Audit & Recordkeeping · Excel template
Free IFTA Quarterly Filing Worksheet
An IFTA quarterly filing worksheet that organizes miles and gallons by jurisdiction so you can calculate your fleet's average MPG, taxable miles, and fuel-tax position per state or province for the quarter. 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.
- Per-jurisdiction rows for miles traveled and fuel purchased
- Columns to compute taxable gallons from your fleet average MPG
- A net taxable-gallons calculation per jurisdiction
- A structure that mirrors how an IFTA return is filed
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Pull total miles by jurisdiction and total gallons purchased by jurisdiction for the quarter from your trip sheets and fuel receipts.
- 2
Calculate your fleet's average MPG (total miles ÷ total gallons) for the quarter.
- 3
For each jurisdiction, divide its miles by the fleet MPG to get gallons consumed there.
- 4
Compare gallons consumed to gallons purchased in each jurisdiction to find the net taxable position.
- 5
Apply current jurisdiction tax rates and transfer the totals to your IFTA return. Confirm current rates and rules with your base jurisdiction.
What's inside
- Per-jurisdiction rows for miles traveled and fuel purchased
- Columns to compute taxable gallons from your fleet average MPG
- A net taxable-gallons calculation per jurisdiction
- A structure that mirrors how an IFTA return is filed
- Worked example rows on a single flat illustrative rate, so you can check the arithmetic before trusting the sheet with your own numbers
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 Quarterly Filing Worksheet
This is the return calculation: per-jurisdiction totals in, tax due or credit out. Capture the underlying distance and fuel data on the IFTA mileage & fuel tax worksheet first. The example rows apply one flat illustrative rate of $0.4500/gal so the arithmetic is checkable: real rates differ by jurisdiction and change every quarter, so pull the current IFTA rate table before you file. Not tax advice.
| Jurisdiction | Total Miles | Taxable Miles | Fleet Avg MPG | Taxable Gallons (miles ÷ MPG) | Tax-Paid Gallons Purchased | Net Taxable Gallons | Tax Rate | Tax Due / (Credit) |
|---|---|---|---|---|---|---|---|---|
| IL | 4,200 | 4,200 | 6.5 | 646 | 700 | (54) | 0.4500 | (24.30) |
| IN | 2,800 | 2,800 | 6.5 | 431 | 300 | 131 | 0.4500 | 58.95 |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
IFTA (the International Fuel Tax Agreement) is an arrangement among US states and Canadian provinces that lets qualifying motor carriers report fuel-use tax across jurisdictions on a single quarterly return filed with their base jurisdiction. It generally applies to qualified motor vehicles used across member jurisdictions: confirm whether your vehicles qualify with your base jurisdiction.
In broad terms: you compute your fleet's average MPG for the quarter, use it to estimate gallons consumed in each jurisdiction from the miles driven there, then compare that to tax-paid gallons purchased in each jurisdiction. The difference, multiplied by each jurisdiction's rate, gives tax owed or credited. This worksheet lays out those inputs.
Each jurisdiction sets its own rate and they change every quarter. Don't hard-code rates. Pull the current quarter's IFTA rate table and apply it when you file. This worksheet leaves the rate column for you to fill from the current table.
You generally need detailed distance records (by jurisdiction) and fuel-purchase records to support the return, retained for the required period. Trip sheets, fuel receipts, and ELD/GPS data are the usual sources. Confirm the current recordkeeping requirements with your base jurisdiction.