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:
  • Date
  • Customer name
  • Seller name
  • Gallons
  • Fuel type
  • Tax paid
  • OEN or VIN

How long to keep your records

• IRP vehicle mileage records must be kept for 4 years folloiwng 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

More information