Workshop Daily Summary – Tue Feb 25, 2014

Couldn’t make it to the IFTA/IRP Workshop in Ft.Lauderdale?  Here’s a summary for Tuesday, Feb. 25.

NEW FACES

During morning introductions, at least 30% of the attendees raised their hands as “first timers.”  The Auditor 101/301 breakout session proved to be a great way for newbies to get their fee wet.  Anthony Madsen (Washington, Stacey Hammock (Wyoming), Bob Gattinnella (Rhode Island) and Diana Kay (Florida) were the presenters.  These seasoned auditors, along with the audience, gave tips and information about conducting an audit.

It’s clear that many carriers either don’t understand or simply choose not to understand the IFTA/IRP rules.  At the same time, jurisdictions provide limited training to carriers which can be frustrating, and they cannot recommend service providers.

Key takeaway:  As auditors, it’s important to communicate rules and procedures with carriers throughout the audit process.  Good communication can make the audit easier on both the carrier and the auditor.

PROPOSED CHANGES

The afternoon consisted of two breakout sessions.

Microsoft Excel can be an auditor’s best friend and there was a session given on how to use it as an audit tool.

The other session was to report on changes to the IFTA Audit procedures presented by a sub-group of the IFTA Audit Committee: the IFTA Compliance Audit Working Group (I-CAWG).  Presented by group chairman Dave Nicholson (Oklahoma), Renee Kyser (Alabama), Jeff Hood (Indiana) and Gary Bennion (Con-Way Freight), proposed changes were laid out to the attendees with an invitation for feedback.

The I-CAWG introduced a long list of proposed rule changes (download a PDF here: http://www.iftach.org/Meetings/materials/2014/audit2014/04%20I-CAWG%20Proposed%20Changes.pdf)  Once the I-CAWG has agreed on the proposal language, they will form it into a ballot for the membership to vote on in the next ballot period.

The discussion ranged from the retention and availability of records to the adequacy of records to conduct an audit.  One of the key topics involved records produced wholly or party by a vehicle-tracking system, including a system based on a global positioning system (GPS).

Great amounts of discussion ensued, in particular about distance records created by GPS “or other similar devices”.  It is clear from the discussion and in some cases the lack of discussion that there is not a clear understanding of how GPS should be used to report IFTA/IRP distance.

This much is certain:  the distance calculation using GPS data is not on-size-fits-all.  Each method of distance calculation and distance assignment to a jurisdiction has to be suitable to the system in its entirety.

Key takeaway:  If you’re a carrier, do your homework.  Regardless of the method of data collection you use (meaning manual trip records or GPS data), make sure that it will satisfy the jurisdiction which will be auditing you!

Remember, presentation materials discussed during these workshops are available at the IFTA web site (www.iftach.org).  If you have comments, contact your base jurisdiction representative or auditor.  Or visit the IFTA website to make comments on the ballots when they have been posted.

IMG 0211

L – R: Dawn Lietz (Nevada), David Nicholson (Oklahoma), Renee Kyser (Alabama), Gary Bennion (Con-Way), Jeff Hood (Indiana)

1 Comment
  1. Sandy,

    Thanks for the updates. Wish I was there, but this is the next best thing.

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