IFTA Report

The IFTA Report helps calculate fuel taxes for interstate motor carriers. These taxes are based on the distance your vehicles travel in different regions.

The International Fuel Tax Agreement (IFTA) requires interstate motor carriers in the US and Canada to report and pay fuel taxes based on the distance traveled in each member jurisdiction. The IFTA Report feature in MyGeotab shows the distance traveled by each vehicle in your fleet within each region to calculate the amount of fuel tax you owe.

The report's rows represent each vehicle's continuous driving time in each region. They are further divided by driver changes, including from a driver to no driver. For example, if a vehicle's trips in a given week occur within a single region, one row will represent the sum distance of those trips. However, if a driver change occurs during the week, another row will be added to reflect the change. Each row will reflect the driving done by a single driver.

Some unassigned driver logs might not appear in the report if they are considered negligible trips. To do so, they must fall within these parameters:

  • ExitTime - EnterTime < 1 second.

  • ExitGpsOdometer - EnterGpsOdometer < 0.1.

To access the IFTA report, navigate to Compliance > IFTA Report in the main menu. Use the Download dropdown menu to download the Standard or Advanced reports.

IFTA report considerations

Learn more about key details that affect IFTA reporting.

The following are key points to keep in mind when using the IFTA report:

  • Avoid deleting vehicles before running an IFTA report, as this removes their associated data and will lead to missing or incomplete information.

  • The IFTA report can use cluster mileage only if the vehicle transmits it as the raw odometer reading. If raw odometer readings are not sent, the GPS-based IFTA report method should be used for accurate calculations.

  • Reprocessing data in MyGeotab does not impact the IFTA report, as the report relies on original, raw odometer readings.

  • The report provides detailed information for short trips. This includes start/end date/time, odometer values, latitude/longitude at exits, fuel purchases, and both odometer- and GPS-calculated distances and fuel usage.

  • Engine hours are not included in the IFTA report's data tab and cannot be added.

  • The IFTA report feature cannot differentiate between highways, city streets, or regular roads. While some toll roads like the New York Thruway and Massachusetts Turnpike are currently tracked, additional toll roads can be tracked using zones and events after trips.

  • For IFTA and IRP purposes, all distance traveled, including under Personal Conveyance (PC), must generally be tracked and reported unless a specific exemption exists by the province or state.

  • The total distance driven can be found in the Summary tab of the downloaded Excel report. It is located in the last row for both the Standard and Advanced reports.

  • The IFTA system regularly updates data using GPS, status data, and Duty Status Logs. Slight variations in mileage over time are normal due to this continuous validation process.

  • The report does not include information on fuel purchases.

  • The report is not currently supported in Europe.

Viewing the IFTA report

Learn how to view your IFTA report in MyGeotab to help track your fuel tax requirements.

  1. Navigate to Compliance > IFTA Report in the main menu.
  2. Under Filters:
    1. Select the date period for your data.
    2. Select whether you want to include archived (historical) data.
    3. Select the vehicles you want to include.
  3. Click Apply.
  4. View the report in the format of your choice:
    • To download the report, click the Report icon and select the format of your choice.
    • To prepare a PDF copy of the report for download, click the Report icon. Select the More actions menu for the format of your choice and click Prepare PDF.
    • To view the report directly in the application, click the Report icon. Select the More actions menu for the format of your choice and click View in browser.

Depending on the size of your report, it may take some time to generate. Navigate to Reports > My Reports to view its status.

Viewing total miles driven per vehicle or per jurisdiction

Learn how to view the total miles driven per vehicle or jurisdiction using pivot tables in a downloaded Excel IFTA report file.

Before you begin, you'll need to download the Advanced IFTA Report.
  1. Open the Excel report and Enable Editing.
  2. Go to the Summary tab.
  3. Click on any header within the data table to open the PivotTable Fields pane.
  4. In the PivotTable Fields list, deselect all fields except:
    1. For total miles per vehicle: Vehicle (drag to Rows area) and Distance or Distance2 (drag to Values area).
    2. For total miles per jurisdiction: Jurisdiction (drag to Rows area) and Distance or Distance2 (drag to Values area).
  5. The PivotTable will update to show the total mileage as configured.
  6. Save your modified report and upload it to MyGeotab as a custom report under Reports > Report Setup > + Custom Report.
You can access your custom reports by navigating to Reports > All Available Reports and selecting the Custom pill at the top of the page.

Filtering the IFTA report by jurisdiction in Excel

Learn how to filter the IFTA report in Excel to view your fleet’s driving in selected jurisdictions.

Before you begin, you'll need to download your IFTA report.
  1. Open the Excel report and click Enable Editing.
  2. Navigate to the Summary Tab at the bottom.
  3. Locate the Jurisdiction column. This is typically column B.
  4. Click the Filter dropdown arrow in the Jurisdiction column header.
  5. Check or uncheck the boxes next to the jurisdictions to filter the data.
  6. Click OK.
Column H shows the total mileage within the selected jurisdictions.

Finding latitude and longitude in the IFTA report

Learn how to view the latitude and longitude associated with jurisdiction exits in the IFTA report.

Before you begin, you'll need to download the Advanced IFTA Report.
  1. Open the Excel file and Enable Editing.
  2. Right-click on the Report or Summary tab.
  3. Select Unhide.
  4. Choose the Data tab.
  5. In the Data sheet, locate the columns titled FuelTaxLatitude and FuelTaxLongitude. These columns contain the latitude and longitude coordinates for the vehicle's location where they left jurisdictions.
If you can't find the latitude and longitude columns in the data sheet, check to ensure that you are using the Advanced version of the IFTA report.

Creating a GPS-based IFTA report

Learn how to create a GPS-based IFTA report when your odometer data is unreliable.

Before you begin, you'll need to download your IFTA report.
GPS distance data is used to calculate mileage for IFTA reporting when engine-based odometer data is unavailable or unreliable. This method is only effective when accurate GPS distance data is available. The accuracy of the manually entered odometer value for the last FuelTaxExitOdometer is critical, as it influences all subsequent calculated values.
  1. Open the Excel report and unhide the Data sheet by right-clicking on any sheet tab and selecting Unhide > Data.
  2. Find the last row of data for the vehicle with unreliable odometer readings. Manually enter the correct odometer reading in the FuelTaxExitOdometer column (Column O) for this row.
  3. In the same row as the updated exit odometer, change the value in the FuelTaxEnterOdometer column (Column M) to a formula that subtracts the FuelTaxGpsDistance (Column Q) in that row from the FuelTaxExitOdometer (Column O) in the same row.
    Example formula: =O[last row number] - Q[last row number]
  4. Starting with the second-to-last row of data for the affected vehicle, change the value in the FuelTaxExitOdometer column (Column O) to a formula that references the FuelTaxEnterOdometer value from the row directly below it. Copy this formula upwards to apply it to all remaining rows of data for that vehicle in Column O.
    Example formula: =M[next row number]
  5. Copy the formula created in step 3 (=O[current row number] - Q[current row number]) upwards from the last row to apply it to all remaining rows of data for that vehicle in Column M.
  6. Go to the Report sheet and locate the first row of data for the affected vehicle. Change the formula in the Distance column (Column J) to reference the corresponding FuelTaxGpsDistance value from the Data sheet. Copy this formula downwards to apply it to all rows for that vehicle in Column J of the Report sheet.
    Example formula: ='Data'!Q[corresponding row number]
  7. Save the modified report as a new file to keep the original downloaded report unchanged.
These steps must be repeated for every vehicle with unreliable odometer data in your fleet.