Compliance Manager: the IFTA quarter
As a compliance manager you own the quarterly IFTA return. Roudiy does the mileage for you: it splits every trip at state borders and adds up the miles per jurisdiction, using the engine odometer distance when its reading is plausible and GPS distance otherwise. Your part is to make sure the right trucks are counted, record the fuel, and file. The IFTA page opens right after you accept your invitation; later sign-ins open Fleet View, so go to Compliance → IFTA.
-
Before the quarter: check that your trucks qualify
A truck is counted in IFTA when its GVWR is over 26,000 lb or it has 3 or more axles. A truck without these values shows Missing GVWR/axles in the vehicle list and is not counted. Open each flagged truck, for example TRK-104, and fill in GVWR and Axles. Your role can edit vehicles; adding new ones is up to the Company Admin.
-
Through the quarter: record fuel purchases
The return needs the fuel bought in each state. Add purchases one by one under Compliance → Fuel purchases: date, truck, state, gallons, and whether Tax paid at the pump (on by default). Dates in the future are not accepted, and a purchase with the same date, truck, gallons and state is flagged as a duplicate.
If you have a fuel card, import its export as CSV instead. In practice keep each file under 1 MB (up to 5,000 rows) and split bigger files. The import is all or nothing, so fix the rows it reports, such as no vehicle with unit number 101 (the Error column shows the server’s message), and import again. Doing this monthly beats a pile of receipts in the last week.
-
After the quarter ends and 72 hours pass: generate
Roudiy needs 72 hours after the quarter ends to finish processing trip data. Until then the page says Data for the last 72 hours is still processing. Report can be generated after … with the date. The IFTA page shows the last 8 quarters and opens on the previous one. Pick the quarter and generate the report.
The report shows miles and fuel per jurisdiction, fleet MPG (miles ÷ gallons), taxable gallons per state and the net tax; a negative number is a credit. Tax rates are loaded each quarter by Roudiy and are the same for every company.
-
Review the data-quality warnings
Roudiy flags places where the data may be off: a GPS gap (more than 10 minutes without GPS while the truck moved at least a mile) and an Odometer jump. Look at each one: if you change data, such as a fuel purchase, the report becomes Outdated and you generate it again. When you are satisfied, tick I reviewed the warnings.
-
Lock the quarter
Locking freezes the fuel purchases and mileage for that quarter, so the numbers you file cannot change underneath you. It cannot be undone. An outdated report must be generated again before you can lock it.
-
Export and file
Download the PDF for filing and the Jurisdictions CSV and Vehicle distance (IVDR) CSV for your records and audits. Each download link is valid for 15 minutes, so save the files right away.
-
Later: amend if you must
Found a missing receipt after filing? The locked report stays as it is; you open an amendment with a reason, add or fix the data, then generate and lock the amendment as a new version. Fuel purchases of a locked quarter can be edited only while an amendment is open, and only one amendment can be open at a time. Its PDF is marked AMENDED.
Good to know
Section titled “Good to know”- Trips without a driver still count in IFTA: the miles belong to the truck.
- Miles driven outside the 48 states and DC appear as Outside IFTA jurisdictions (not reported).
- Days are counted in your home terminal time zone, set in the company profile.