Keeping fuel tax compliant is not just a quarterly checkbox. For most carriers, IFTA filing, IRP truck registration, and HVUT Form 2290 all intersect in ways that affect cash flow, roadside risk, and your ability to renew plates on time. If you are an owner-operator or managing a growing fleet, understanding how these programs fit together will save money and avoid disruptions.
IFTA filing in plain English
The International Fuel Tax Agreement, IFTA, lets you file one quarterly fuel tax return with your base jurisdiction that reconciles miles driven and fuel purchased across all participating jurisdictions, 48 U.S. states and 10 Canadian provinces. Instead of paying fuel tax at the pump that stays where you bought the fuel, IFTA reallocates the tax so you ultimately pay tax based on where you burned the fuel.
What you actually file each quarter:
- Total miles by jurisdiction, including loaded, empty, interstate, and intrastate miles
- Total taxable miles by jurisdiction
- Total gallons purchased by jurisdiction, with receipts or electronic records
- Fuel type, most carriers are diesel for IFTA purposes
Key concepts owner-operators and fleets must know:
- Base jurisdiction, the state or province that issues your IFTA license and decals and collects your quarterly return
- Fleet MPG, total miles divided by total gallons across the entire IFTA fleet, used to spread gallons consumed by jurisdiction
- Net tax, for each jurisdiction, tax owed equals gallons consumed in that jurisdiction multiplied by that jurisdiction’s fuel tax rate, minus gallons purchased in that jurisdiction multiplied by the same rate
Recordkeeping matters. IFTA requires detailed trip records and fuel documentation, and jurisdictions generally require you to retain them for at least four years. See program details at IFTA, Inc..
The compliance triangle, IFTA, IRP, and HVUT 2290
Here is how the three programs connect in day-to-day operations:
- IFTA filing, quarterly returns of miles and fuel that determine net fuel tax due or credit
- IRP apportioned plates, annual registration based on the percentage of miles you run in each jurisdiction. Learn more at IRP, Inc.
- HVUT Form 2290, annual federal heavy vehicle use tax. Your stamped Form 2290 Schedule 1 is commonly required to complete IRP truck registration and renew plates. See the IRS resource for HVUT at About Form 2290
If the vehicle identification number and weight class on your 2290 do not match DMV records, your IRP renewal and even IFTA credentials can be delayed. Many states will not finalize IRP without a current 2290 Schedule 1 for IRP.
Calendar you can trust
| Program | What you report | Filing frequency | Typical due date | Documents to have |
|---|---|---|---|---|
| IFTA | Miles and gallons by jurisdiction | Quarterly | Last day of the month after the quarter | IFTA license, decals, trip and fuel records |
| IRP | Annual distance for apportionment | Annual | Varies by base jurisdiction | Distance summary, current 2290 Schedule 1 |
| HVUT Form 2290 | Heavy vehicle use tax | Annual | Most renewals due August 31 | Stamped Schedule 1 |
Note on penalties. Under the IFTA Agreement, most jurisdictions assess a standard penalty of 50 dollars or 10 percent of the net tax due, whichever is greater, plus interest on late balances. Always confirm your base jurisdiction’s rules.
Owner-operators
- Use your ELD or a simple trip sheet to capture odometer start and end, jurisdictions crossed, and fuel stops
- Keep digital copies of receipts or fuel card statements with date, jurisdiction, gallons, and price
- Calculate fleet MPG, then compute jurisdiction gallons consumed and apply each jurisdiction’s rate
- Pay net tax due or claim a credit with your base jurisdiction
Lesson learned. O/Os who plan fuel purchases around IFTA rates can reduce net tax. Buying more fuel in the same places you drive the most often decreases end-of-quarter surprises. Just avoid detours that add empty miles to chase a few cents per gallon.
Fleet owners
- Standardize ELD configurations so state line crossings, odometer capture, and driver IDs are consistent
- Integrate fuel card data from all programs into a single feed and reconcile with ELD miles each week
- Investigate anomalies fast, for example, negative miles between pings, duplicate receipts, or impossible MPG
- Lock the quarter with a documented tie-out to IRP distance summaries before filing IFTA
Lesson learned. Fleets that reconcile weekly instead of at quarter end cut adjustments, late fees, and driver touchbacks. Cross checks against IRP distance data catch missing trips before an auditor does.
Example, how an IFTA quarter is calculated, simplified
This is an illustration only. Jurisdiction rates change quarterly, always use current rates from your base jurisdiction.
- Total fleet miles in quarter, 30,000
- Total gallons purchased, 5,000, Fleet MPG 6.0
| Jurisdiction | Miles | Gallons used | Gallons purchased | Rate per gallon | Net tax or credit |
|---|---|---|---|---|---|
| A | 10,000 | 1,666.7 | 1,200 | 0.35 | 163.45 due |
| B | 12,000 | 2,000.0 | 1,500 | 0.32 | 160.00 due |
| C | 8,000 | 1,333.3 | 2,300 | 0.22 | 212.67 credit |
Net quarter, 163.45 plus 160.00 minus 212.67 equals 110.78 due. Small rounding differences are common, follow your base jurisdiction’s guidance.
Trends shaping IFTA in 2025
- Telematics-first audits, jurisdictions increasingly expect to see ELD or telematics data behind summary numbers
- Weekly exception management, review impossible speeds and missing state line crossings weekly
- Fuel card optimization, total cost of ownership matters more than pump price alone
- Data alignment between IFTA, IRP, and HVUT lowers audit risk
Audit-readiness checklist you can implement now
- Keep raw trip data with timestamps and odometer readings
- Store fuel receipts or card statements with full detail
- Document fleet MPG logic and handling of idle or reefer fuel
- Reconcile IFTA miles and gallons to ELD and dispatch totals
- Ensure VIN and weight match IRP and 2290 Schedule 1
- Back up records for at least four years
Where Simple Form 2290 fits, keep IRP and IFTA moving
Even if your immediate task is IFTA filing, IRP renewals and IFTA credentials often hinge on a current Form 2290 Schedule 1.
- IRS Authorized E-file Provider
- Instant Schedule 1 after IRS acceptance
- Fleet dashboard for multi-unit filings
- Bilingual support, English and Spanish
If you need to pay 2290 online for a newly added tractor or to clear an IRP renewal hold, e-file now and get your proof fast. Simple Form 2290
Bottom line
- File IFTA quarterly with accurate miles and gallons
- Keep Form 2290, IRP, and IFTA data aligned
- Weekly controls make quarter-end filing stress-free
Strong processes and fast paperwork keep trucks working. File Form 2290 early so your Schedule 1 is ready when IRP and IFTA need it most.