1 IFTA Managers Workshop/ Law Enforcement Seminar.

1

IFTA Managers Workshop/IFTA Managers Workshop/

Law Enforcement SeminarLaw Enforcement Seminar

Department of Finance

Revenue and Taxation Division2

Objectives Present best practicesPresent best practices Facilitate discussionFacilitate discussion Best Practices User Manual Best Practices User Manual Capture ideas/suggestions on roll-out and Capture ideas/suggestions on roll-out and

maintenance.maintenance.



“Best Practices”

Why have the discussion?Why have the discussion? What do we mean by “Best Practices”?What do we mean by “Best Practices”? How are they identified?How are they identified? Our methodologyOur methodology



The Questionnaire

Key Areas of Interest:Key Areas of Interest: Screening applicationsScreening applications Revoking and suspending licences Revoking and suspending licences Enforcement practicesEnforcement practices Dealing with delinquencies Dealing with delinquencies Clearinghouse participation Clearinghouse participation

Continued…Continued…



The Questionnaire

Automatic renewalsAutomatic renewals New technologiesNew technologies

• Benefits/problemsBenefits/problems Audit challenges and managementAudit challenges and management



Discovery

Challenges are a constant in many areasChallenges are a constant in many areas Similarities and PeculiaritiesSimilarities and Peculiarities Successful administration through Successful administration through

innovationinnovation



Most Common Challenges

Lack of education at carrier levelLack of education at carrier level Screening processScreening process Truck leasing companiesTruck leasing companies Automatic renewalsAutomatic renewals Clearinghouse participationClearinghouse participation Revocation & suspension enforcementRevocation & suspension enforcement Electronic filingElectronic filing



Jurisdiction Difficulties

86%

45%

36%

25%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

Automatic Renewals

Own System

Truck Leasing Companies

Electronic Filing

AutomaticRenewalsOwn System

Truck LeasingCompaniesElectronic Filing

Percentage of Jurisdictions

Difficulties



Educational Visits

Training sessions for the industry Training sessions for the industry Explain record keeping and licence Explain record keeping and licence

requirements to new licencees and carriers requirements to new licencees and carriers Regular mailingsRegular mailings

Guides, pamphlets, and noticesGuides, pamphlets, and notices




Educational VisitsBenefits

Identify and address record keeping Identify and address record keeping problemsproblems

Identify high risk accountsIdentify high risk accounts Establish trust tiesEstablish trust ties

Opportunity to build strong relationshipsOpportunity to build strong relationships

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Your ThoughtsYour Thoughts

What Does Your Jurisdiction Do?What Does Your Jurisdiction Do?



Screening Process

The applicant is asked if he or she has The applicant is asked if he or she has ever had an IFTA licence revokedever had an IFTA licence revoked

BenefitsBenefits Able to identify high risk applicationsAble to identify high risk applications

Rejected or approved with conditionsRejected or approved with conditions Minimizes future grief casesMinimizes future grief cases




Screening Process

Ask applicants to specify where their Ask applicants to specify where their fleet(s) is registeredfleet(s) is registered

BenefitBenefit Use information to verify if other licences Use information to verify if other licences

are held in that jurisdiction, or if there is a are held in that jurisdiction, or if there is a delinquency recorddelinquency record




Screening Process

Collect IRP data from applicantsCollect IRP data from applicantsBenefitsBenefits

Cross reference files to identify Cross reference files to identify irregularitiesirregularities

Identify audit leadsIdentify audit leads Identify possible registration errorsIdentify possible registration errors




Screening Process

Screen out applicants if the previous year Screen out applicants if the previous year showed no inter-jurisdiction travelshowed no inter-jurisdiction travel

BenefitsBenefits Only applicants that meet the criteria are Only applicants that meet the criteria are

registeredregistered Eliminates extra return processing caused by Eliminates extra return processing caused by

continual no operation returns continual no operation returns Audit plans based on an accurate account baseAudit plans based on an accurate account base

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Truck Leasing

Require that the leasing agreement be filed Require that the leasing agreement be filed with the IFTA applicationwith the IFTA application

BenefitsBenefits The person responsible for IFTA reporting The person responsible for IFTA reporting

can be clearly identified at applicationcan be clearly identified at application Identification of possible registration errorsIdentification of possible registration errors




Truck Leasing

Conduct regular books and records reviewsConduct regular books and records reviewsBenefitsBenefits

Immediate identification of record keeping Immediate identification of record keeping issuesissues

Additional opportunity to educate licencees Additional opportunity to educate licencees regarding possible problemsregarding possible problems

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Automatic Renewals

At least 4 jurisdictions offer automatic At least 4 jurisdictions offer automatic renewalsrenewals

BenefitsBenefits Reduces backlog at the end of year Renewals are spread over a more manageable

period of time Incentive to carriers to ensure their quarterly

reports are filed accurately and on time

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Clearinghouse

39% reported that they are using the 39% reported that they are using the Clearinghouse, and 60% of the 39% Clearinghouse, and 60% of the 39% reported that they use it to check an reported that they use it to check an applicant’s status prior to issuing a licenceapplicant’s status prior to issuing a licence

BenefitBenefit Identification of high risk applicantsIdentification of high risk applicants

Rejected or approved with conditionsRejected or approved with conditions

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Revocation & Suspension Enforcement

A number of enforcement tools may be relied A number of enforcement tools may be relied upon:upon:

Communication to roadside agencies by Communication to roadside agencies by flagging the suspended or revoked carriersflagging the suspended or revoked carriers

Enforcement officers to collect, or Enforcement officers to collect, or seize/remove plates or decals seize/remove plates or decals

Notify the Department of Motor VehiclesNotify the Department of Motor Vehicles renewal of licence or registration deniedrenewal of licence or registration denied

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Electronic Filing

All 14 respondents who reported that they All 14 respondents who reported that they use electronic filing, also reported that they use electronic filing, also reported that they had encountered challenges implementing had encountered challenges implementing the electronic functionsthe electronic functions

Registrants using the service varied from Registrants using the service varied from 1% to 36%1% to 36%




Electronic FilingBenefits

Accurately calculated reportsAccurately calculated reports Saved timeSaved time

No manual entry of informationNo manual entry of information No reliance on postal servicesNo reliance on postal services

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Jurisdiction Activities

82%

59%

39%

32%

9%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

ActivityImplemented

Automatic Renewals

Electronic Filing

Clearinghouse

Suspension

Revocation

Automatic Renewals

Electronic Filing

Clearinghouse

Suspension

Revocation

Percentage of Jurisdictions



Best Practices User Manual

IntentIntent ApproachApproach TimelineTimeline Stakeholder expectationsStakeholder expectations MaintenanceMaintenance

1 IFTA Managers Workshop/ Law Enforcement Seminar.

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