IFTA: frequently asked questions

One record per truck, per jurisdiction, per day: miles on two bases, taxable miles, toll and non-toll split, fuel purchased that day with its tax-paid status, and the special program block where one applies. From those, weekly rollups for settlement, the quarterly rollup for filing, the state-by-state IFTA Mileage Report, and the evidence packet behind every figure.

No. MapUp provides the jurisdiction mileage, taxable gallons, estimated tax and the supporting evidence. You or your filing agent submit the return to your base jurisdiction. The IFTA Report and the exports are built for that handoff.

Coverage, fuel and the odometer. An ELD report only sees the trucks on that ELD; a fleet on two providers gets half a report from each. It carries no fuel, so someone still has to do the join. And it does not reconcile to the odometer or carry the New York Thruway split. IFTA covers the fleet across providers, joins fuel from every source, compares odometer and GPS miles on every segment, and keeps the records for the retention period.

GPS from every ELD connected to the account, reconstructed to the route the truck actually drove and split at jurisdiction boundaries, with odometer readings at each crossing where the provider exposes them. Both bases are kept and compared. The engine odometer is authoritative; GPS is the fallback and is marked as such when used.

Card network feeds under your data-share authorization (WEX, EFS, Comdata), on-premise pump exports, CSV or API imports and manual entries, normalized into one transaction model, deduplicated and matched to trucks through the card ID mapping. Each transaction keeps its source, tax-paid status and tax-paid gallons. DEF is excluded automatically.

Fuel purchases or tax-paid gallons are missing for the period, so consumed gallons and gross tax can be computed but the net due or refund cannot be finalized. It clears when purchases for the period are matched. It is the product telling you the number is not file-ready yet.

Total fleet miles divided by total fleet fuel for the period, which is how IFTA apportions fuel. A step change in fleet MPG almost always means fuel is missing for the period, not that the trucks changed. Check the exception queue for trucks with miles and no fuel.

They are two measurements of the same distance. GPS is reconstructed to the road network from pings; the odometer is what the engine counted. A fraction of a percent apart is normal. Wider gaps usually mean one provider is not exposing odometer for some units, or a device was reset or swapped. Every segment carries the difference and a flag, and records over 15 percent apart are held rather than rolled up.

On their own ledgers from the same miles. New York travel is carried as an IFTA total and split into Thruway and non-Thruway records for HUT. Oregon is an IFTA member but taxes heavy vehicles by weight and mile, so Oregon records are out of the fuel tax totals and reported for weight-mile on their own. Kentucky, New Mexico and Connecticut miles stay in IFTA and are flagged for their programs. The weight gates and rate tables are maintained by MapUp. Details are in the fuel tax manager guide.

MapUp. Jurisdiction fuel tax rates are republished every quarter, and the special programs change rates and calendars on their own schedules. Rates are stored with effective dates, so a historical period recomputes on the rates that applied then.

All miles in a jurisdiction are reported, which is what the return requires. Whether some of them qualify for a distance exemption depends on the jurisdiction, the category it allows and the documentation it demands; several states also require use tax on the fuel consumed during exempt miles. The record keeps the GPS trail and the odometer tie-out that any exemption claim rests on. Talk to us about your operation before claiming exemptions.

One MapUp organization with one entity per IFTA account. Each entity carries its own base jurisdiction and reporting; units are mapped to their entity; a fleet on more than one ELD is reconciled in one place regardless of which entity a truck belongs to.

IFTA is enabled once the telematics connection is live. A first meaningful report typically takes two to three weeks depending on the number of ELD providers, fuel sources and entities. Historical GPS already ingested for tolls is backfilled. Steps are on the get started page.

Six to twelve months of your history run through the engine and put next to what you actually filed, jurisdiction by jurisdiction, with every difference explained before anything goes live. It is how you know the numbers are right before they feed a filing or a settlement run. What we need for it is on the get started page.

Yes. The weekly rollup gives miles, taxable miles, gallons purchased, gallons consumed on fleet MPG, tax-paid gallons and special program miles per truck per jurisdiction per week, with the fleet MPG applied shown on each row so settlement can show its work.

Three days after it ends. Records finalize on a three-day rolling window, so pull the prior week once it has fully finalized. Nothing under a finalized week changes, so a settlement run never has to be re-opened because late data arrived.

Fleet MPG. Weekly rollups apply each week's fleet MPG; the quarterly rollup applies the quarter's, which is what the return wants. Summing twelve weeks gives a slightly different consumed-gallons figure. Settle weekly on the weekly rollup and file on the quarterly one.

As a transaction with source on-premise. Its tax-paid status follows the bulk purchase, not the pump: usually false, because no road tax is collected at the yard, true where the bulk fuel was bought tax paid. Either way the gallons count toward consumption, and only tax-paid gallons count as a credit. The distinction is on every row so settlement can treat it correctly, and the bulk invoice and withdrawal records are the evidence behind it.

Every New York record carries Thruway miles and non-Thruway miles separately, plus the HUT taxable and exempt totals. Settlement systems that compute HUT per truck read those fields directly; nothing has to be derived from toll receipts after the fact.

Yes. Every record carries the vehicle object with the external IDs for each connected system: ELD device, fuel card, TMS tractor. Match on whichever your settlement system already uses.

Any provider connected to your MapUp account under Settings, My integrations: Geotab, Samsara, Motive, Platform Science and other supported feeds. One connection per provider. It is the same connection TollTally and FuelGuru use, so a fleet already on MapUp has nothing new to connect.

No. They come with the ELD feed where the provider exposes them, and the major providers do. Where a provider does not, GPS-reconstructed miles are used as the fallback and the segment is marked with its odometer source.

Three ways, in any combination: the card provider's data-share authorization for WEX, EFS or Comdata; an export from your on-premise fuel system by SFTP or file drop; or a CSV or API import for everything else. The import format is POST /fuel-purchases on the API documentation page.

Everything you have: unit number, VIN, plate, the ELD device or unit ID for each provider, the fuel card ID for each network, the TMS tractor ID, base jurisdiction, registered gross weight, and for the special programs the unloaded weight, truck or tractor type, combination flag, farm plate and one-way haul classification. The full list with why each is needed is on the get started page.

Only through the secure channel we set up with you: a password-manager share or the provider's own token or OAuth flow, never by email or chat. We ask for read-only, scoped access, not shared passwords or general logins.

No. IFTA is a product in your MapUp account at platforms.mapup.ai alongside TollGuru, TollTally, TollMatch and FuelGuru, and appears in the product list once enabled.

Until the unit's identifiers are updated, the miles report under the old mapping and the truck shows in the exception queue as unmatched or double-reporting. Update the identifier on Units and MapUp merges the history under the canonical unit.

IFTA requires licensees to keep supporting records for four years from the return due date or filing date, whichever is later. MapUp retains the supporting records and the raw GPS behind your reports for that period, and deletes on request or at account close.

Yes. Daily, weekly and quarterly records per truck per jurisdiction, fleet-wide variants, the vehicle master with external IDs, fuel purchase read and import, special tax summaries, exceptions, audit evidence and asynchronous exports, all under https://api.mapup.ai/ifta/v1 with an x-api-key header. The full reference is on the API documentation page.

Keys are issued per fleet account. Write to ifta@mapup.ai from an account email to have one issued or rotated.

The date you asked for is inside the three-day finalization window. You get best-available data with data_complete: false. Re-fetch on day three for the finalized record. For settlement, pull the prior week once it has fully finalized; for filing, use /quarterly.

One or more jurisdiction records for the request are held (odometer and GPS more than 15 percent apart). Held records are omitted from the response until resolved. GET /exceptions lists them with the reason.

Oregon records are out of the fuel tax totals and excluded by default. Pass include_excluded=true to retrieve them; they carry ifta_excluded: true and a special_tax block with program OR-WMT.

Yes. POST /fuel-purchases accepts single transactions or batches with a source, a source transaction ID, the truck, timestamp, jurisdiction, fuel type and amount, price and tax-paid status. Duplicates against an existing source transaction ID are rejected, not double-counted.

TollGuru returns estimated per-state miles for a planned route before the trip. IFTA returns finalized, odometer-reconciled, GPS-verified miles the truck actually drove, structured for tax compliance. Expect small differences; IFTA is the source for filing.

Per account, per minute, reported on every response in X-RateLimit-Limit, X-RateLimit-Remaining and X-RateLimit-Reset. On a 429, back off using Retry-After. Fleet-wide endpoints page with a cursor.

The exports for the trucks and period named, and the evidence packet for each figure questioned: GPS points used in reconstruction, crossing timestamps and coordinates, odometer readings at each crossing, toll road matches and fuel receipt references. It is assembled from the records, not rebuilt from exports. Steps are in the fuel tax manager guide.

Not for the reports MapUp holds. The raw GPS and supporting records behind your reports are retained by MapUp for the retention period, so the evidence does not depend on the ELD vendor still having it when the audit letter arrives.

The record carries the change and the note: a resolved exception, a corrected mapping, an accepted basis. The evidence packet shows what was used and when. An auditor who sees a number move gets an explanation, not a shrug.

That is what the reconciliation pilot is for. Each difference between our output and the filed figure is traced to the source that diverged, with a drafted explanation you keep on file: the segment the legacy process estimated, the fuel one system saw and another did not, the Oregon or Connecticut treatment that changed.

ifta@mapup.ai. Include your fleet name, the unit, the jurisdiction and the period, and for API issues the error_id. Anything else goes to your MapUp project lead.

P0 (filing or settlement blocked) acknowledged the same business day and fixed or worked around within five business days. P1 (a wrong figure or a stopped feed) fixed in the next sprint. P2 (questions and requests) on the two-week release cadence. The table is on the get started page.

Yes. Every view exports to CSV or Excel, the IFTA Report exports to PDF, and the API's export endpoint produces the same files for the whole fleet as an asynchronous job. Files are a fine interim answer before API-based production access.

Yes. The reconciliation pilot ends with a working session on your own numbers, and enablement is run by the same engineering and data operations people who run the platform.