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IFTA Recordkeeping

Fuel Card Statements for IFTA

Fuel card statements are useful, but the transaction detail and jurisdiction data are what make them workable.

Last reviewed: 2026-05-25 Reviewed against current official sources by the TruckTaxHub editorial team General information; review annually

Save monthly

  • PDF statement
  • CSV transaction export
  • Card-to-truck mapping
  • Refunds or credits
  • Missing receipt notes

Quarterly tie-out

Compare fuel card gallons by jurisdiction to receipts and IFTA summaries.

Portal risk

Do not rely on unlimited portal history. Download records on a schedule.

PDF summaries are not always enough

A monthly PDF may show total dollars and gallons, but the CSV or transaction export often carries the fields needed for IFTA review: date, station, city, jurisdiction, product type, gallons, card number, and unit identifier. Save both when possible. The PDF is easy to read; the CSV is easier to sort and reconcile.

Map cards to trucks

  • Keep a current list of card numbers and assigned units
  • Document card swaps, replacement cards, and driver changes
  • Flag shared cards so the quarter-end review can split purchases correctly
  • Remove inactive cards from the active list so old units do not distort reports

Use statements as a control record

Fuel card data can catch missing receipts and duplicate entries, but it can also hide cash purchases or purchases made with a temporary card. Treat the statement as the starting point, then add any exceptions with a short note and supporting receipt.

Close the month before closing the quarter

Download and review card activity monthly, then roll those monthly files into the IFTA quarter. Waiting until the filing week makes missing cards, inactive units, or portal limits much harder to fix.

Helpful Tools

FAQ

Is this fuel card IFTA information tax advice?

No. It is general educational information. Trucking businesses should confirm current rules and discuss their facts with a qualified tax professional.

How do I know if my fuel card statement shows jurisdiction-level fuel data?

A fuel card statement that works for IFTA will show a separate line or transaction for each purchase with the state or province where the fuel was purchased clearly identified — not just a vendor name or region. Download a sample statement and check whether each transaction includes a jurisdiction field. If the statement only shows totals by state on a summary page without transaction-level detail, you may need to request the CSV or detailed transaction export from the card provider instead of relying on the PDF summary.

My fuel card covers multiple trucks. How do I separate the IFTA data by vehicle?

Most fleet fuel card programs assign a card number to each truck, and the transaction export can be filtered or sorted by card number. Make sure each card is mapped to the correct truck — vehicle number, VIN, or IFTA plate — so that fuel data can be tied to the correct qualified motor vehicle on the quarterly return. If you have multiple trucks under one IFTA account, the IFTA filing requires separate mileage and fuel totals by vehicle, not just combined fleet totals.

Sources Used

IFTA Fuel Receipt Records IFTA fuel records should show jurisdiction, gallons, vendor, date, and vehicle context when available. Fuel Receipt Bookkeeping Fuel receipts should be easy to connect to statements, trucks, states, and IFTA quarters. Fuel Receipt Organizer A lightweight browser table for fuel receipts, gallons, jurisdiction, amount, and vendor.