If your fleet operates across state lines, you know that filing International Fuel Tax Agreement (IFTA) reports is a big part of the job. IFTA makes it possible to file a single quarterly return through your base jurisdiction, rather than submitting separate returns for every state. Here's a step-by-step look at IFTA requirements, quarterly deadlines and the basic filing process.
IFTA Requirements
If you operate vehicles in multiple jurisdictions, you are required to obtain an IFTA license through your base jurisdiction. Always keep track of mileage records, trip reports and fuel receipts for each quarter, as these may be required during an audit.
Remaining 2026 IFTA Quarterly Filing Dates
IFTA returns are typically due on the last day of the month following each calendar quarter. Even if you didn’t put any miles on the road this quarter, most jurisdictions still require a return to be filed by the deadline.
- Due July 31, 2026: April 1 – June 30, 2026 (Q2)
- Due Nov. 2, 2026: July 1, 2026 – Sept. 30, 2026 (Q3)
- Due Feb. 1, 2027: Oct. 1, 2026 – Dec. 31, 2026 (Q4)
How to File Your IFTA Quarterly Report
Step 1: Gather Your Records
Start by collecting your mileage logs, trip reports and fuel receipts from the reporting period. Look for any missing trips, incomplete mileage records or undocumented fuel purchases and resolve any issues before filing.
Step 2: Calculate Fuel Usage
Add up your total miles driven and gallons of fuel purchased to determine your truck’s fuel economy for the quarter.
Example: If your truck drove 21,450 miles and purchased 3,900 gallons of fuel, your fuel economy would be 5.5 miles per gallon (MPG).
Once you have your MPG, use it to estimate how much fuel was consumed in each jurisdiction where your vehicle operated. These figures will be used during the fuel tax calculation process later.
Step 3: Review Jurisdiction Activity
Compare the fuel consumed and fuel purchased in each jurisdiction. In general, if your truck used more fuel than it purchased in a jurisdiction, you may owe additional fuel tax. If fuel purchases are higher than estimated fuel consumption, you may qualify for a credit. Be sure to use the fuel tax rates applicable to the reporting quarter.
Step 4: Complete, Review and Submit Your Return
Enter your mileage and fuel purchase details into your quarterly IFTA return through your base jurisdiction, which is the state or province that issued your IFTA license. Many jurisdictions provide online filing portals that calculate tax due or credit once you enter the required information.
Before submitting, review your return for accuracy, pay any balance due and keep copies of your records for your future reference.
How RTS Helps You File For IFTA
Staying on top of IFTA reporting starts with having accurate mileage and fuel purchase data. RTS fuel cards help carriers keep fuel transactions organized, making it easier to track purchases and prepare quarterly reports. For fleets looking to simplify the process even further, ProTransport’s IFTA reporting add-on can quickly generate reports from your existing fuel and load data, cutting administrative work and saving time every quarter.