Recordkeeping requirements: IRP (prorate)
Records you must keep
Motor carriers must maintain detailed mileage distance and records for each individual vehicle. These records:
- Must substantiate the information filed with us.
- Must be summarized monthly, quarterly, and annually, by fleet and state or Canadian province.
- Are subject to audits.
Records must include:
- Motor carrier name
- Vehicle fleet number
- Operator equipment number (OEN) or vehicle identification number (VIN)
- Beginning and ending odometer or hub odometer reading for each trip
- Starting and ending date of trip
- Trip origin and destination by city
- All pick-up and delivery locations
- Fueling locations
- Routes of travel
- Mileage by state or Canadian province: highway, nonhighway, and deadhead
- Total trip distance
- Origin fuel invoices, including:
- Customer name
- Seller name
- Fuel type
- Tax paid
- OEN or VIN
How long to keep your records
- IRP vehicle mileage records must be kept for 4 years following the period the registration application was based on.
- The Driver’s Daily Logs required by the Federal Highway Administration (FHWA) must be maintained for 4 years if they represent the only source documentation for operations.
Note: Other state and federal agencies may have different recordkeeping requirements and record retention periods. If an audit finds you have missing or inadequate records, you may receive an adjustment to:
- Fuel consumption
- Tax-paid credits
- Jurisdictional distances
- Monies owed
|If you have questions about…
|IRP (general questions)
||360.664.1858 (IRP unit)|
|Records required for an audit
||360.664.1818 (Audit unit)|