Driver Fuel Card and Receipt Log
Reconcile a fuel card statement in one sitting instead of hunting for the receipt that matches a line, and see consumption from the odometer readings either side of each fill.
PD-11 1 page
Professional drivers · PD-33
Interstate Mileage and Fuel Trip Sheet
A free printable IFTA trip sheet: the odometer at each state or provincial line, distance by jurisdiction, and every fuel purchase with seller, amount and receipt.
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2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Back up a fuel tax return with the distance run in each state or province and the fuel bought. One sheet per trip, with the receipts stapled behind.
Who it is for
Owner-operators, drivers and small carriers in North America who file fuel tax returns across several states or provinces.
How to use it
- Fill in the carrier, the unit, the trip dates, the origin and destination, and the start odometer.
- Write the odometer each time you cross a state or provincial line, with the routes used and whether you were loaded.
- Record every fuel purchase with the seller, location, quantity and total, and keep the receipt.
- At the end, total the distance and check it against the odometer before signing.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: One trip on one unit: the distance run in each state or province, from the odometer as each line was crossed, and every fuel purchase with its receipt, so a fuel tax return can be backed up at audit.
Odometer at every line. Write the odometer at every state or provincial line, not just at the start and end; the distance in each jurisdiction is the point of the sheet. Keep every fuel receipt with it. Which records your base jurisdiction wants, and for how long, is set by the scheme you file under, so check its rules, not this sheet.
Write-on lines: Carrier · Unit no. / VIN · Trailer · Driver · Trip no. · Trip dates: from · to · Origin · Destination · Start odometer · End odometer · Total distance · Miles or km · Base jurisdiction
Distance by jurisdiction — one line each time a state or provincial line is crossed, in order
Also printed: Odometer
Table, 10 rows: Date · State / prov. · Routes used · In · Out · Distance · Loaded · Notes
Page 2
Fuel bought — every purchase into the unit's tanks, with its receipt
Table, 14 rows: Date · Seller · City, state / prov. · Odometer · Quantity · Fuel · Total paid · Receipt
Totals for the trip
Write-on lines: Total distance (all jurisdictions) · Agrees with odometer? Y / N · Total fuel bought · Receipts attached
Signature strip: Driver's signature · Checked by · Date
Ruled lines: Notes — breakdowns, off-highway running, fuel bought for other equipment
Questions
Does this sheet meet the record-keeping rules for a fuel tax audit?
It is laid out to capture the details audits commonly look for, but the rules, and how long records must be kept, are set by the scheme you file under and your base jurisdiction. Check them and add anything they ask for.
Why write the odometer at every line instead of working the distance out later?
Because a reading taken at the time is evidence, and a figure worked out from a map afterwards is an estimate. The jurisdiction distances on the return are only as good as the readings behind them.
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