How to avoid the stale-rate error
IFTA tax rates are published quarterly in the tax rate matrix at iftach.org, with separate rates for each fuel type in each jurisdiction. Rates can change from one quarter to the next, so IFTA software must be using the matrix for the quarter being reported.
Manual filers should cross-check rates against the iftach.org current matrix every quarter. The most common mistake is using the prior-quarter matrix for the new quarter.
How to fix trip-record gaps
IFTA Procedures Manual P540 lists what distance records should contain: trip beginning and ending dates, origin and destination, route, beginning and ending odometer (or ECM) readings, total trip distance, distance in each jurisdiction, and the vehicle unit number or VIN. Fuel receipts must meet P550, and records must be kept for four years from the return's due date or filing date, whichever is later (P510).
GPS tracking data counts as a distance record if it logs date, time, latitude and longitude (4 decimal places) and odometer at least every 10 minutes while the engine is on, and can be exported in a spreadsheet format such as XLS, XLSX or CSV (P540.200). Manual trip sheets work if they contain the P540.100 elements.
What to do next
Pull your last-quarter IFTA return. Verify the tax-rate matrix matches the iftach.org rates for that quarter. Spot-check 3-5 trips against ELD or trip-sheet records. Fix any errors via amended return through your base jurisdiction. Our /guides/ifta-filing-complete-guide page covers the full IFTA workflow.