The Q3 IFTA fuel tax filing deadline is Monday, November 2, 2026. The usual October 31 deadline falls on a Saturday, so it moves to the next business day. Please send us your documents before the deadline so we have time to review them and contact you if anything is missing or unclear.
Send your mileage records for July, August, and September
Your mileage records should show how far your qualified trucks traveled during the quarter, including the miles traveled in each state or Canadian province. Depending on how your business tracks trips, you may have driver trip sheets, individual vehicle distance records, or reports from a GPS or electronic tracking system.
Send us the records you use to track each truck’s travel. They should provide enough detail to support the totals for the quarter, such as trip dates, routes, starting and ending points, and distance by jurisdiction. If you export reports from a tracking system, check that the reports cover the full period from July 1 through September 30.
You do not need to rebuild a list of every truck already on your account for us. We can see the vehicles in our records and in the state portal. Please do tell us if a truck was added, sold, removed, or operated for only part of the quarter, so we can check that the mileage information matches what happened in your fleet.
Send your fuel receipts or fuel card reports
We also need records of the fuel purchased and placed in your qualified trucks during the quarter. Send your fuel receipts, invoices, or fuel card reports for July, August, and September. If you use more than one fuel card provider, include the reports from each provider.
Before sending them, look for missing months or transactions that may have been paid for separately from your usual fuel card. A purchase record should make it possible to identify details such as the date, seller, fuel type, quantity, and truck or unit involved. Clear records help us review fuel purchased in each jurisdiction and the tax-paid fuel information used for your return.
If your business uses bulk fuel, let us know and send the related purchase, storage, and withdrawal records. We may need to confirm how much fuel was placed in each qualified truck. If you operate vehicles using different fuel types, keep those records identifiable as well.
Let us know about anything unusual
Mileage and fuel totals do not always tell us the full story. A short note from you can help us resolve questions quickly if, for example:
- A truck started or stopped operating during Q3;
- A fuel card was replaced or a purchase was made outside the usual account;
- You changed GPS or mileage tracking systems;
- A truck traveled under a trip permit; or
- Some records are missing or need correction.
You do not have to decide how those situations should appear on the return. Just let us know what happened and send the documents you have. We can review the information and follow up with you as needed.
What RCS does after receiving your documents
Once we receive your mileage and fuel information, we review it for the reporting period and compare it with the trucks associated with your account. If something does not line up—such as missing mileage for an active truck or a fuel transaction that needs clarification—we will contact you.
Our team then prepares and files your Q3 IFTA fuel tax return. Sending complete records early gives us more time to address questions before the filing deadline. It also helps you maintain supporting documents in case your records are requested later.
Florida-based carriers can review Florida’s IFTA record-keeping guidance for more detail about supporting distance and fuel records. If your IFTA account is based in another jurisdiction, follow that jurisdiction’s record-keeping requirements.
Your Q3 handoff checklist
To get started, send Royal Carrier Service:
- Your mileage or trip reports for July, August, and September;
- Your fuel receipts or fuel card reports for those months;
- Bulk fuel records, if applicable; and
- A note about any truck changes, missing records, or unusual activity.
Ready to get your Q3 filing underway? Email your documents to fueltax@royalcarrierservice.com. Royal Carrier Service will review your information, prepare your return, and file it for you.
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