Audit & Recordkeeping · Excel template
Free IFTA Mileage & Fuel Tax Worksheet
The per-jurisdiction mileage and fuel record behind an IFTA return: odometer at each state line, miles in each jurisdiction, and the gallons and receipt number for every fill. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- A row per jurisdiction per day, with the odometer reading at each state line crossing
- Jurisdiction miles derived from odometer out minus odometer in: the distance record an IFTA audit asks to see
- Gallons purchased and the fuel receipt number on the same line as the miles they relate to
- Vehicle and driver columns, so the record reconciles against trip sheets and ELD data
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Record the odometer reading every time a vehicle crosses a jurisdiction line, not just at the start and end of a trip.
- 2
Open a new row for each jurisdiction entered, and let odometer out minus odometer in give the miles driven there.
- 3
Log every fuel purchase on the line for the jurisdiction it happened in, with gallons and the receipt number.
- 4
Keep the sheet running all quarter. This is the source record, so it is what you keep, not something you reconstruct.
- 5
At quarter end, total miles and gallons by jurisdiction and carry those totals into the IFTA quarterly filing worksheet to compute fleet MPG, taxable gallons and tax due.
What's inside
- A row per jurisdiction per day, with the odometer reading at each state line crossing
- Jurisdiction miles derived from odometer out minus odometer in: the distance record an IFTA audit asks to see
- Gallons purchased and the fuel receipt number on the same line as the miles they relate to
- Vehicle and driver columns, so the record reconciles against trip sheets and ELD data
- Quarterly per-jurisdiction totals that drop straight into the IFTA quarterly filing worksheet
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
IFTA Mileage & Fuel Tax Worksheet
Jurisdiction miles = odometer out − odometer in. This sheet captures the distance and fuel data; the tax calculation (fleet MPG, taxable gallons, rates and tax due) happens on the IFTA quarterly filing worksheet. Neither is tax advice.
| Date | Vehicle / Unit | Driver | Jurisdiction | Odometer In | Odometer Out | Jurisdiction Miles | Gallons Purchased | Fuel Receipt # |
|---|---|---|---|---|---|---|---|---|
| 2026-04-02 | T-204 | J. Alvarez | NJ | 418,250 | 418,336 | 86 | — | — |
| 2026-04-02 | T-204 | J. Alvarez | PA | 418,336 | 418,641 | 305 | 62.0 | PA-88412 |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
IFTA applies to qualified motor vehicles operating across member jurisdictions, generally heavier commercial vehicles crossing state/provincial lines. Confirm whether your vehicles qualify; the thresholds are defined by the agreement.
Not on this sheet. This is the distance and fuel record you keep as you run. At quarter end you total miles and gallons by jurisdiction and carry those totals to the IFTA quarterly filing worksheet, which computes fleet MPG, taxable gallons per jurisdiction, and the tax due or credit.
Mileage records (trip sheets/odometer or GPS) showing per-jurisdiction miles, and fuel receipts showing gallons and where purchased. Keep them for the retention period your base jurisdiction requires.