EROAD ELECTRONIC IFTA FUEL TAX SOLUTION PRODUCT GUIDE

Transcription

1 EROAD ELECTRONIC IFTA FUEL TAX SOLUTION PRODUCT GUIDE

2 Introduction Technology creates opportunities to modernize, simplify and improve IFTA compliance. Increasingly, motor carriers are motivated by savings, from reduced paper work and administrative costs, through the adoption of technology solutions to support their fuel tax obligations. This guide provides an overview of EROAD s industry leading electronic IFTA fuel tax solution. The EROAD fuel tax solution is the only product available that satisfies the current and proposed IFTA requirements for electronic compliance systems. ABOUT EROAD EROAD has set the standard as the first provider to offer a government-approved electronic highway tax solution. A key to EROAD s success is its core competency and ongoing investment in design, product development, manufacturing and operations to maintain its technical leadership and competitive commercial advantage. EROAD meets or exceeds, internationally accepted control objectives and practices for privacy, security and information systems, including Common Criteria, FIPS140-2 (Level 3), ISO and United States Government Accountability Office Audit and Security Guidelines. The EROAD solution has received an independent unqualified opinion by the Oregon Secretary of State Audit Division. The state government audit concluded that the EROAD technology platform was accurate and reliable, and found that the EROAD data, reports and records were more accurate than the paper-based records compiled and filed by carriers. Electronic Fuel Tax Compliance OVERVIEW The electronic fuel tax solution automatically generates the required trip information including accurate distance, location and state crossing information to support IFTA returns, and supports the requirement to capture and store fuel tax records for at least four years. IN-VEHICLE HARDWARE The EROAD in-vehicle hardware is extremely accurate and typically achieves within ±0.5% of true distance and is unaffected by tire wear and inflation, vehicle loads, temperature or humidity. During travel, internal and external sensors continually monitor and improve distance calibration. DEPOT The Ehubo records, stores and continuously transmits encrypted data via the cellular data network to the web-based application called Depot where users access information and services online. A proprietary electronic map data layer, and sophisticated geofence tool, supports accurate and auditable location information and exempt IFTA mileage calculations.

3 Administration The Administration facility supports you to set up and manage your Organization, Tax and Vehicle Details. Set up and manage your IFTA licenses Allocate your vehicles to the IFTA license

4 Fuel Records Create, import and manage fuel records in EROAD s Fuel Management Module. Fuel transactions can be entered using the Ehubo hardware or by uploading fuel card and bulk fuel data. The Fuel Exception Report identifies location, consumption and fuel type exceptions across your fleet for the selected reporting period to improve the integrity of your fuel records. Ehubo hardware supports driver to enter fuel fill details

5 Fuel Trip Record The Fuel Trip Record combines all mileage and fuel information by vehicle and jurisdiction. The IFTA fuel tax solution automatically processes and determines IFTA exempt miles according to jurisdictional requirements. All reports can be exported in CSV and PDF format.

6 IFTA Summary The IFTA Fleet Summary Report provides total miles, IFTA taxable miles, IFTA exempt miles, total gallons and fuel type by IFTA license, vehicle, and jurisdiction on a monthly and quarterly basis. The IFTA Overview Report presents a complete summary of all mileage and fuel data facilitating the filing of quarterly IFTA returns.

7 Requirements for Electronic Fuel Tax Compliance ADEQUACY OF TRIP RECORDS The advanced EROAD hardware contains a GPS receiver that receives and processes GPS signals continuously (every one second). EROAD s rapid ping rate, and a proprietary mapping engine, translates into accurate and reliable distance and location record keeping. The Oregon Secretary of State Audit Division verified that the mileage reported by the EROAD system was accurate within one percent and found that system records matched the specific locations carriers reported for the selected trips. An audit conducted by the Oregon Department of Transportation found that in all cases, the auditor was able to verify vehicle mileage with greater accuracy when employing the EROAD solution versus the carrier s standard records. ADEQUACY OF FUEL RECORDS EROAD s Fuel Management Module allows motor carriers to manage fuel transactions and combine with trip information to support carriers to file accurate and auditable IFTA returns. Internal controls to identify exceptions and irregularities in fuel consumption, fuel type and fill locations help improve the integrity of fleet fuel accounting records. RETENTION, AVAILABILITY AND SECURITY OF RECORDS The electronic IFTA fuel tax application is hosted on the Amazon cloud infrastructure, offering unparalleled performance, redundancy and security against unauthorized access (both physical and logical). All supporting records and data are retained and stored for at least four years before archiving. CONFIDENCE IN INTERNAL AND EXTERNAL CONTROLS The EROAD fuel tax solution is underpinned by a comprehensive set of internal and external controls, and carriers are alerted to potential omissions and errors in their data and records. The EROAD solution automatically detects when location and/or distance data accuracy might be compromised and carriers are required to provide supplementary information to support the underlying records. All manual interventions are recorded and visible to users. CONFIDENCE IN HARDWARE SECURITY The Ehubo hardware is able to detect external tampering or modification of sensor inputs or data. The hardware is designed to operate in both poor GPS and cellular conditions, and with a long-life internal battery that ensures the unit can continue to estimate distance if power loss is experienced. CONFIDENCE IN APPLICATION SECURITY The Oregon Secretary of State Audit Division verified that the web-based highway use tax application and associated services provide a secure and stable information system processing environment for transmitting, processing and storing carrier tax information. Users are not able to modify trip data or source code. CONFIDENCE IN FINANCIAL SECURITY The EROAD solution meets the required security and financial standards to conduct electronic commerce, and has been approved by the Oregon Department of Transportation to electronically calculate, collect and remit weight-mile taxes from motor carriers on behalf of the Oregon State Government.

8 INNOVATION AND INTEGRITY EROAD 7618 SW Mohawk Street Tualatin, OR EROAD PROUD MEMBER OF eroad.com