IFTA Deployment Guide

Import a Fuel File

Download the fuel file template from the vendor’s website. Omnitracs supports fuel files from the following vendors:

• Comdata
• Fleet One
• Irving
• Shell
• TCH
• T-Chek
• Others – Omnitracs provides a Generic Fuel File template for importing fuel files from vendors other than those listed above.

Instructions on downloading the fuel file templates can be found in the Create a Fuel File article in the Omnitracs Knowledge Base.

The instructions walk the user through the vendor’s webpage, show them how to obtain the vendor’s fuel file, and shows them how to store the fuel file on their computer so the file is accessible for importing into Omnitracs One.

Once the file is created, navigate to the Import Fuel File window in Omnitracs One (Tools > IFTA > Manage Fuel Receipts > Import Fuel File), open the newly-created file, and upload it into Omnitracs One.

Adding Fuel Receipts Manually

To add a fuel receipt:

1. From the Tools menu, select IFTA > Manage Fuel Receipts.  The Manage Fuel Receipts window opens.
2. Select the Add Fuel Receipt button.  The Add Fuel Receipt dialog box opens.
3. Complete all the required and relevant fields for the receipt.  See the Fuel Receipt Field Definitions topic in the Omnitracs Knowledge Base for more information about each field.
4. Select the Save button.  The fuel receipt is added to the inventory.

IFTA Fuel Receipts Web Services

The IFTA Fuel Receipts Web Service can be used to support the following scenarios:

• I want to retrieve IFTA Fuel Receipts for all vehicles.
  • The GET method can be used to retrieve attributes for all drivers and organizations.
• I want to retrieve IFTA Fuel Receipts for a specific vehicle.
  • The GET(VehicleID) method can be used to retrieve attributes for drivers and vehicles in a specific organization..
• I want to create a new IFTA Fuel Receipts record.
  • The POST method can be used to create a new IFTA Fuel Receipt record in Omnitracs XRS.

See the IFTA Fuel Receipts Web Service topic in the Omnitracs XRS Knowledge Base for more information on parameters, usage, and syntax for these Web Service calls, including field definitions.

Fuel File Tracking Report

If the user is importing a fuel file, the status can be verified by running a Fuel File Tracking Report.  Navigate to Reports > IFTA > Preparation > Fuel File Tracking.

Fuel Detail Report

If the user is entering fuel receipts manually, the transactions can be verified by running a Fuel Detail Report.  Navigate to Reports > IFTA > Validation > Fuel Detail.

Adding Manual Distances  

1. From the Tools menu, select IFTA > Manage Manual Distance.  The Manage Manual Distance window opens.
2. Select Add Manual Distance.  The Add Manual Distance dialog box opens.
3. Enter the required and relevant fields.  Required fields have an asterisk.  Consult the Manual Distance Field Definitions topic in the Omnitracs Knowledge Base for more information on the fields.  
4. Note: If “MA” or “NY” is entered for the State field, enter a value in the Toll Distance field.  All other states require a value in the Non-Toll Distance field.
5. Select Save.  The Manage Manual Distance list refreshes and shows the new entry.

Editing Manual Distances

To edit manual distance:

1. From the Tools menu, select IFTA > Manage Manual Distance.  The Manage Manual Distance window opens.
2. Select the Edit icon next to the entry you want to edit.  The Edit Manual Distance dialog box opens.
3. Edit the fields and select the Save button.  The list refreshes and displays the edited entry.

Reconciliation Report

The Reconciliation Report is used to determine if net taxes are due or owed a vehicle or an organization for a particular period. You can view the Reconciliation Report on your screen, print the report, or export the report data. See the Omnitracs Knowledge Base article, Running a Report for general information on running a report and to view the report formats available after you export the data.

The Reconciliation Report is used by IFTA administrators to:

• Validate tax filing calculations
• Charge back individual drivers and owner operators

Users can choose the following options:

• Add MA toll as taxable
• Show only owner operators
• Show only IFTA vehicles
• Allow inactive entities

The Reconciliation Report uses the Country selection to determine which Unit of Measurement (miles / kilometers) will be applied.  The organization's country of origin can be edited by navigating to Admin > Organization > Edit > General Information.

See the Omnitracs Knowledge Base article, Reconciliation Report for more information, including Report Details and Field Definitions.

Fuel Efficiency Report

Once all of the fuel transactions are cleared from the Assign Fuel Purchases window, view the Fuel Efficiency Report. This report helps identify if there are any missing miles or fuel transactions.

The acceptable fuel efficiency is configurable in Omnitracs One. If the miles or kilometers per gallon (MPG/KPL) is below your minimum threshold, it indicates that there may be miles missing or too much fuel.

If the acceptable MPG/KPL is above the maximum threshold, it indicates that there may be fuel transactions missing or too many miles. Look at all vehicles and make adjustments as necessary. The default minimum MPG is set to 4.0 and the default maximum is set to 8.0. You can change the default values to reflect your vehicles' MPG/KPL averages by navigating to the Scorecard tab of the Edit Organization window (Admin > Organizations).

See the Omnitracs Knowledge Base article, Fuel Efficiency Report for more information, including Report Details and Field Definitions.

Known Issue

The Official Reports direct filing process is currently unavailable in Omnitracs One for the following three jurisdictions:

• Louisiana
• Maryland
• Rhode Island

For these jurisdictions, customers may visit the jurisdiction's filing website, then manually transfer IFTA data created in Omnitracs XRS into the jurisdiction's filing mechanism. As jurisdictional configurations allow, official reports are scheduled to be available for direct upload in an upcoming software release.

IFTA online filing may be available for other states and provinces. Customers should ask their base jurisdiction about the availability of online filing.

Update

The California IFTA jurisdiction now requires online filing.

Setup

Official Reports are used for tax filing purposes. They provide a convenient way to fill in all IFTA and Distance tax information. The filing process as it relates to the Official Reports in Omnitracs XRS is similar across all jurisdictions. The goal is to first find the overall fleet miles/kilometers per gallon/liter (MPG/KPL). This is done by taking the distance driven and dividing it by fuel purchased. Once you have the overall fleet MPG/KPL, divide that by each state's or province's taxable miles/kilometers to find the fuel required. The fuel required is multiplied by the jurisdiction's rate(s) for the amount owed or refunded to that jurisdiction.

Choose the jurisdiction by navigating to Admin > Organizations and selecting the Edit icon next to the relevant organization. Select the IFTA tab, then select the jurisdiction from the IFTA Filing Jurisdiction drop-down list. The Official Reports are generated based on the selected jurisdiction.

IFTA Tax Reports

Generates one report for the jurisdiction in which each organization files (not necessarily the location of the domicile).

Mileage Tax Reports

Generates one report for the jurisdiction traveled during the period. Possible jurisdictions include: KY, NM, NY, and OR.  Omnitracs One uses the end unloaded weight method and the highest rates from Tables 4 and 5 of the New York Highway Use form.  For Oregon, Omnitracs One uses the highest rates from Table A.  Refer to the Omnitracs Knowledge Base article on Highway Use Tax for more information.