As the year draws to a close, fleets across North America prepare for one of their most important compliance tasks: renewing their IFTA licenses. Staying organized with your IFTA annual renewal ensures smooth operations and keeps your fleet compliant through every reporting period.
Understanding how renewals work, what’s required, and when to file can help your team avoid penalties and maintain good standing with your base jurisdiction.
What Is IFTA?
The International Fuel Tax Agreement (IFTA) is a cooperative agreement among the lower 48 U.S. states and most Canadian provinces. It simplifies fuel tax reporting for motor carriers that operate in multiple jurisdictions.
Instead of filing separate reports in each state or province, carriers submit a single quarterly return to their base jurisdiction. This process reduces administrative work and ensures that fuel taxes are distributed fairly based on miles traveled and fuel purchased.
IFTA Filing Requirements
Each IFTA license holder must file fuel tax reports four times per year with their base jurisdiction. These filings include total miles traveled and gallons of fuel purchased in each participating state or province.
Quarterly Reporting Schedule
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1st Quarter: January–March — Due April 30
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2nd Quarter: April–June — Due July 31
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3rd Quarter: July–September — Due October 31
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4th Quarter: October–December — Due January 31 (following year)
If a due date falls on a weekend or holiday, it automatically extends to the next business day.
Failing to file on time can result in penalties, interest charges, or even suspension of your IFTA license — which can sideline your fleet until compliance is restored. Need a practical tool to stay on top of due dates? Download VLC’sFree IFTA Filing Resource Guide for templates, checklists, and reporting support.
Annual License Renewal
Your IFTA license and decals must be renewed annually, typically beginning in December.
Grace Period
Many jurisdictions allow fleets to operate with their prior-year credentials through February, provided your renewal application is submitted and your account remains in good standing.
Good Standing Matters
To qualify for renewal, fleets must complete all prior quarterly filings and ensure all tax payments are up to date. If you’re unsure about your renewal status, contact your base jurisdiction.
Exceptions for Low-Mileage Carriers
Some jurisdictions may allow annual filing instead of quarterly reporting, but this option requires prior approval.
Conditions: Typically available to carriers that operate fewer than 5,000 miles outside their base jurisdiction.
Annual Report Due Date: Usually January 31.
Approval Required: Always confirm eligibility with your base jurisdiction’s Department of Revenue before assuming approval.
How to File or Renew
Following a consistent process for filing or renewing your IFTA license helps reduce errors and ensures on-time compliance.
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Contact Your Base Jurisdiction – Your state or province handles IFTA licensing, reporting, and renewals.
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Use Online Portals – Most jurisdictions now offer electronic filing systems to simplify submissions.
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Maintain Records – Keep trip and fuel purchase records for at least four years in case of audit.
Simplify Renewals with GW Connect
Managing renewals, reports, and deadlines doesn’t have to be complicated. GW Connect, VLC’s fleet and asset management platform, helps fleets streamline compliance across all IFTA requirements.
With GW Connect, you can:
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Track IFTA credentials and renewal deadlines
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Receive automated reminders for quarterly filings
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Manage IRP, UCR, and IFTA tasks in one dashboard
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Store documentation for audits or verification
Learn more about GW Connect or schedule a demo to see how it simplifies fleet compliance.
Your Partner in Fleet Compliance
For over 25 years, Vehicle Licensing Consultants (VLC) has supported fleets with licensing, permitting, and compliance services. From IFTA reporting to renewals, VLC helps fleets stay legal, organized, and audit-ready.
Explore our Resource Library for free educational tools and compliance downloads that make managing your fleet easier year-round.
