Help – Mileages

Choose New Mileage to enter a new record.

Equipment – Click the Choose button to assign equipment. If you are having problems choosing equipment, check the Browser Requirements

Date – Enter the date you traveled

State/Prov – Enter the state/province you traveled in

Start Odometer – If you choose to enter Odometer Readings, the Last Odometer reading from the Equipment screen will fill in automatically when you choose a piece of Equipment

Mileage – Fills in automatically based on the Start and End Odometer readings or can be entered manually

Non-Tax Mileage – Non-tax mileage includes any miles on which you’ve already paid the IFTA tax (e.g. vehicle/fuel/distance exemptions – see https://www.iftach.org/exempt/view/general2017n.php). It is included in the Total Miles but is not included in the Total IFTA Miles (Fuel Tax Report)

– – –

Example: Calculating Mileage

If you have a trip that goes from Los Angeles to Phoenix:

• First odometer recording will be the starting point in Los Angeles
• Second odometer recording will be the state line crossing between California and Arizona
• Final odometer recording will be the end point in Phoenix

The 3 odometer recordings are for the outward leg of the trip only. If your driver is coming back to the origin, which in this case would be Los Angeles, then there will be another 3 odometer recordings. You should have a total of 6 recordings for the round trip.

– – –

Import Mileages

Use this option to import electronic records of your equipment mileages.

eTrucks IFTA mileage calculator will automatically calculate your mileages once imported.

Choose File – Choose the file you want to import. Files must be in Comma Separated Value (CSV) format and cannot be larger than 1MB

File Includes Header

• Choose this checkbox if the file you are importing includes a header. This will ensure that the header does not appear as the first line of your import
• Gray out the information you do not need by clicking the Skip Line option

Load Settings – Choose this button to select a saved setting. The column headers and File Includes Header option you saved will fill in automatically

How to Select Column Headers (Choosing the information to be imported)

1. Match column headers using the pull-down menu to choose the columns you want to import
2. If the file doesn’t include Equipment or Date columns, you can use the Equipment and Date fields at the top of the screen
3. Your file must include a State/Prov column.
   • If State/Prov are listed on the left, running downward, select them as a column header.
   • If State/Prov are listed along the top in a single line running left to right, then use the Select Line with State/Prov checkbox.
4. To specify mileage, use one of the following:
   • Mileage column
   • Start Odometer and End Odometer columns
5. Select the Unit of Measure

Save Settings – Choose this button if you will be downloading files with a similar layout in the future. Give your layout a Name and it will be available as an option the next time you choose Load Settings

Import

• Choose this button once you have selected the information you want to import. If the system detects any invalid data, it will be marked in red so that you can make changes or choose to Skip the line
• The system will let you know once the records have been successfully imported. The import will be recorded on the Mileages screen and will be included on the Fuel Tax Report. The Reference field on the Mileage Entry will list when the mileage was imported and the file name

Delete Import

• Choose this option if you want to delete the data created by a particular file that was imported.
• Select the file from the menu that you want to delete, using the name and timestamp to identify it. Then click Delete Imported Record.

– – –

Import Ping Locations

Choose this option to import electronic records of your ping locations from ELDs

eTrucks IFTA mileage calculator will automatically calculate your mileages once imported.

Choose File – Choose the ELD file you want to import. Files must be in Comma Separated Value (CSV) format and cannot be larger than 1MB

File Includes Header – Choose this checkbox if the file you are importing includes a header. This will ensure that the header does not appear as the first line of your import

Load Settings – Choose this button to select a saved setting. The column headers and File Includes Header option you saved will fill in automatically

Column Headers (Choose the information to be imported)

Only the 3 first columns of your file are displayed in the preview screen. Match the columns and click calculate miles.

• Match column headers using the pull-down menu to choose the columns you want to import
• If the file doesn’t include Equipment, you can use the Equipment field at the top of the table
• Your file must include a Date, Location, and Odometer columns
• Once you have matched the columns click Calculate Mileages

Save Settings – Choose this button if you will be downloading files with a similar layout in the future. Give your layout a Name and it will show as an option the next time you choose Load Settings.

Import

• Choose this button once you have selected the information you want to import. If the system detects any invalid data, it will be marked in red so that you can make changes or choose to Skip the line.
• The system will let you know once the records have been successfully imported. The import will be recorded on the Mileages screen and will be included on the Fuel Tax Report.
• The Reference field on the Mileage Entry will list when the mileage was imported and the file name.

Delete Import

• Choose this option if you want to delete the data created by a particular file that was imported.
• Select the file from the menu that you want to delete, using the name and timestamp to identify it. Then click Delete Imported Record.

– – –

New Trip

Use this option to generate jurisdiction miles based on a list of locations

eTrucks IFTA mileage calculator will automatically calculate your mileages once entered into the New Trip feature.

Equipment – Click the Choose button to assign equipment. If you are having problems choosing equipment, check the Browser Requirements

Date – Enter a date that corresponds to when the equipment traveled the route. The date will determine the calendar quarter in which the miles are reported

Start/End Odometer (Optional) – The system will validate the total mileages against the difference between the start and end odometer readings. If the difference is more than 10% or no odometer readings have been entered, the reference column will show NOT VERIFIED AGAINST ODOMETER

Location List – For each line, enter:

1. Both City and State/Prov, or
2. Zip/Postal

Use the + buttons on the rows to insert locations at a specific place in the list. Use the – buttons to remove locations

Route Options – Use the route options below the location list to specify how the trip should be routed. For example, to force the trip to calculate the shortest route between the locations and allow the route to cross borders:

• Select the Border Open option
• Select the Shortest option

Tip: The more intermediate locations that are entered for the trip, the more accurate the mileage will be. For example, if you have a trip that goes from Seattle WA to Miami FL, there will be many possible routes for that trip. Using the options may not be enough to force the correct route calculation. Include as many locations as possible in between the origin and destination to ensure the greatest accuracy for the route

Save – Choose Save to generate mileage lines for the routes shown. The system will build a trip with the specified locations and route options. Then it will generate mileage lines for each jurisdiction in the route. The Reference column for each of these lines will display a Trip number, representing the locations shown on the screen. One credit will be used per 25 routes. If there are no credits available, choose the Purchase option to add credits.

PDF – To print your trip report, click the PDF button.

Delete – Choosing this option will remove ALL mileage lines that have the Trip number (displayed in the Reference column) matching this trip.

Cancel – Closes the trip window without making any changes

Note: To edit an existing Trip:

• Click any mileage line that has the Trip number in the Reference column
• Click Edit