Good Housekeeping: Compile IRP Distance Records Now

check IRP records

August is a great time to make sure you have accurate and complete distance records for the previous IRP reporting period (from July 1 to June 30 of the preceding year). Here are some things to keep in mind:

1. Capture all distance

You’re required to report all distance for each vehicle licensed under your IRP credentials. “Report all distance”means all distance, even if that distance is zero or you don’t owe tax during the reporting period.

2. Review your source docs

IRP requires you to summarize your source documents monthly, quarterly, and annually by vehicle, by fleet, and by jurisdiction. However, these summaries aren’t sufficient for an audit. You need proper source documents, the most common being IVDRs (Individual Vehicle Distance Records). Make sure your trip sheets, logbooks, and other records are collected and contain all of the information your jurisdiction requires.

3. Saying you have GPS isn’t enough

With vehicle tracking technology being as common as it is, more people believe that simply having GPS is enough to satisfy requirements for distance reporting.

Not all GPS-based devices and distance software are the same. We have a lot of experience in this area (we work with Verizon Networkfleet, which provides vehicle tracking and fleet management systems for small and medium-sized companies) and can help you determine whether your electronic records provide the level of compliance you need.

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