Quick checklist
- Save current IFTA license and decals where applicable.
- Keep quarterly fuel tax return records.
- Save IRP cab cards and registration documents.
- Match mileage and fuel records to units and dates.
- Keep jurisdiction account login details available.
Why this matters
IFTA and IRP records are not the same as FMCSA safety files, but they often help explain where equipment operated and whether registration records are current.
What to prepare
| Area | Records to gather |
|---|---|
| IFTA records |
|
| IRP records |
|
Common gaps
- Fuel receipts are saved but not tied to unit numbers.
- Mileage summaries do not match dispatch or ELD records.
- Cab cards are stored in trucks but not in the office packet.
- State portal access belongs to a former employee.
Before / During / After audit
Before
- Download current licenses and cab cards.
- Match mileage and fuel summaries to the audit period.
- Check state portal access.
During
- Use IFTA or IRP records only when they answer the request.
- Keep them separate from safety records unless the auditor asks.
After
- Archive quarterly returns by year.
- Review unit and jurisdiction records after equipment changes.
- Add portal ownership to the carrier contact list.
Download
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Sources
IFTA, Inc. · official
International Fuel Tax Agreement
Official IFTA clearinghouse and member jurisdiction references.
Last checked: 2026-05-12
IRP, Inc. · official
International Registration Plan
Official IRP plan and member jurisdiction references.
Last checked: 2026-05-12
FMCSA · official
FMCSA Registration
Registration, operating authority, and USDOT number resources.
Last checked: 2026-05-12