Overview
The objective of the User Guide is to
provide a step-by-step description of the new system flow with various screen
prints.
Please refer to the Arkansas Enterprise User
Guide, Volume 1, Section 1.1
Please refer to the Arkansas Enterprise User
Guide, Volume 1, Section 1.1.1.1
IFTA processing includes the following Supplements:
|
Supplement
|
Abbreviation
|
|
New Account
|
AAC
|
|
Renew License
|
RWC
|
|
Duplicate License
|
DUL
|
|
Additional Decals
|
ADC
|
|
Reinstatement
|
REI
|
|
Change License
Details
|
CFN
|
|
Continue License
|
AFL
|
Additional IFTA transactions include the
following:
·
Tax Returns
·
Tax Return Audits
To create a new license, a client record should be created and
verified first. To begin the transaction, the user must provide the Client No. or TIN. The client information will be searched on the
provided information, if a client record is found the process will continue. If a matching
client record is not found an error message will be displayed notifying the user a client record does not exist and must be
created.
Follow the steps below to create a new IFTA Account:
- Select IFTA under the
SERVICES header on the left column of the screen
- From the IFTA Menu, select
NEW ACCOUNT from the ACCOUNT menu tile
- On the Client Search screen,
enter either the Client ID/TIN or the Client Name
- Select SEARCH to display the
IFTA Account screen
A new IFTA account can only be
established if owner information exists on the Client account. The IFTA account profile must be established using the Account Detail
Screen.
The Client Details and Contact Information
fields populate from the information in the Client record and the user cannot change
this information.
· Customer Details
o
Client ID
o
TIN
o
USDOT No.
o
Client Name
o
Customer Status
· Address Details
o
Physical Address
o
Mailing Address (if provided)
· Contact Information
o
Contact Name
o
Primary Phone No.
o
Mobile Phone No. (if provided)
o
Fax No. (if provided)
o
Email
· IFTA Account Details
o
IFTA Account Status – is defaulted to ACTIVE and
the user cannot change it
o
Status Effective Date – is defaulted to the
current date and can be changed
o
Comments – The user clicks the plus (+) or minus
(-) icon to expand this section and add free-form comments in this area. After
adding text to the comments box, the user must click on the SAVE COMMENT button
to save the comment in the account record
NOTE: The “Allow Delete” checkbox is defaulted to checked, and the
user can uncheck it if the comment should not be deleted at any future point.
Click the PROCEED button to execute the application’s
edits and display the validation screen.
The validation screen will be displayed showing the user a
consolidated view of the Account information. If the user determines some of
the information needs to be corrected, they can select BACK and the system will
display the Account screen again. The user can make the required changes and select
CONFIRM.
After CONFIRM is selected on the validation screen, the
IFTA account information will be saved to the database and the License Detail screen will be displayed..
1.3.1.2 Add Fleet
The Fleet Detail screen will pull
information from the client screen and default the status to “A-Active”. A red
asterisk indicates mandatory fields “*”.
The following fields cannot be changed on the fleet details screen. If
changes are required, the user must make the necessary changes at the Client
level.
- Client Name
- Legal Name
- Fleet Status
- Fleet Expiration Date
The following information is defaulted
from the account information,
if it was populated and may be changed:
· DBA
· Contact Name
· Primary Phone NO.
· Mobile Phone number
· Mobile Service Provider
· Fax No
· Reporting Service Information
· Place of Business address (can be edited but not deleted)
· Mailing address can be updated or deleted
The Fleet Details screen provides the user a snapshot
of any available IRP account(s) and fleet(s) associated to this customer to
assist in the issuance of IFTA decals.
Complete the Operation Info by selecting the
following:
- Fuel Type
- Liability Begin Date – Defauts to today’s date
but can be changed
- Decal Ship Dated – Defaults to today’s date but
can be changed
- No of IFTA Vehicles – enter a value
- No. of IFTA Decal sets requested – enter a value
Comments – Use the plus (+) or minus (-) icon to
expand and close this section and add free-form comments in this area. Select
the SAVE COMMENT button to apply comments to the record, select the Access
Level and indicate whether the comment can be deleted by checking/unchecking
the Allow Delete checkbox. Enter comments as necessary.
·
After you have entered the information, click
the PROCEED button on the command line and the system will perform edits to ensure
that you have entered all the mandatory fields and that they are correct to the
extent possible. The validation screen will display, click CONFIRM to continue
the transaction
1.3.1.3 Jurisdiction
The Jurisdiction screen contains a list of
all jurisdictions where a customer has Bulk fuel storage.
To add additional jurisdictions, perform the
following steps:
- To select a
jurisdiction from the map:
o Select the Show Map link to display the map
o Select the appropriate jurisdiction which will be
added to the jurisdictional field
- To select a
jurisdiction, from the Jurisdiction List dropdown:
o Click in the Jurisdiction field to display a
list of jurisdictions
o The jurisdiction dropdown contains a list of
individual jurisdictions as well as groups of jurisdictions
- Select the ADD
button to include the jurisdiction(s) to the list
To remove a jurisdiction(s) that was added by
mistake:
- Check the
checkbox associated with the jurisdiction and it will be removed
To start over with the selection of
jurisdictions, select CLEAR on the command line
- All jurisdictions
will be removed
To stop the entry of the renewal without losing
the Account and License Details information
- Select QUIT
TRANSACTION
- The user will be
able to access the account and fleet information that have been entered
through the Continue/Payment – Search Supplement functionality
o This process will be covered in the Continue/Payment
section of this manual
To cancel the fleet for any reason, select
CANCEL SUPPLEMENT
- The system will
display a message asking the user to confirm the cancellation request
- After confirming
the cancellation, the user will be returned to the IFTA Application level menu
- A message will
display to let the user know the Fleet has been successfully cancelled
Select PROCEED to display the Jurisdiction verification
screen
Select CONFIRM from the Jurisdiction verification
screen to display the Credential Details screen
Proceed from the Credentials page will generate the following documents.
- IFTA License
- 30 Day IFTA Temp Permit
- Shipping Document displaying the decal
number(s)
1.3.2 Renew Fleet
IFTA licenses must be renewed annually and are valid for the
calendar year January 1 through December 31. Renewal Notices and decal
applications are sent to active carriers during the month of November.
Renewals will not be allowed if:
- There are past due,
non-filed, or outstanding balances on tax returns on the existing license
· License status is
not Active
The current IFTA license information will
be populated with the existing values from the previous year except for the DBA
If changes are required for the client name or other client information, the
user should change them by updating the Client account information at the
Enterprise application level.
- The Fleet Details screen provides the
user a snapshot of the existing IFTA account and fleet information as well
as any available IRP account(s) and fleet(s) associated to this customer
to assist in the issuance of IFTA decals.
- Verify the information and Select PROCEED
from the Fleet Details screen and verification screen to move to the
Renewal Jurisdiction screen
Note: The system
will check the IFTA license account and if there is cause to deny the renewal,
a letter will be generated with the reasons for the IFTA renewal denial.
Once the user has made any necessary
updates to the IFTA Fleet screen in the IFTA Renewal transaction, the supplement
will go directly to the Billing screen.
The user can click on the Jurisdiction tab
at the top of the screen to make any necessary jurisdiction changes on this
screen as indicated in the New Carrier Account Process (See 1.3.1.3)
Once all the jurisdiction information is
updated, select the PROCEED button to move to the Credential assignment.
1.3.3
Supplement Functions
The various supplement transactions can
be accessed by selecting the associated option within the Supplements menu tile
on the IFTA Application main menu screen, with the exception of the Change
Fleet supplement which is located within the Fleet menu tile. IFTA
supplements include the following:
·
Additional / Replacement Decals
·
Change Fleet
·
Issue Temp Permit
·
Decal Correction
The user will click the desired
supplement option and then a supplement search screen will appear. The initial
supplement search screen is common among all the available supplements with the
Supplement Type appearing at the upper right corner of the screen. The common
search fields include, Client ID / TIN, Registrants Name, Fleet No., and Fleet
Expiration Year.
issue additional decals, do the following:
·
Select ADDITIONAL / REPLACEMENT DECALS from the
SUPPLEMENTS menu tile at the IFTA application level menu
·
Enter at a minimum the Client ID/TIN and Select PROCEED to display the account
·
The IFTA account status must be Active. If the
IFTA account is not active (closed or revoked), a message will inform any user
of the condition and issue a hard stop.
- Decal information will be provided to the
Clearinghouse
Throughout the year the carrier may need to change IFTA license
information and receive a new license. The changes may include DBA, addresses,
and fuel types. As a result of this supplement, a new license will be issued.
If the Client Name TIN, or USDOT No. require changes, the updates
must be made at the Enterprise / Client level, prior to creating the Change
License Details supplement
To process a Change Fleet supplement, perform the following steps:
·
Select CHANGE FLEET from the FLEET menu tile at
the IFTA application level menu
- Enter at a minimum the Client
ID/TIN and select SEARCH
o
Select PROCEED to display the Account Details
screen
- Update the appropriate
information
- Select PROCEED to display the
Account Details verification screen
- Verify the license
information and select CONFIRM to display the Fleet Details screen
- Make any necessary updates
and provide any required information not already filled in then select
PROCEED to view the verification screen
- Select CONFIRM to apply the
changes and proceed to the Billing screen
- Jurisdiction screen – The
supplement bypasses this screen but if required, the use can click the
Jurisdiction tab at the top of the screen to make any updates and proceed
forward
- At the Billing Screen update
the document information and select the CALCULATE BILL button to generate
the invoice.
- Select the Credential
Assignment Type information and Electronic Delivery method then select
PROCEED
- Verify the IFTA Payment
Detail information and select either PAY NOW or ADD TO CART
- Since the Change Fleet
supplement has no fees attached, the user will be directed to select the
CONTINUE PAYMENT option and the payment entry details will be disabled.
- Select CONFIRM to complete
the supplement
A new license and a shipping document may be
generated based upon the Electronic Delivery Type.
If AMCS has determined that an IFTA
customer qualifies for decal refund, this supplement is used.
An IFTA license will not be issued upon the
completion of this supplement.
To complete the decal correction supplement, perform the following
steps:
·
Select Decal Correction from the SUPPLEMENTS
menu tile at the IFTA application level menu.
- Enter at a minimum the Client
ID / TIN
- Select SEARCH to display the account and select
the supplement
- Select the decal to be removed from the
fleet and proceed from the page.
- Select CONFIRM at the verification screen
to proceed to the Billing screen
- No fee is due and refund is created, so
continue through to the supplement and finish the payment to remove decal
from the fleet.
1.3.4
Continue/Payment
The Continue/Payment
transaction works to allow a user to continue a transaction already in progress
and allows a user to:
·
Quit in the middle of a transaction without
losing the information processed to that point
·
Access unfinished supplement transactions at the
point where the last logical piece of work has been completed
·
To continue processing a tax return, Select TAX
RETURN from the CONTINUE/PAYMENT menu tile, then:
o
Enter the Client ID / TIN and return year and
quarter if available - (additional search fields are available for use)
o
Click the SEARCH button to display a list of
available tax return options
§ If
only one tax return exits, the system will automatically continue to the tax
return details
§ If
multiple tax return options exist, a list of tax returns will display and the
user will select the desired tax return to continue processing
For IFTA, Continue
/ Payment includes the following options:
- Search
Supplement
- Tax Return
·
Audit Return
A
user will not be able to continue a transaction using the Continue / Payment
option if the account/license status is in cancelled or revoked status.
To
continue a supplement already started but not completed, do the following:
·
Select SEARCH SUPPLEMENT from the
CONTINUE/PAYMENT menu tile
·
Enter the required Client ID/TIN and any
additional search fields if known
·
Click the SEARCH button
The
system will retrieve the supplement from the last logical step saved when the
user quit the supplement. Continue the supplement through completion or select
the CANCEL SUPPLEMENT if so desired.
To
continue a tax return already started but not completed, do the following:
·
Select TAX RETURN from the CONTINUE/PAYMENT menu
tile
·
Enter at least one of the search fields –
provide the Client ID / TIN, return year and return quarter to narrow the
search
·
Click the SEARCH button to continue the tax
return
To
continue an audit tax return started but not completed, do the following:
·
Select AUDIT RETURN from the CONTINUE/PAYMENT
menu tile
·
Enter the required Client ID/TIN and any
additional search fields if known to narrow the search
·
Click the SEARCH button
The
system will retrieve the audit tax return from the last logical step saved when
the user quit the supplement. Continue the audit tax return through to
completion.
IFTA (Quarterly Tax Return form) will be
generated via a batch process prior to quarter end for each active customer. A
separate return will be generated for each fuel type and the appropriate tax
rates will be pre-populated on the form. The customer should return the
completed form prior to the quarterly due date to prevent interest and penalty
charges.
- Tax returns are due the last
day of the following month of the quarter end
o
1st quarter (January – March) are due
April 30 of the given year
o
2nd quarter (April – June) are due
July 31 of the given year
o
3rd quarter (July – September) are
due Oct 31 of the given year
o
4th quarter (October – December) are
due Jan 31 of the following year
- If the due date falls on a Saturday,
Sunday or holiday, the return final filing date is the following business
day
- Quarterly tax reports must be
filed on time even though no operations happened during the reporting
period
- Reports also must be filed even
if there is no out-of-state activity for the reporting period. The base
jurisdiction distance and fuel purchased must be reported
Returns are subdivided into four
categories:
o
The initial entry of a quarterly return
o
Once the original return has been completed
through the post payment process, any changes requested by the client results
in an amended return
o
If a return requires a change based upon a AMCS
error, a correction can be made to the return. This transaction is normally
done after transmittal of the information to the other jurisdictions.
o
As part of the audit process, each return that
is included within the audit timeframe will be included in the audit.
Incomplete returns can be accessed through
the CONTINUE / PAYMENT menu option.
Follow the steps below to enter an Original Tax Return:
- From the IFTA application
level menu, select FILE/AMEND RETURN from the TAX RETURN menu tile
- On the Tax Return Search
screen, enter the required fields including:
- The Client ID or the TIN
(Tax Identification number)
- Fleet No.
- Return Year
- Return Quarter (use the
drop down to select the quarter)
- Select the appropriate Fuel Type
- Select PROCEED to display the Tax Return
screen
The system will display the Tax Return
entry screen with the IFTA account details displayed at the upper right corner.
For an original return the Amendment No. is always zero
- Enter the Filed Date for the tax return
being entered (this defaults to today’s date and can be changed)
- The Due Date is auto-populated to the end
of the month in which the tax return is due and cannot be changed
- If the customer is an
existing customer with a previously filed return, the Tax Return screen
will display a list of jurisdictions that were included on the previous
return.
- If the customer has never
filed a tax return, the user will need to select the appropriate
jurisdictions
- To add individual
jurisdictions to the list:
o
Select the jurisdiction from the jurisdiction
dropdown or select the Show Map link and select the appropriate jurisdiction on
the map
o
Select ADD
- To add multiple jurisdictions
o
Select one of the following options from the
jurisdiction dropdown:
§
All US Jurisdictions
§
All IFTA Jurisdictions
§
Surrounding Jurisdictions
·
The base jurisdiction as well as immediate
surrounding (AB, BC, ID, MT, ND, SD, SK, WY)
§
Previous Quarter Jurisdictions
o
Select ADD
§
Each jurisdiction will display in the list of
jurisdictions
·
If applicable, additional lines will be included
for jurisdictions with surcharges or if a jurisdiction has had a rate change
during the quarter
§
Miles and gallons will be entered separately for
each jurisdiction
- To delete one or more
jurisdictions from the list
o
Click the delete icon 
associated with the jurisdiction(s) and
the jurisdiction will be removed from the list
- For all jurisdictions within
the list that have not been updated
o
Enter the total miles and total paid gallons for
each jurisdiction that was previously populated
§
The taxable miles will default to the total
miles
- If the jurisdiction has a
surcharge rate (i.e. IN, KY and VA), a separate line will appear
displaying the effective date and rate. The miles and gallons are not
entered for the surcharge line
·
If a jurisdictions rate changes during the
quarter (split rates), a separate line will appear for each effective date and
rate. The miles and gallons must be entered for each line based upon travel
between the effective date and the next effective date or end of the quarter
·
In some extreme situations (i.e. floods), the
tax rate table will indicate that interest is being waived for a particular
jurisdiction for a given year, quarter and fuel type. In this situation the
Waived Int. checkbox will automatically be checked next to the jurisdiction
Miles in Non IFTA jurisdictions
- One entry will be made to capture
the total miles traveled in non-IFTA jurisdiction rounded to the nearest
whole mile
Return Details section
The Return Details section balances the miles and gallons provided
by the customer on Schedule A and the miles and gallons that were entered by
jurisdiction from Schedule B. This process will also calculate the MPG to
compare to the MPG that was calculated by the customer as part of Schedule A
- Enter the Total Miles and Total
Tax-Paid Gallons from Schedule A of the tax return
o
The total miles should include the Non IFTA
miles
·
Select CALCULATE
o
The MPG will be calculated based upon the Total
Miles and Gallons entered
o
The Total Miles and Tax-Paid Gallon columns will
be totaled for all jurisdictions. This information will be used to compare to
the totals that were entered from Schedule A
A comment field is available for any notes that may be required.
This field will be available for internal as well as external users. Note: A
comment is required by external users if they have an MPG of less than 4 and
more than 15.
The following buttons provide additional functionality:
·
CANCEL
o
The tax return transaction will be completely
cancelled
·
CLEAR
o
All values entered from the last time the screen
was accessed will be deleted
§
Initial access to the screen, the jurisdiction
list will return to the previous quarter’s list
§
If the return had been saved and accessed
through Continue/Payment, the screen will be refreshed to the values that were
saved at the time the user selected Save & Quit
·
SAVE & QUIT
o
The return information is saved
o
The user is returned to the IFTA Application level
menu
o
The return can be accessed through Continue/Payment
to complete the return
·
REMOVE ALL
o
Removes all the jurisdictions listed and any
data already entered
·
PROCEED
o
The total miles and gallons that were entered
will be compared to the totals calculated by the system including Non IFTA
jurisdictions mileage
o
If an error is identified a message will display
at the top of the screen
o
If no errors are identified, the Tax Return
Payment Details screen will display
After
all tax return information is entered (Total Miles, Tax Paid Gallons, etc.)
select PROCEED and the system will display the verification screen. On the
Verification screen the system performs some initial calculations and displays:
- Whether the tax return is
late and if so, by how many months
- Any Penalties due
- Initial amount due by the
client or refund owed to the client
- Any previous payment made
- Verify all information
entered is correct then select the CONFIRM button to proceed to the Payment
Screen
Tax Return Payment Details screen
- Provides a summary of the tax return
- Allows an authorized user to override/adjust
interest and penalty if it meets AMCS business rules prior to completing
the transaction
- Allows partial payment, if the return was mailed
and the customer miscalculated the return amount and the amount paid is
less than the Tax Return Amount due
Review and make any necessary adjustments
to the Tax Return Payment Details screen or return to the actual Tax Return to
make detailed corrections
- The payment Receipt Date defaults to today’s
date and can be changed
- AR interest and the late filing penalty can be
waived by checking the appropriate Adjust checkbox(s). This should only
be done in accordance with AMCS business rules
- Manual Adjustment amount field is provide to
authorized users and should only be used in accordance with AMCS business
rules
- Select the appropriate Electronic Delivery Type
- How much are you paying?
o
This field will only display if the net due is
greater than zero
§
If the customer’s payment matches or is greater
than the net due, no entry is required
o
If the customer’s payment is less than the net
due, enter the amount of the payment
The following buttons provide processing alternatives:
o
The tax return details will be displayed online,
if payment is not being made at this time, the user can print the return as the
invoice for the customer
o
If the receipt date has been changed or interest
or penalty has been waived, the user must recalculate the return to generate
the correct net due
o
To correct a return prior to making the payment,
select CORRECT TAX RETURN, the Tax Return detail screen will display. Make the
necessary corrections and continue as before
o
The screen will be refreshed
o
To save the return without making the payment.
The transaction can be accessed through Continue/Payment
o
To continue with the payment process and display
the Payment Details Verification screen
Tax Return Payment Details Verification
screen
The verification screen provides the user
with a final review of the information prior to:
- Completing the transaction in the case of a zero net due or a
refund due to the customer based upon the fee calculation
- In the case of a net due greater than zero, proceeding with the
payment process.
If the Actual Payment amount field was not
entered on the Tax Return Payment Details, it will default to the net due and
display on the verification screen
The user has multiple options from this
screen:
o
If based on the total miles and gallons that
were entered and calculated for columns D and G and Non IFTA jurisdictions
mileage, the total due amount is 0 or the customer is due a refund, this
option will appear
o
Selecting the COMPLETE RETURN button allows the
users to complete the Tax Return and bypass the payment screen
o
Returns the user to the Tax Return Payment
Details screen, At this point the user can choose to correct the tax return by
selecting CORRECT TAX RETURN, waiving interest or penalty, if necessary, or
change the receipt date and recalculating the fee using RECALCULATE, which may
have an impact on the calculation of interest and penalty
o
This function is used when additional AMCS
transactions are to be included within a single payment. This process is
covered in more detail in the Enterprise manual
o
If the net due is zero
§
The IFTA tax return and payment receipt will be
generated based upon the Electronic Delivery Method chosen
§
The IFTA Application Level menu will be
displayed with a message identifying the account no, return year, quarter,
amendment no, and fuel type that was completed
o
If the net due is less than zero
§
The IFTA tax return and payment receipt will be
generated based upon the Electronic Delivery Method chosen
§
The IFTA Application Level menu will be
displayed with a message identifying the account no, license year, quarter,
amendment no, and fuel type that was completed
§
Also a refund transaction will be generated in
AMCS
·
If the refund is less than $5.00 the refund
status will automatically be updated to Denied
·
If the refund is 5.00 or greater the refund
status will be set to Pending
o
If the net due is greater than zero, the Payment
Details screen will display
Payment Process for a single tax return
The Payment Collection screen will display once the user selects
PROCEED on the Tax Return Payment Details Verification screen
- Verify the
invoice information
o
The transaction description will include the IFTA
account number, fleet number, return year and quarter, fuel type, and amendment
no
o
The amount due should be equal to the actual
payment amount from the Tax Return Details Verification screen. This amount
will be the amount of the tax return if a full payment is being made or the
partial payment amount that was entered by the user
- If the information is
incorrect, select the QUIT button and use the Cart Payment option within
the Finance menu, then:
o Click the REMOVE FROM CART button
o After the system confirms the transaction has been removed from the
cart, click the Quit button
o From the IFTA level menu, select the TAX RETURN option from the
CONTINUE/PAYMENT menu tile
o Enter the required information to select the appropriate account,
then click the CORRECT TAX RETURN button to return to the tax return and make
the necessary changes
- If the
information is correct
o Verify the Electronic Delivery Type
o Select CONTINUE PAYMENT, the verification screen will display
Payment Process for Multiple Tax Returns
The user will select ADD TO CART on the Tax
Return Payment Details Verification screen for each return. The returns could
be for different quarters or for different fuel types for the same quarter.
To access the transactions for payment:
- Select CART PAYMENT from the PAYMENT menu
tile on the Finance level menu
- The Payment Details screen will automatically display with the
returns that were assigned to the Cart Payment function based upon the
user’s id. Only one Client’s transactions can be made with the same
payment
- Verify the
invoice information, a separate line will be displayed for each return
o
The invoice description will include the IFTA
account number, fleet number, return year and quarter, amendment no and fuel
type
o
The amount will equal to the actual payment
amount from the Tax Return Details Verification screen. This amount will be
the amount of the tax return if a full payment is being made or the partial
payment amount that was entered by the user
o The net due will be the total of all returns listed on the screen
- If the information is
incorrect and you need to remove the transaction from the cart, check the
REMOVE FROM CART button
o To correct the return prior to making the payment
§ Select
QUIT
§ Return
to the tax return through Continue/Payment and use the CORRECT TAX RETURN button
to make the necessary changes
§ Select
PROCEED then ADD TO CART on the Tax Return Payment Details screen
§ Return
to the Finance level menu and select CART PAYMENT from the PAYMENT menu tile.
The transactions should appear in the cart, so select PAY NOW then CONFIRM to
continue with the payment.
- If the
information is correct
o Verify the Electronic Delivery Type
o Select CONTINUE PAYMENT - the the verification screen will display
o Select PAY to complete the payment
If a carrier had no operations for the
quarter, they are still responsible for reporting this information.
To record a No Operations return, perform
the following steps:
- Check the No Operation checkbox on the Tax Return entry screen
- Select PROCEED to display the Tax Return
verification screen
- Review Return information
o
If the information is incorrect, select BACK to
return to the Tax Return screen
o
If the information is correct, Select PROCEED to
display the Tax Return Payment Details screen
Payment Details
Penalty charges may apply for a no
operation return if the return is not filed timely, which will be calculated
based upon the Payment Receipt Date. This field will default to the Postmarked
Date from the Tax Return screen
If the tax return is past due, penalty may
be due. This process is discussed later in this process.
- Select the appropriate Electronic Delivery Type
(PDF, Email or Print)
- Select PROCEED to display the Payment Details
verification screen
o
Note: The View Invoice, Recalculate, and Correct
Tax Return buttons will be discussed within the Quarterly Tax Return section
- Select CONFIRM on the Payment Details
verification screen
o
The following is generated based upon the
Electronic Delivery Type selected
§
Quarterly Tax Return Invoice
IFTA carriers can amend any tax return filed within the last 3 years
or 12 quarters. Many of the business rules for original tax returns apply to
the amended tax returns. When an amended tax return is being filed, the
previous return (usually the original) entry fields will be shown for reference.
Once information is updated, a user can select the SHOW PREVIOUS AMENDMENT
button to display the previous return entries below the newly entered totals.
Follow the steps below to enter an Amended Tax Return:
- From the IFTA application
level menu, select FILE/AMEND RETURN from the TAX RETURN menu tile
- On the Tax Return Search
screen, enter the Client ID or the TIN (Tax Identification number)
- Select the appropriate Fleet
No., Return Year, Return Quarter, and Fuel Type
- Select PROCEED
o
If a return has not been entered, the return
will be considered an original tax return
o
If the original return has been entered but not
paid, a message will display indicating that the return is available through Continue/Payments
for updates
o
If a return has been entered and paid, the
following message will display to verify that the user is attempting to amend a
return that has been completed
- Select CANCEL, if the return
is not considered an amendment
- Select PROCEED, to continue
the transaction as an amended return
o
The Tax Return screen will display with the
following information:
§
The Amendment No. will be updated to the next
amendment number. Originals are amendment number 0 and each amendment after is
incremented by one.
§
The supplement name at the upper right corner
will display Tax Return Amendment The Miles and Gallons fields will be
pre-populated with the previous return’s values (normally the original)
- Update the Total Miles and Tax Paid Gallons in accordance with
the amendment
- Jurisdictions may be added following the instructions from the
original tax return
- To remove a jurisdiction that was entered on the previous
return, enter zero in the total mile, total taxable miles and tax paid
gallons.
- Follow the same steps taken with an original return to display
the Tax Return Details Verification screen
The Tax Return
verification screen will display the amendments to the return as well as
calculate the fees.
The Return
Details section displays the penalty due for the amendment, if applicable, the return
amount, previously paid return interest and penalty, additional interest for
the amendment, previous payments and the total net due associated with the
amendment.
The amendment
may result in additional fees or a refund to the customer.
Review the results and continue processing
the amended return as you would an original return.
Sometimes errors are made when tax returns are entered and are not
realized until after the return has been transmitted. If an internal user has
made the error, this process will provide a way to file a special amendment,
which allows the internal users to reverse penalty, and interest that was
charged incorrectly as well as make any other changes to the return for the
carrier. If the external user caused the error, the regular amendment process
should be used.
The following
are examples of errors that qualify as corrections vs. an amendment
- Internal user enters an
incorrect jurisdiction(s)
- Internal user enters incorrect postmark date
so penalty and interest were calculated that should not have been
To perform a correction on a tax return
that has already been transmitted, do the following:
- From the IFTA level menu, select
CORRECTION from the TAX RETURN menu tile
- Enter the required search fields (Client
ID/TIN, Fleet No., Return Year, Return Quarter)
- Select PROCEED
The system will return the requested tax
return information and provide to ability to:
- Update the Total Miles, Taxable Miles,
and Tax-Paid Gallons columns
- Reverse any penalty or interest by selecting
the appropriate check box(es)
After the corrections are made to the tax
return, select PROCEED to complete the transaction as you would a normal tax
return.
To
generate a tax return the user will perform the following steps:
· Select TAX RETURN INQUIRY at the TAX RETURN menu tile
· At a minimum one search criteria must be entered and it is usually
the Client ID / TIN prior to selecting SEARCH
· The grid displays the search results based on the search criteria
entered. If more than one tax return exists, the user will be provided a list
of results. Select the view icon for the desired tax return to be viewed.
o
If more than one tax return is displayed, paging
is available on the screen. If more than one page of results are found, the buttons
at the bottom right of the list will be enabled and allow the user to navigate
by clicking the First, Previous, (Page Number), Next or Last.
The system will provide the facility to
maintain the account information outside of the supplement processing.
Perform the following steps to update
account information without generating a supplement.
· From the IFTA application level menu, select UPDATE ACCOUNT from the
ACCOUNT menu tile
· From the Customer Search screen, enter the following:
o
The Client ID/TIN or Client Name
o
Select SEARCH to display the Update Account Details
screen
Changes to the Client Details information
must first be made to the Client Account at the Enterprise Level. The user will
be able to:
·
Update Account Status and add an Effective Date
·
Add Previous IFTA License information
·
Add Previous Suspension/Revocations
·
Comments (add/delete – if available)
To complete the
update, perform the following steps:
- Select PROCEED,
to display the Account verification screen
- Verify the
account information
·
Select CONFIRM, the user will be returned to the IFTA Application level menu
1.3.6.2 Update
IFTA Fleet
The system will
provide the facility to maintain the fleet information outside of the
supplement processing. Perform the following steps to update
fleet information without generating a supplement. The IFTA License will not be
generated.
- From the IFTA application
level menu, select UPDATE FLEET from the FLEET menu tile
- From the Fleet Search
screen, enter the following:
o
Enter appropriate data in any of the available
search fields, those primarily used include, Client ID/TIN, Fleet No. or Fleet
Expiration Year.
o
Select SEARCH to display the Fleet Details
screen
In addition to the status, additional fleet
information can be changed such as Contact information, Mailing and Shipping
Address, Reporting Service information and Fuel Type.
Additional
information can be changed by authorized internal users, including:
· Fleet Status and Status effective date
· Fleet comments
· Liability date
· Power of Attorney information
1.3.7 Additional Payment Processing
The AMCS system provides an additional payment-processing
capabilities for IFTA returns.
- The ability to post a partial payment for a tax return if the
customer mailed in the return and miscalculated the amount due
If a partial payment has already been made
for a tax return, the user will access the return through CONTINUE/PAYMENT to
post the additional payment amount. The return status is partially paid. The
customer would have received and outstanding balance letter.
- Click the TAX RETURN at the
CONTINUE/PAYMENT menu tile at the IFTA application menu to display the Tax
Return Payment Details screen
- Once a partial payment has been made,
the invoice cannot be cancelled. The CORRECT TAX RETURN option will not
be enabled for this tax return.
- Complete the payment process as you would
a normal payment.
To enter an IFTA audit, select AUDIT RETURN from the AUDIT menu tile
at the IFTA application level menu.
Perform the following steps to complete the entry of audit results:
- On the Tax Return Audit Search
screen, enter the Client ID/ TIN, Fleet No., Fuel Type, Auditor Name,
Delivery Date, Interest Accrual Date, Starting and Ending Quarter and Year).
Interest accrual date will be the date used to calculate interest and
penalty due for the audit.
- Select SEARCH to display the Tax Return
screen
·
The Tax Return screen is similar to an amended
tax return, the Amendment No. is incremented by one and the Amend/Orig. field
displays as “Audit”
·
In the Jurisdiction Details section, the Miles
and Tax Paid Gallons fields are automatically populated with the latest return
for the quarter and available to be changed.
- Click the SHOW PREVIOUS AMENDMENT button to display the
previous totals entered as you enter the updated values for comparison
·
Complete the return with the audited results as
you would an amended return. Enter the Total Miles and Gallons and select
CALCULATE. This will calculate the MPG and generate totals for each column.
·
Also check the Waive Int. checkbox, if it meets AMCS’s
business rules not to charge a penalty
- Select PROCEED to calculate the audit fees, interest, and
penalty and display the Tax Return verification screen
- Make sure to review the audit results,
MPG and the amount due
- Select BACK, if adjustments need to be
made
- Select PROCEED to continue with the next
tax return
- Repeat the same process for each return
included in the audit
- If more than one return has been entered
and the auditor decides to cancel the audit
o
Each quarter is cancelled separately. Starting
with the second quarter of the audit the CANCEL button changes to CANCEL QTR
- If the auditor needs to stop entry of the
audit but does not want to cancel, the QUIT/SAVE button will save the
information that has been entered and the audit can be accessed again by
selecting AUDIT RETURN from the CONTINUE/PAYMENT menu tile.
Audit Payment Details screen
After the entry of the last quarter
included in the audit, the Tax Return Payment Details screen will display with
the fees due or owed to the customer based upon the calculation of all returns
To correct a return within the audit,
perform the following steps:
- Select the CORRECT TAX RETURN button
o
The screen will display the first return within
the audit
§
If changes are not required, select PROCEED on
the Tax Return screen, verify the results, select CONFIRM on the Tax Return
verification screen to display the next return
§
If changes are required, make the necessary
changes, select PROCEED to display the Tax Return verification screen, verify
the results and select CONFIRM to display the next return
§
Repeat the process until the Tax Return Payment
Details screen is displayed
The auditor should perform the following
steps to provide a proposed invoice to the customer and close the audit
transaction:
- Verify the information is correct on the
Tax Return Payment Details screen
- Select the invoice/report type – the
first page of each type is the same
- Select VIEW INVOICE
- Print the first page of the invoice to
give to the customer
- Select QUIT
Audit Review and Adjustments
- The audit manager will be able to access
the audit through the AUDIT RETURN option within the CONTINUE/PAYMENT menu
tile
- Updates can be made if necessary by
following the same steps for correcting the audited returns
- Based upon AMCS business rules the
Interest Accrual Date can be adjusted
o
Select the RECALCULATE button to the left of
this field to generate the correct interest and penalty
- Once the audit is approved, update the
Invoice/Report Type
- Select VIEW INVOICE
Payment/Refund Process
The payment/refund process is the same as
it is for all returns with the exception that the audit must be paid in full.
Users can inquiry on an audit by performing
the following steps:
- From the IFTA application level menu, select AUDIT INQUIRY from
the AUDIT menu tile to display an inquiry pop-up screen
- Enter at a minimum the required Client ID/TIN – the user can
enter additional search criteria to narrow the search
- Select SEARCH to display the search
results
- Click the view icon to the left of the Client ID in the grid to
display the Audit Tax Return details
- Use the scroll bar on the left side of the inquiry screen to
display additional information
The AMCS system provides a number of
reports . The following is a list of available audit
reports available by selecting the appropriate report options from the AUDIT
REPORTS menu tile on the IFTA application level menu
- County Decals
- County Gallons
- County Miles
- Taxable Miles
- Mileage Report
- ARDOT Audit Report
Depending on the report selected, a number
of search fields will be displayed and/or required to generate the report.
Enter the search criteria required or available and then click the GENERATE
button to produce the report.
County Decals
County Gallons
County Miles
Taxable Miles
Mileage Report
ARDOT Audit Report
To cancel an IFTA supplement payment, do
the following:
- From the IFTA application main menu, select CANCEL SUPPLEMENT PAYMENT
from the TRANSACTION CANCEL menu tile
- Enter at a minimum the required Client ID/TIN, Fleet No. and
Fleet Expiration Year; Supplement No. can also be used to search
- Select SEARCH to display the available
supplements in a grid
- Click the SELECT TO CANCEL button to the left of the Client ID
for the supplement to be cancelled
- Select OK to confirm the cancellation
To cancel an IFTA audit payment, do the
following:
- From the IFTA application main menu, select CANCEL AUDIT
PAYMENT from the TRANSACTION CANCEL menu tile
- Enter at a minimum the required Client ID/TIN and provide
additional search criteria to narrow the search (Fleet No., Fuel Type,
Auditor Name, Starting and Ending Quarter and Year)
- Select SEARCH to display the available
supplements in a grid
- Click the SELECT TO CANCEL button to the left of the Client ID
for the supplement to be cancelled and confirm the cancellation
To cancel an IFTA tax return payment, do
the following:
- From the IFTA application main menu, select CANCEL TAX RETURN
PAYMENT from the TRANSACTION CANCEL menu tile
- Enter at a minimum the required Client ID/TIN and provide
additional search criteria to narrow the search (Fleet No., Return Year,
Return Quarter, Amendment No., Fuel Type)
- Select PROCEED to display the available
supplements in a grid
- Click the SELECT TO CANCEL button to the left of the Client ID
for the supplement to be cancelled and confirm the cancellation
The system will provide the user with the
capability to perform inquiries on all of the IFTA related information using
the tree structure. The various inquiry options are available in the
corresponding menu tiles at the IFTA application level menu. Below is a list
of available inquiries from the IFTA application level menu.
·
From the Account menu tile:
o
Account Inquiry
·
From the Tax Return menu tile:
o
Tax Return Inquiry
·
From the License menu tile:
o
License Inquiry
·
From the Audit menu tile:
o
Audit Inquiry
·
From the Inquiries menu tile:
o
Fleet Inquiry
o
Jurisdiction Inquiry
o
Supplement Inquiry
o
Temp Permit Inquiry
o
Tax Rates Inquiry
o
Interest Rates Inquiry
To generate an inquiry related to a specific account or tax return,
the user will perform the following steps:
· At a minimum one search criteria must be entered and it is usually
the Client ID / TIN prior to selecting SEARCH
· The grid displays the search results based on the search criteria
entered
· Paging is available on the screen. If more than one page of results
are found, the buttons at the bottom right of the list will be enabled and
allow the user to navigate by clicking the First, Previous, (Page Number), Next
or Last.
To view the structure of the entire
account, click the folder icon 
to the left of the
Client ID in the grid.
· The account structure will appear on the left side of the result
screen including all License years as well as tax returns filed within the license
year.
·
Each level with a “+” can be expanded
or if a “-“ is displayed can be collapsed
To perform a fleet inquiry,
perform the following steps:
·
Select FLEET from the INQUIRIES menu tile at the
IFTA application level menu
·
At the Fleet Search inquiry pop-up screen, enter
at least one search criteria and then click SEARCH
Depending on the search
criteria entered the system will return matching records. Each entry will have
a view icon 
and a folder icon .
·
Click the view icon and the system will open a
pop-up screen with the Fleet details for the selected account
·
Select the PRINT button to print the fleet detail
information
·
Select the CLOSE button to close fleet detail pop-up
·
Select QUIT to return to the IFTA level menu to
CLEAR to enter new data and perform another search
To perform a supplement
inquiry, perform the following steps:
·
Select SUPPLEMENT from the INQUIRIES menu tile
at the IFTA application level menu
·
At the Supplement Search inquiry pop-up screen,
enter at least one search criteria and then click SEARCH
o
Enter additional search criteria to narrow the
search
Depending on the search
criteria entered the system will return matching records. Each entry will have
a view icon and a folder icon .
·
Click the view icon and the system will open a
pop-up screen with the Supplement details for the selected account
·
Select the PRINT button to print the supplement
detail information
·
Select the CLOSE button to close supplement
detail pop-up
·
Select QUIT to return to the IFTA level menu to
CLEAR to enter new data and perform another search
To perform a
Jurisdiction inquiry, perform the following steps:
·
Select Bulk Fuel from the INQUIRIES menu tile
at the IFTA application level menu
·
At the Bulk Fuel Search inquiry pop-up screen,
enter at least one search criteria and then click SEARCH
Depending on the search
criteria entered the system will return matching records. Each entry will have
a view icon and a folder icon .
·
Click the view icon and the system will open a
pop-up screen with the Jurisdiction details for the selected account
·
Select the PRINT button to print the jurisdiction
detail information
·
Select the CLOSE button to close jurisdiction
pop-up
·
Select QUIT to return to the IFTA level menu or
CLEAR to enter new data and perform another search
To perform a tax rate
inquiry, perform the following steps:
·
Select MORE within the INQUIRIES menu tile to
reveal the TAX RATES INQUIRY option, then select it
·
On the Tax Rates Inquiry screen, enter the
required Return Year and Return Quarter in the appropriate fields
·
Click the PROCEED button
The system will display a listing by
jurisdiction tax rates for the quarter and year entered
Authorized users will have the ability to
print or export the data.
·
Scroll to the bottom of the tax rate listing and
select the appropriate button
o
CSV
o
Excel
o
Print
·
Follow the prompts to save or open files
depending on the selection made
To perform an interest
rate inquiry, perform the following steps:
·
Select MORE within the INQUIRIES menu tile to
reveal the INTEREST RATES INQUIRY option, then select it
·
On the Interest Rates Inquiry screen, enter the
required Interest Effective Date or the Interest Year
·
Click the PROCEED button
The system will display the entry that
matches the search criteria used
A user can inquiry on any of the batch
processes and check their status. To do this perform the following steps:
·
Click the BATCH INQUIRY button to open a Batch
Process Inquiry pop-up screen
·
Select the batch process using the drop down
·
Select or enter a date range (system defaults to
today’s date)
·
A user can either select a specific status to
view, or leave the Status field blank to view all batch jobs for that batch
process type selected.
·
Click the SEARCH button to display a list of
batch jobs that match the search criteria
To obtain further details about the batch
process, click the Batch ID link for the specific batch job to be viewed.
A user can select the VIEW REPORTS button
to display a list of reports available for viewing or the VIEW LOG button to
display a list of the logs for each batch process executed.
The system provides the ability to reprint
the items listed below:
o
Reprint of a filed tax return for a specific
customer, year and quarter
- Decals
- Blank Quarterly Tax Return
o
The return will be for a specific year and
quarter
o
The return can be printed without customer
information or for a specific customer
o
The return will include all of the jurisdictions
and associated rates
o
A blank renewal notice or a renewal notice for a
specific customer
- Shipping Document
- Audit Invoice
o
Reprint of invoice for an audit that has been
created
- Notice of Quarterly Tax Return
- Letters
- Invoice
- Permit
To perform a reprint function, select one
of the reprint options listed above from the REPRINT menu tile at the IFTA level
menu, enter the appropriate search criteria and select SEARCH.
1.3.11.1 Reprint License
To reprint an IFTA license do the
following:
· Select LICENSE from the REPRINT menu tile at the IFTA application
level menu
· Enter at a minimum the Client ID/ TIN – Registrant Name, Fleet No.,
Fleet Expiration Year and Supplement No. are also available search fields
· Select the ELECTRONIC DELIVERY TYPE from the drop down
· Select SEARCH to display a list of search results then click the print
icon of the account for which the license is to be generated
To reprint quarterly tax returns perform
the following steps:
· Select TAX RETURN from the REPRINT menu tile at the IFTA application
level menu
· Enter at a minimum the Client ID/ TIN. – Additional fields such as
Fleet No., Return Year, Return Quarter, Fuel Type and Amendment No. are also available
to narrow the search
· Select the ELECTRONIC DELIVERY TYPE from the drop down
· Select SEARCH to display a list of search results then click the print
icon of the account for which the tax return is to be generated
To reprint a Blank Quarterly Tax Return,
do the following:
· Select BLANK QUARTERLY TAX RETURN from the REPRINT menu tile at the IFTA
application level menu
· Select the type of blank return to be printed
o
Blank Report – Will print a blank report with no
carrier mailing information
o
Select Carrier – Will print a blank report with
the selected carrier’s address information
· Enter the Client ID/ TIN and Fleet No. (required for a Carrier blank
quarterly tax return), Return Year, Return Quarter and Fuel Type using the drop
down list
· Select the ELECTRONIC DELIVERY TYPE from the drop down
· Select SEARCH to generate the blank quarterly tax return for the
desired account
1.3.11.4 Reprint Renewal Notice
To reprint a renewal notice do the
following:
· Select RENEWAL NOTICE from the REPRINT menu tile at the IFTA application
level menu
· Enter the Client ID/ TIN and Fleet Expiration Year (both required),
and Fleet No. if desired
· Select the ELECTRONIC DELIVERY TYPE from the drop down
·
Select SEARCH to display a list search results
then click the print icon of the desired account
To reprint a Shipping Document, do the
following:
· Select SHIPPING DOCUMENT from the REPRINT menu tile at the IFTA application
level menu
· Enter at a minimum the Client ID/ TIN (required) – Fleet No., Fleet
Expiration Year and Supplement No. are also available to narrow the search
· Select the ELECTRONIC DELIVERY TYPE from the drop down
·
Select SEARCH to display a list search results
then click the print icon of the account for which the shipping document is to
be generated
To reprint the Audit Invoice, do the
following:
· Select AUDIT INVOICE from the REPRINT menu tile at the IFTA application
level menu
· Enter at least the Client ID/TIN and additional information such as
Fuel Type and Audit Quarter date range to narrow the search
· Select the Invoice Type from the drop down list
· Select the ELECTRONIC DELIVERY TYPE from the drop down
·
Select SEARCH to display a list of search
results then click the print icon of the account for which the audit invoice is
to be generated
To reprint a Notice for Quarterly Tax
Return, do the following:
· Select NOTICE FOR QUARTERLY TAX RETURN from the REPRINT menu tile at
the IFTA application level menu
· Enter at a minimum the Client ID/ TIN and Fleet No. (both required)
– Return year and Return quarter are also available to narrow the search
· Select the ELECTRONIC DELIVERY TYPE from the drop down
·
Select SEARCH to display a list of search
results then click the print icon of the account for which the notice for
quarterly tax return is to be generated
To reprint a Letter, do the following:
· Select LETTERS from the REPRINT menu tile at the IFTA application
level menu
· Enter at a minimum the Client ID/ TIN, Fleet No., Return Year and
select the Letter type – all are required
· Select the ELECTRONIC DELIVERY TYPE from the drop down
·
Select SEARCH to display a list of search
results then click the print icon of the account for which the letter is to be
generated
1.3.12
Administrative Functions
The system provides a number of batch jobs,
all of which have a user interface that provide the following processes:
· Submit the batch process to execute
· Perform inquiries about the status of the execution
· View logs
· View Report/Results
The
IFTA batch options provided include:
· IFTA Transmittal
· IFTA Load Tax Rates
· IRP Mileage
· Transmittal Part Payment
· Transmittal Set Remitted Date
· IFTA Demographic to IFTA Inc.
· Leeway Batch Process
· IFTA Load Interest Rates
· IFTA Close Non Renewed Carrier
· IFTA Notice of Non-Filing
· IFTA Notice of Intent to Cancel Permit or License
· IFTA Notice of Cancellation
· IFTA Notice of Proposed Assessment
· IFTA Final Assessment, Demand for Payment
· IFTA Notice of Cancellation
· Release Escrow that is over 8 quarters
· Upload IFTA Decal Information
· Delinquent Carrier Past Statute of Limitation
· Out of State Distribution
· IFTA Zero Mileage Carriers
· Renewal Notice
To
access any of the available IFTA batch processes, do the following:
·
Select IFTA BATCH PROCESS from the
ADMINISTRATIVE menu tile at the IFTA application level menu
·
Based on the batch process selected the user
will enter required data and select a process mode (if applicable) to execute
the batch process.
See
the below screen shots to view the required data to execute the batch
processes.
1.3.12.1.2
IFTA Transmittal
Monthly process for creating the IFTA
Transmittal is:
· Create reports
· Balance against the ledger
· Transmittal Part Payment
· Create reports
· Balance using the ledger and Financial Reports and Transmittal Part
Payment Process
· Create IFTA clearinghouse files
· Check Clearinghouse totals
· Set Tax Returns to remitted
OR
· Transmittal Part Payment
· Create reports
· Balance using the ledger and Financial Reports and Transmittal Part
Payment Process
· Create IFTA clearinghouse files
· Check Clearinghouse totals
- Set Tax Returns to remitted
To run the IFTA Transmittal batch process,
do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Transmittal as the Batch
Process from the drop down list
- Enter the FROM and TO Date range
- Select a Process Mode (1-Monthly
Transmittal, 2- Clearinghouse, 3-All)
- Select PROCEED to execute the batch
process
To load IFTA tax rates into the system, do
the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Load Tax Rates as the Batch
Process from the drop down list
- Enter the Return Year and Return Quarter
- Use the ‘Choose File’ button to upload
the appropriate file
- Select the PROCEED button to load the tax
rates
To execute the IRP Mileage batch process,
do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IRP Mileage as the Batch Process
from the drop down list
- Enter the Reporting Year
- Select PROCEED
To execute the IFTA Transmittal Partial
Payment batch process, do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Transmittal Part Payment as the
Batch Process from the drop down list
- Select a Run Date
- Select a Process Mode (Update or Report)
- Select PROCEED
To set the remitted date on the IFTA
Transmittal, do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Transmittal Set Remitted Date as
the Batch Process from the drop down list
- Select the FROM and TO dates
- Enter or Select the Remitted Date
- Select PROCEED
To execute the batch process and send the
IFTA Demographic information to IFTA Inc. do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Demographic to IFTA Inc. as
the Batch Process from the drop down list
- Select PROCEED
To execute the Leeway batch process do the
following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Leeway Batch Process as the Batch
Process from the drop down list
- Enter the required run date (defaults to
today’s date)
·
Select the Process Mode (Update or Report)
·
Select PROCEED
To load the IFTA Interest Rates and execute
the batch process do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Load Interest Rates as the
Batch Process from the drop down list
- Use the ‘Browse’ button to locate the
file to be loaded
·
Select PROCEED
To execute the batch process and close Non
Renewed IFTA Carrier accounts do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Close Non Renewed Carrier as
the Batch Process from the drop down list
·
Enter the Fleet Expiration Year
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process for IFTA Notice of Non-Filing, do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Notice of Non-Filing as
the Batch Process from the drop down list
·
Enter the Fleet Expiration Year
·
Select the Process Mode (Report or Update)
Select PROCEED
To execute the batch process for the IFTA Notice of Intent to Cancel Permit or License, do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Notice of Intent to Cancel Permit or License
as the Batch Process from the drop down list
·
Enter the Return Quarter and Return Year
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process for the IFTA Notice of Cancellation, do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Notice of Cancellation
as the Batch Process from the drop down list
·
Enter the Return Quarter and Return Year
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process and generate
the IFTA Non Payer Suspension First Letter do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Notice of Proposed Assessment as the Batch Process from the drop down list
·
Enter the Run Date (defaults to last date of the
previous month)
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process for Final Assessment, do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Final Assessment, Demand for Payment as the Batch Process from the drop down list
·
Enter the Run Date (defaults to last date of the
previous month)
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process for Final Assessment, do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Final Assessment, Demand for Payment as the Batch Process from the drop down list
·
Enter the Run Date (defaults to last date of the
previous month)
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process and Release
Escrow that is over 8 quarters do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Release Escrow that is over 8
quarters as the Batch Process from the drop down list
·
Select or enter a Run Date (defaults to today’s
date)
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process and Upload
IFTA Decal Information do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Upload IFTA Decal Information as
the Batch Process from the drop down list
·
Enter the required FROM and TO dates in the
appropriate fields
·
Select PROCEED
To execute the batch process and identify
delinquent carriers past the statute of limitation do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Delinquent Carrier Past Statute of
Limitation as the Batch Process from the drop down list
·
Enter the Run Date which defaults to the last
day of the previous month
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process and display a
list of carries with zero IFTA miles do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select IFTA Zero Mileage Carriers as the
Batch Process from the drop down list
·
Enter the required Return Quarter and Return
Year
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process for Notice of Quarterly Tax Return do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Notice of Quarterly Tax Return as the
Batch Process from the drop down list
·
Enter the required Return Quarter and Return
Year
·
Select the Process Mode (Report or Update)
·
Select PROCEED
To execute the batch process and generate
the Renewal Notices do the following:
- From the IFTA application level menu,
select BATCH PROCESS from the ADMINISTRATIVE menu tile
- Select Renewal Notice as the Batch
Process from the drop down list
·
Select either All Accounts or Selected Accounts
o
If the Selected Accounts option is used, the
Account No. From and Account No. To fields are required to be entered
·
Enter the Renewal Year
·
A user can choose to also sent the renewal
notices via SMS or Email, just click the appropriate checkbox
To update IFTA tax interest waiver,
perform the following steps:
·
Select UPDATE TAX RATES from the ADMINISTRATIVE
menu tile at the IFTA application level menu
·
Enter the required Return Year and Return
Quarter in the applicable fields
·
Select PROCEED to display the tax rates
·
Check the ‘Waive Interest Flag’ for the
appropriate jurisdiction then select the UPDATE button
The following is a list of reports and
processes that are available by selecting the appropriate report options from
the REPORTS menu tile on the IFTA application level menu
- Carrier Report
- Supplement Fee Report
- IFTA Report
- FHWA Report
- Return Parameter Exception Report
- Filer Report
- Decal Request Report
- Zero Mileage Report
- Distance Comparison Report
- Outstanding Balance Report
The report processes all provide a
similar initial screen where a date range or quarter and year are required.
To generate the Carrier Report, the user
must select a Reporting year from the dropdown and select a Report type by
clicking the appropriate radio dial. The user can also select a sorting option
or leave the default (Client ID). Choose the Electronic Delivery Type then
click the GENERATE button to produce the report.
To generate the Supplement Fee report, select
the Report Type from the drop down, Payment date range (from and to), Office ID
from the drop down list, then select the Electronic Delivery Type from the drop
down list then click GENERATE.
To generate the IFTA report, select the IFTA
Report type using the drop down, Enter or select the FROM and TO date range, and
select the Electronic Delivery Type from the drop down list then click SEARCH
to generate the report.
To generate the FHWA report select the Return
Year from the drop down list then select the Electronic Delivery Type and click
GENERATE.
To generate the Return Parameter Exception report
select the Return Year from the drop down list then select the Electronic
Delivery Type and click GENERATE.
To generate the Filer report enter the
required Starting and Ending Quarters and Years in the appropriate fields,
select a Report Type then select the Electronic Delivery Type and click GENERATE.
To generate the Decal Request report, enter
the Start and End date range and select the Electronic Delivery Type from the
drop down list then click GENERATE.
To generate the Zero Mileage Carrier report,
select the Return Year and Return Quarter, enter the Client ID/TIN in the
‘Generate Letter for’ field, select the Electronic Delivery Type then click
GENERATE.
To generate the Distance Comparison report
enter the required Client ID and Fleet Expiration Year. Enter the Fleet No.,
Fleet Expiration Month and Distance Type to narrow the search. Select the
Electronic Delivery Type from the drop down list then click GENERATE.
