There’s not many things more frustrating than when you’re working on your IFTA report and you realize that some of your mileage and fuel records don’t quite match up to each other. It’s also incredibily stressful especially if you’re not sure how to fix this problem. Thankfully we’re here to help you with that!
In this guide we will walk you through what to do when your mileage and fuel records don’t match.
Table Of Contents
Why The Mismatch Happens
To fix the problem one must first understand how we got the problem to begin with. There are several reasons why this kind of mismatch happens:
- Wrong jurisdiction: When drivers use their “best guess” instead of the actual GPS data. If the location gets logged wrong, your jurisdiction totals get off fast.
- Miles or purchases mixed together: Personal miles, personal purchases, or non-business vehicle use can accidentally get mixed in with the real business miles.
- Quarter/date cutoffs don’t match: Sometimes mileage reports and invoicing don’t use the same quarter cutoffs.
- Odometer or GPS issues: A bad odometer entry or gaps in the PGS can cause the miles or routes to be recorded incorrectly.
- Non-taxable fuel included: If you use off-road diesel, or drive non-IFTA vehicles, or have exempted uses then be sure not to claim the gallons or miles used
- Missing or incomplete receipts: This is the big one.
- Receipts go missing
- The print is faded
- The jurisdiction isn’t clear
- Gallons or date are missing
- Drivers forget to turn them in
Most of this comes down to one thing: incomplete documentation, especially when you’re relying heavily on paper receipts and manual entry.
Step-by-Step Guide To Fixing Mismatches Manually
If you’re dealing with a mismatch right now and you’re still tracking fuel with paper receipts, here’s the most reliable way to correct it.
Step 1: Document what’s wrong: Before you change anything, write down what you’re seeing.
- Are fuel gallons too high?
- Mileage too low?
- One state way off?
Take screenshots or save a copy of your original calculations so you can track what changed.
Step 2: Gather everything: Pull all fuel receipts for the quarter and your mileage logs (ELD reports or paper logs). Organize receipts by date. You need to see everything clearly before you can spot where things got off track.
Step 3: Match fuel to routes: Fuel purchased in one state may be used across multiple states. Start a simple spreadsheet:
- Purchase date
- Location
- Gallons
- Trip route / states traveled afterward
This is usually where mismatches show up, like fuel recorded in the wrong jurisdiction, missing receipts, etc.
Step 4: Ask drivers: This sounds simple, but it helps more often than you’d think. Ask if they forgot receipts, if a pump didn’t print one, if they fueled near a border, or if they weren’t sure which state to enter.
Also check ELD data for GPS gaps, signal loss, location jumps, or odometer issues.
Step 5: Separate non-IFTA fuel: Flag anything that shouldn’t be included: APU fuel, reefer fuel, off-road use, or personal purchases. If you need to estimate splits, document how you did it and keep it consistent.
Step 6: Run an MPG check: Total miles ÷ total gallons = MPG. Most loaded trucks run around 6–8 MPG (maybe 5 in mountains/city, maybe 9 on light highway runs).
If you’re seeing 4 MPG or 12 MPG, something’s still missing. Do this check overall and by state — one bad state number usually points to the exact mismatch.
How To Reconcile
For the most part your reconciliation should be pretty straightforward. You found the missing fuel receipt? Add it to your records with the correct date, location, and gallons. You discovered a driver accidentally logged 500 miles in the wrong state? Move those miles to the correct jurisdiction and recalculate.
Just make sure you document what you changed and why. A simple note like “Added 3/15 fuel receipt for 120 gallons in Indiana, driver submitted late on 4/2” gives you a paper trail that explains the adjustment.
When You Can’t Pinpoint the Exact Issue
If you know something is missing but can’t figure out where, you may need proportional allocation.
Proportional allocation means distributing the discrepancy across states based on a reasonable method, typically by the percentage of miles driven in each state during the relevant time period.
Example: If you’re short 100 gallons and the miles that week were:
- Missouri: 400 miles (33%)
- Illinois: 600 miles (50%)
- Indiana: 200 miles (17%)
Allocate:
- 33 gallons to Missouri
- 50 gallons to Illinois
- 17 gallons to Indiana
Just keep your method consistent.
Important: Don’t “make numbers work” just to balance. If you get audited, penalties can include back taxes, interest, and other fees. Also, audits can go back several years, so if it’s turning into a mess, it’s smarter to bring in an IFTA specialist than guess.
How Fuel Cards Make IFTA Reporting Easier
Without a fuel card system You’re usually dealing with:
- Collecting receipts from every driver
- Typing each receipt into a spreadsheet or IFTA software
- Verifying dates, gallons, and jurisdictions
- Cross-checking fuel and mileage
- Tracking down missing receipts after the fact
- Building an audit-ready file manually
Even if your process is solid, it takes time and every manual step creates an opportunity for an error.
With fuel card transaction records You’re working from:
- A consistent digital record
- Complete transaction details
- Fuel locations already tied to each purchase
- Exports that match IFTA reporting needs
Instead of chasing receipts, you’re reviewing and confirming data. That shift is what makes IFTA reporting feel more manageable.
What Fuel Cards Track Automatically
One of the biggest reasons fuel cards help with IFTA is because they capture the fuel details automatically at the time of purchase.
Here is what fuel cards track:
Transaction basics
- Exact date and time
- Location of the purchase
- Gallons purchased
- Fuel type
- Price per gallon + total cost
- Which unit/vehicle (or driver) made the purchase
IFTA-related details Many fuel card systems also provide:
- Jurisdiction tied to the transaction location
- Digital records for each fuel stop
- Reporting that exports easily (instead of manually entering receipts)
These tracking abilities don’t eliminate every IFTA issue, but it removes a big chunk of the usual problems:
- Fewer missing receipts
- Fewer “which state was that?” moments
- Fewer data-entry mistakes
- Fewer gaps you have to chase down later
Conclusion
Mismatches between mileage and fuel records happen, but they don’t have to be a recurring nightmare. Fuel card transaction tracking doesn’t eliminate every issue, but it does remove a lot of the biggest causes: lost receipts, incorrect jurisdictions, incomplete records, and manual entry mistakes.
When the data is clean going into the quarter, IFTA filing becomes more of a review process than a full reconciliation project. Plus, having complete digital records makes audits a lot less stressful.
If you’re spending hours every quarter chasing down receipts and reconciling mismatches, it might be time to look at better tools. The right fuel card system can save you time, reduce errors, and make IFTA reporting something you can actually get done quickly.
Ready to simplify your IFTA reporting? Talk to one of our fuel card experts today to find the solution that works for your fleet.