IFTA Reporting Guide for Truckers: Stay Compliant and Save Time

Running a trucking business means staying on top of fuel taxes, but understanding IFTA reporting can help you stay compliant, avoid penalties, and keep your business moving. In this guide, we break down everything truckers and fleet owners need to know about IFTA reporting: what it is, who needs to file, how to report, and how to simplify the process.

What is IFTA reporting?

The International Fuel Tax Agreement (IFTA) is an agreement among the 48 contiguous U.S. states and 10 Canadian provinces that simplifies fuel tax reporting for motor carriers operating in multiple jurisdictions. Before IFTA, truckers had to file fuel tax reports separately for each state or province where they traveled.

Under IFTA, you file a single quarterly report to your base jurisdiction, which then handles the tax distribution to the other areas where you operated. This system ensures fair tax allocation based on miles driven in each region.

👉 Source: IFTA Inc.

Who must file IFTA reports?

You’re required to file IFTA reports if you operate qualified motor vehicles across state or provincial lines for commercial purposes. According to IFTA guidelines, this includes vehicles that:

• Have three or more axles (regardless of weight), or

• Have two axles and a gross vehicle or registered gross vehicle weight over 26,000 lbs (11,797 kg), or

• Are used in a combination with a total weight exceeding 26,000 lbs

If you only operate within a single state or province, IFTA doesn’t apply.

👉 Source: Federal Motor Carrier Safety Administration (FMCSA)

When are IFTA reports due?

IFTA reports must be filed quarterly, with these standard deadlines:

Late filing can result in penalties, interest charges, and even the suspension of your IFTA license.

How to file an IFTA report

Here’s the typical process:

1️⃣ Get licensed: Apply for an IFTA license and decals through your base state’s Department of Revenue or equivalent office.

2️⃣ Track miles: Record miles traveled in each jurisdiction. Many fleets use Electronic Logging Devices (ELDs) or GPS systems to automate this step. Your system should ping location data at least every 15 minutes to ensure accuracy.

3️⃣ Keep fuel receipts: Document where, when, and how much fuel you purchased. Keep these records for at least four years in case of an audit.

4️⃣ Calculate MPG: Divide total miles by total gallons purchased to determine your fleet’s fuel mileage.

5️⃣ Determine tax owed: Calculate the fuel tax due in each jurisdiction using the current rates published by IFTA or your base state (these rates change quarterly).

6️⃣ Submit and pay: File your report online, by mail, or in person, depending on your jurisdiction’s system. Pay any balance due at the same time.

👉 Source: American Trucking Associations

What happens if you don’t file on time?

Missing your IFTA filing deadline can result in:

• Penalties and interest charges

• License suspension — which means you can’t legally operate in IFTA jurisdictions

• Jeopardy assessments — estimated tax bills that may be higher than your actual liability

If you fall behind, it’s critical to file as soon as possible and work with your base state to reinstate your license.

How to simplify IFTA compliance

Manually tracking fuel and mileage data can be both time-consuming and prone to errors. That’s why many truckers and fleet operators utilize IFTA software or TMS platforms (Transportation Management Systems) to automate their reporting.

At Summar Financial, we help our clients streamline operations—not just through fast freight factoring and fuel card discounts, but by providing guidance on tools that integrate IFTA tracking into your daily workflows.

✅ Tip: If you use the Summar Fuel Card or the Summar free TMS, you’ll have digital records of fuel purchases at your fingertips, making IFTA reporting easier.

Final tips to stay compliant

• Check jurisdiction rates quarterly: Fuel tax rates change often; don’t rely on outdated data.

• Save records for 4+ years: Even with automated tools, you’re responsible for keeping supporting documents.

• Review before filing: Small errors can cause delays or penalties.

Partner with Summar Financial for stress-free trucking

At Summar, we know trucking is about more than just driving—it’s about running a business. That’s why our factoring solutions come with value-added services that help you stay on the road, compliant, and profitable.

Discover how our fuel card, TMS access, and factoring plans can streamline your IFTA reporting and enhance your cash flow. Visit summar.com

👉 Contact us today and discover how Summar can support your business.