Fast Trucking ComplianceFree download
IFTA Mileage Log Template
Per-trip jurisdictional mileage log meeting IFTA audit requirements. Use it as the underlying source-of-truth document for your quarterly returns - the IFTA inspector will ask for it during any audit.
Download free templateFile: ifta-mileage-log-template.docx· No email required.
What's inside
- Per-trip rows - date, origin, destination, route
- Beginning and ending odometer readings
- Total trip miles
- Per-jurisdiction mileage break-out (one column per state/province)
- Fuel purchase log - date, location, gallons, price/gallon, amount
- Receipt-tracking column (receipt number / image filename)
- Quarterly summary tab - total miles + gallons by jurisdiction
- Reefer / aux power gallons separation column
Who needs this template
Every IFTA-licensed motor carrier. IFTA audit selection is partly random; you have a ~3% chance per year of being audited, and an audit absolutely requires per-trip mileage records that match your quarterly returns.
Why we built this
IFTA audits are the most boring and brutal compliance review carriers go through. The inspector pulls 30 random trips from a random quarter, asks for the trip log, and cross-references your reported jurisdictional miles against the route. If your trip logs don't exist or don't match, the auditor projects the discrepancy across the entire 4-year audit window - and the assessment can run into five figures.
ELD data is mileage data - but it's not jurisdictional mileage data unless you also run the GPS trace through a state-line splitting tool. Most carriers run the ELD, export a monthly mileage report, and call it good. They miss the per-jurisdiction split that IFTA wants. This template has explicit per-jurisdiction columns so the split is captured at trip-time, not reconstructed under audit pressure.
We separated reefer and auxiliary-power gallons into their own column. Some jurisdictions (Idaho, Oklahoma) require those gallons reported separately or treated differently for tax. If you don't track them separately, you can't apportion the credit correctly when the rules diverge from the standard fleet-MPG formula.
Use this template freely. Attribution welcome but not required. If you publish a guide referencing it, a link back to https://www.fasttruckingcompliance.com/resources/ifta-mileage-log-templateis the way we'd love it cited.