IFTA Mileage Calculator - Frequently Asked Questions

1. Click "Upload"

Mileage:

1. Go to Mileage tab
2. Click "Import from CSV"
3. Select your truck and quarter
4. Upload a CSV file with this format:

   jurisdiction,miles
   California,1250
   Nevada,450
   Arizona,680
   

1. Click "Upload"

Tips:

• Include column headers in the first row
• Use consistent date format (YYYY-MM-DD)
• Jurisdiction names must match exactly (e.g., "California", "Ontario")
• CSV import is faster than manual entry for large datasets

See also: CSV Import Guide for detailed formatting instructions.

Does this tool file my IFTA return?

No. The IFTA Mileage Calculator is a reporting and calculation tool, not a filing service.

What the tool does:

• Calculates tax due or credit per jurisdiction
• Generates quarterly IFTA reports
• Exports reports to CSV for your records

What you still need to do:

• File the report with your base jurisdiction (state/province where you're licensed)
• Submit payment for net tax owed
• Keep records for audit purposes (receipts, logbooks, reports)

How to file:
Most jurisdictions offer online IFTA filing portals where you can:

1. Log in to your base jurisdiction's IFTA portal
2. Enter the data from your generated report
3. Submit the report electronically
4. Pay any net tax owed via ACH or credit card

Tip: Export your report to CSV and use it as a reference when entering data into your jurisdiction's filing system.

What about surcharge states?

Certain jurisdictions charge surcharges on top of the base fuel tax. These are automatically included in the tax rates used by the tool.

Surcharge States:

• Kentucky (KY): Additional surcharge on diesel
• Virginia (VA): Additional surcharge on diesel

How it works:

• The tool uses the total tax rate (base + surcharge) for calculations
• You don't need to manually add surcharges
• Reports show the combined rate in the "Tax Rate" column

Example:

• Virginia base fuel tax: $0.205/gallon
• Virginia surcharge: $0.072/gallon
• Total rate used by tool: $0.277/gallon

Note: Surcharge rates are updated quarterly along with base tax rates.

How current are the tax rates?

Tax rates are updated quarterly to reflect the latest IFTA rates published by each jurisdiction.

Update schedule:

• Q1 (Jan-Mar): Updated by January 1
• Q2 (Apr-Jun): Updated by April 1
• Q3 (Jul-Sep): Updated by July 1
• Q4 (Oct-Dec): Updated by October 1

What gets updated:

• Base fuel tax rates
• Surcharges (KY, VA)
• Rate adjustments for inflation or legislative changes

You don't need to do anything - the tool automatically uses the correct rates for the quarter you're reporting.

Verification:
If you want to double-check rates, visit IFTA.org for official rate tables.

Is my data saved?

Yes. All data you enter is saved to your account and persists across sessions.

What's saved:

• Trucks (name, unit number, VIN, fuel type)
• Fuel logs (date, jurisdiction, gallons, price)
• Mileage data (per truck, per quarter)
• Generated reports (full report history)

Data retention:

• During trial: Data is saved for the 14-day trial period
• After trial expires: Data is retained but locked (read-only until you subscribe)
• With paid access: Data is saved indefinitely while your subscription is active

Data security:

• All data is stored securely in our database
• SSL encryption for data transmission
• No data is shared with third parties

Exporting data:

• You can export reports to CSV at any time
• Keep local backups of important reports
• Export fuel logs and mileage data before canceling your subscription

Billing & Subscription

How much does it cost?

Free Trial:

• 14 days of full access
• 5 uses per day (report generations)
• 10 trucks maximum
• All features included (CSV import, export, report history)

Paid Access:

• Monthly: $19.99/month
• Annual: $199.99/year (saves ~$40/year vs monthly)

What's included in paid access:

• Unlimited report generations
• Unlimited trucks
• Unlimited CSV imports/exports
• Full report history

No hidden fees:

• No setup fees
• No per-report charges
• No extra cost for additional trucks

What happens if I cancel?

If you cancel your subscription:

1. Access ends at the end of your billing period

1. Data is retained but locked

1. No refunds

To cancel:

1. Log in to your account
2. Go to Account Settings or Billing
3. Click "Cancel Subscription"
4. Confirm cancellation

Reactivating:
You can reactivate your subscription at any time to regain full access to your data.

Can I upgrade from trial to paid?

Yes! You can upgrade at any time during or after your trial.

How to upgrade:

1. Click "Upgrade" or "Subscribe" in the tool
2. Choose monthly ($19.99/mo) or annual ($199.99/yr)
3. Enter payment information (credit card via Stripe)
4. Click "Subscribe"

After upgrading:

• All trial limits are removed (unlimited uses, unlimited trucks)
• Your trial period ends immediately
• Your first billing cycle starts on the upgrade date

Tip: If you're managing more than 10 trucks or need more than 5 report generations per day, upgrade before hitting the trial limits.

Troubleshooting

Why is my MPG unusually high or low?

If your calculated MPG seems off, check for these common issues:

Possible causes:

1. Missing fuel logs - If you didn't enter all fuel purchases, total gallons will be too low (inflated MPG)
2. Missing mileage - If you didn't enter miles for all jurisdictions, total miles will be too low (deflated MPG)
3. Wrong quarter - Mixing fuel logs or mileage from different quarters
4. Data entry errors - Typos in gallons or miles

How to fix:

• Review fuel logs and add any missing purchases
• Review mileage and ensure all jurisdictions are entered
• Filter fuel logs by quarter to verify you're only using the correct period
• Edit any incorrect entries

Normal MPG ranges:

• Semi-trucks (diesel): 5-8 MPG
• Straight trucks (diesel): 6-10 MPG
• Gasoline trucks: 4-6 MPG

If your MPG is outside these ranges, review your data for errors.

Why do some jurisdictions show zero net tax?

A jurisdiction shows $0.00 net tax when:

Taxable gallons = Fuel purchased

This means you:

• Drove miles in that jurisdiction
• Bought fuel in that jurisdiction
• The consumption (taxable gallons) equals the purchase (fuel purchased)

Example:

• Miles driven in CA: 1,500 miles
• Fleet MPG: 5 MPG
• Taxable gallons: 1,500 ÷ 5 = 300 gallons
• Fuel purchased in CA: 300 gallons
• Net tax: (300 - 300) × $0.58 = $0.00

This is a break-even situation - you neither owe tax nor have a credit.

Can I edit a report after generating it?

No. Once a report is generated, it becomes a historical record and cannot be edited.

Why?

• Reports are snapshots of your data at the time of generation
• Editing historical reports could create inconsistencies
• You may need the original report for audit purposes

If you need to make changes:

1. Edit the underlying data (fuel logs, mileage)
2. Generate a new report with the corrected data
3. Use the new report for filing

Tip: Review your data carefully before generating a report. Once generated, treat it as a final record.

How do I delete a truck with existing data?

If you delete a truck that has fuel logs, mileage, or reports, all associated data will be deleted.

What gets deleted:

• All fuel logs for that truck
• All mileage data for that truck
• All generated reports for that truck

This action cannot be undone.

Before deleting:

1. Export any reports you want to keep
2. Export fuel logs to CSV if you need a backup
3. Confirm you no longer need the truck in your system

To delete:

1. Go to Trucks tab
2. Click "Delete" next to the truck
3. Confirm deletion

Alternative:
If you just want to stop using a truck temporarily, don't delete it. Simply don't add new fuel logs or mileage for that truck.

Need More Help?

• Getting Started Guide: Learn the basics of using the tool
• User Guide: Detailed documentation for all features
• CSV Import Guide: Formatting instructions for CSV imports
• Support: Contact support@customwebtools.com

Still have questions? Reach out to our support team at support@customwebtools.com - we're here to help!