and Twitter.