IFTA Mileage Log Template

Mileage log

Who should use this template

Interstate truckers who hold an IFTA license and need a manual mileage log by jurisdiction, drivers whose ELD system does not generate a clean per-state mileage export, and anyone who needs a supplemental record to fill gaps in ELD data. It's also useful for carriers with a mix of ELD-equipped and non-ELD vehicles who need a single log format that works for both.

Column-by-column explanation

• Trip date — start date of the trip or the specific calendar date the miles were driven in that jurisdiction
• Truck — unit number or plate; required if you operate more than one IFTA-qualified vehicle under the same license
• Jurisdiction — two-letter state or province code where the miles were actually driven (TX, OH, ON, etc.)
• Miles — actual distance driven in that jurisdiction on that trip
• Source record — note what documentation supports the mileage: ELD export, paper trip sheet, routing record, or odometer log

Handling multi-state trips

Use one row per jurisdiction per trip. A single haul from Dallas to Cleveland touches TX, OK, MO, IL, IN, and OH — each state gets its own row for that trip, with the same trip date and truck unit. If the trip spans multiple days, either use the start date for all rows or note the date range in the Trip date column. Keeping each jurisdiction on a separate row makes quarterly totaling straightforward and makes any audit review easier to follow.

When your ELD already tracks miles by state

If your ELD generates a reliable per-state mileage export, use that as the primary source — it's more auditable than a manual log. Use this template to fill in gaps: days when the ELD was in malfunction, trips in a non-ELD vehicle, or periods where the export missed a state crossing. Note 'ELD export' in the Source record column for ELD-sourced entries so it's clear which records came from the device.

Pairing with fuel records

Pair this mileage log with the fuel receipt tracker. At quarter-end, the total miles by jurisdiction from this log and the total gallons purchased by jurisdiction from the fuel tracker are the two core inputs your base jurisdiction needs for the IFTA quarterly return. Running both logs through the quarter in parallel makes the filing faster and reduces the chance that one set of records is complete while the other has gaps.

Retention

Most IFTA agreements require records to be kept for at least four years after the quarterly return due date. Store completed mileage logs with the corresponding filed quarterly return confirmation and fuel records for the same period. Digital scans are acceptable; keep backups in at least two locations.

FAQ