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
Original 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 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.

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

Questions? Need help?