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December 29, 2023

Updates regarding IRP and IFTA record-keeping requirements

If you are currently utilizing a Vehicle Tracking System (ELD and/or GPS), we have important updates regarding the IRP and IFTA record-keeping requirements.

Mileage records generated using a vehicle tracking system must contain specific elements to qualify as adequate in an IFTA and/or IRP audit.

According to the new regulations, vehicle-tracking systems that utilize latitudes and longitudes must now maintain a record at a minimum frequency to ensure accuracy. This means that the system must generate a ping every 10 minutes (as per IFTA requirement) and every 15 minutes (as per IRP requirement) when the vehicle's engine is running.

The data must contain the following elements:

  • Vehicle identification number or vehicle unit number
  • The date and time of each system reading
  • The latitude and longitude to a minimum of four decimal places of each system reading
  • The odometer reading from the engine control module (ECM) of each system reading. If no ECM odometer is available, a beginning and ending dashboard
    odometer or hubometer for the trip will be acceptable

The data must be accessible in an electronic spreadsheet format such as XLS, XLSX, CSV, or Delimited text file. Formats from a vehicle tracking system that provides a static image (such as PDF, JPEG, PNG, or Word) are not considered accessible for verifying distances.

If you have any questions or concerns, please reach out to our Great Plains Transportation Authority Experts by calling our office at 507-238-3740.

Thank you,
Great Plains Transportation Services, Inc.
Marissa and Mary


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