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IFTA

Updated

The International Fuel Tax Agreement (IFTA) and trip reports help fleets track vehicle miles and fuel usage for compliance and operational reporting. Motive simplifies the process, making it easier to stay compliant and reduce manual effort.

Overview

Motive simplifies the process of generating IFTA and trip reports by automatically collecting and organizing all necessary mileage and fuel data, ensuring accuracy and compliance for your fleet.

  • Regulatory compliance: Automatically supports quarterly IFTA reporting, ensuring your fleet stays compliant with tax regulations and avoids costly penalties.
  • Accurate mileage tracking: Records miles traveled by jurisdiction automatically, eliminating the risk of human error and ensuring precise reporting for IFTA filing.
  • Time savings: By eliminating the need for manual data collection and calculations, Motive saves you time, allowing your team to focus on more important tasks.
  • Data centralization: Keeps all trip and fuel data in one place, making it easier to access, review, and generate reports for audits or other compliance needs.

Basics

Motive’s IFTA and trip reports provide detailed mileage and fuel data by jurisdiction, making them essential for IFTA filings and internal reviews. To generate a report:

  1. Go to Fleet Dashboard > Reports > IFTA.
  2. Select the desired report.desktop-2.png
  3. Use dropdown filters to display the required details.
  4. Click Save.desktop-2 (1).png
  5. In the Save Report, add Name and Time Range. 
  6. Click Save.desktop-2 (3).png

Reports include all necessary IFTA fields:

  • Distance traveled by jurisdiction.
  • Fuel purchased.
  • Total miles and total gallons.

Including vehicles for IFTA reporting 

  1. From the Motive Fleet Dashboard, click Admin.

    desktop-full (47).png
  2. Click Vehicles.
  3. Find the vehicle you want to add and click its three-dot menu. 

  4. Select View vehicle details.

    desktop-full (48).png

  5. From the Fuel section, click Edit.

    desktop-full (49).png
  6. Tick the box for Include telematics data necessary for IFTA reporting to enable IFTA reporting.

  7. Click Save.

    desktop-full (50).png

Automated Quarterly IFTA Emails

Motive sends automatic quarterly IFTA reports to SMB customers via emails. These emails are generated using the Schedules created in the Reports tab on the Fleet Dashboard. 

Note: Fleets can follow this article to create schedules and recieve automated IFTA Trip and Summary Reports. 

FAQs

Where can I find previous reports?

  1. In the Fleet Dashboard go to Reports. 
  2. Navigate to IFTA & Mileage. 
  3. View or download past reports.

What’s the difference between IFTA and trip reports?

There is no difference. Both contain the data required for IFTA compliance.

Can I edit data in a report?

No. To make changes, update the source data in Motive and regenerate the report.

Who can access IFTA reports?

Only fleet admins/managers with appropriate permissions in the Fleet Dashboard can view or export IFTA and trip reports. Drivers are not able to view or generate IFTA reports directly from the Motive Driver App. If you need to access IFTA reports, please contact your fleet administrator, who can generate and share these reports from the Motive Fleet Dashboard. 

How long does it take for IFTA to update/populate?

IFTA is generated on the date or state change. It takes 2-3 days to update/populate complete data on the dashboard.

Note: IFTA reports may show incomplete data if pulled immediately after month-end. To ensure accuracy, wait 2-3 days before generating reports. This allows time for all trip data to sync and prevents missing miles due to connectivity or data delays. Before pulling the report, confirm that all vehicles have submitted trips for the full period.

How can I generate or access an IRP report?

You don’t need a separate IRP report in Motive. For IRP (International Registration Plan) mileage reporting and IRP renewals, you should use the Distance Summary report under the IFTA reports.

The Distance Summary report shows distance traveled by jurisdiction and is what Motive recommends fleets use for both IFTA filing and IRP jurisdictional mileage reporting and renewal. If you’re ever audited under IRP, your Distance Summary report (and supporting trip/IFTA reports) can be used to present your mileage data in the format IRP requires. 

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