regional issues 2009 discussions including 2007 & 2008 findings and issues

REGIONAL ISSUESREGIONAL ISSUES

2009 Discussions including2009 Discussions including

2007 & 20082007 & 2008Findings and IssuesFindings and Issues

REGIONAL ISSUESREGIONAL ISSUES

Overview:Overview: An opportunity to breakout into geographic regions to: An opportunity to breakout into geographic regions to:

Meet sit down with your jurisdiction’s neighboursMeet sit down with your jurisdiction’s neighboursIdentify /discuss similar issues/problems and potential solutionsIdentify /discuss similar issues/problems and potential solutions

An opportunity to then share regional issues/solutions with the An opportunity to then share regional issues/solutions with the entire group (select a presenter)entire group (select a presenter)

A brief recap of the issues/discussions from last year A brief recap of the issues/discussions from last year and ask for examples of implemented solutionsand ask for examples of implemented solutions

Timelines:Timelines: 75 minutes for regional discussion 75 minutes for regional discussion 15 minutes for coffee15 minutes for coffee 45 minutes for group discussion to present individual findings 45 minutes for group discussion to present individual findings

and issues to the entire groupand issues to the entire group

REGIONS / JURISDICTIONSREGIONS / JURISDICTIONSNortheast Total Connecticut Delaware Nova ScotiaMaine Massachusetts Prince Edward IslandMaryland New Hampshire New BrunswickNew Jersey New York NewfoundlandRhode Island Pennsylvania OntarioVermont Quebec 17

SoutheastAlabama ArkansasFlorida GeorgiaKentucky LouisianaNorth Carolina MississippiSouth Carolina TennesseeVirginia West Virginia 12

MidwestIllinois Indiana SaskatchewanIowa Kansas Manitoba Michigan MinnesotaMissouri NebraskaOhio North DakotaOklahoma South Dakota 15Wisconsin

Western Arizona Colorado AlbertaCalifornia Idaho British ColumbiaMontana New MexicoOregon NevadaTexas UtahWashington Wyoming 14

Midwest Region – 2009 RecapMidwest Region – 2009 Recap

System DevelopmentsSystem DevelopmentsNew SystemsNew SystemsUnpaid Returns and collectionsUnpaid Returns and collectionsUnsigned returnsUnsigned returnsManual report errors – rejectsManual report errors – rejects30-day decal30-day decalExtra decalsExtra decalsHow to audit decalsHow to audit decalsUS DOT #’sUS DOT #’sCan you have two decals on your truck and who reportsCan you have two decals on your truck and who reportsChecking serial #’s on decalsChecking serial #’s on decalsNo decals/barcode readers/license plate No decals/barcode readers/license plate readers/transponders but what about visual effect andreaders/transponders but what about visual effect and

Midwest ContinuedMidwest Continued

Trip PermitsTrip Permits

Integrating Tax DatabasesIntegrating Tax Databases

XML for IFTA tax returnsXML for IFTA tax returns

IA has enforcement officer in the office IA has enforcement officer in the office

Web-based online concerns – many transactions Web-based online concerns – many transactions are offered online and what is the affectare offered online and what is the affect

Placement of decalsPlacement of decals

ExemptionsExemptions

Southeast Region – 2009 RecapSoutheast Region – 2009 Recap

• Dealing with settlements on large audits.Dealing with settlements on large audits.• Importance of communication between management Importance of communication between management

and law enforcement.and law enforcement.• Leased vehicles using another companies DOT #.Leased vehicles using another companies DOT #.• Checking the # of decals order against the # of vehicles Checking the # of decals order against the # of vehicles

registered.registered.• Communicating information on vehicles found with dyed Communicating information on vehicles found with dyed

fuel to their base jurisdiction.fuel to their base jurisdiction.• Dealing with revoked carriers setting up new accounts Dealing with revoked carriers setting up new accounts

under different SS #’s / Fed ID #’s.under different SS #’s / Fed ID #’s.• Auditing fuel tax refund.Auditing fuel tax refund.• IFTA contractors with operations on military bases may IFTA contractors with operations on military bases may

be getting non-tax paid fuel.be getting non-tax paid fuel.• Non-military aircraft repair facilities disposal of fuel Non-military aircraft repair facilities disposal of fuel

taken out of aircraft.taken out of aircraft.

Western Region - 2008Western Region - 2008

Carriers and civilian vehicles going to Mexico to Carriers and civilian vehicles going to Mexico to purchase cheaper fuel and bringing the fuel purchase cheaper fuel and bringing the fuel back across the border – not caring about tax, back across the border – not caring about tax, safety and environmental concerns.safety and environmental concerns.

Canada same issuesCanada same issues

Carriers from Wyoming not actually based there Carriers from Wyoming not actually based there due to not sales tax on commercial vehiclesdue to not sales tax on commercial vehicles


Two tiered taxes in Arizona between the heavy Two tiered taxes in Arizona between the heavy vehicles and the light vehicles.vehicles and the light vehicles.

Arizona stopping carriers without both decals Arizona stopping carriers without both decals and license, being told by the carriers that other and license, being told by the carriers that other jurisdictions have approved them.jurisdictions have approved them.

Other jurisdictions not honoring grace period for Other jurisdictions not honoring grace period for qualified carriers.qualified carriers.

Midwest Region – 2008Midwest Region – 2008Closing AccountsClosing Accounts

- If middle of year-what to do…- If middle of year-what to do…- Affidavits, return credentials, etc- Affidavits, return credentials, etc- Unused decals and pieces of used ones- Unused decals and pieces of used ones

Revoked CarriersRevoked Carriers- Notification to other jurisdictions-no response- Notification to other jurisdictions-no response- Important to use clearinghouse for new- Important to use clearinghouse for new

applicants applicants

PenaltiesPenalties- $50 or 10%, which ever is higher- $50 or 10%, which ever is higher- Waivers-one time vs. multiple- Waivers-one time vs. multiple- Reinstatement fees- Reinstatement fees

Midwest Region – 2008Midwest Region – 2008

Farmers-exemptionsFarmers-exemptions

High MPG’sHigh MPG’s

Delinquent ReturnsDelinquent Returns

Permitting ServicesPermitting Services

Google-Street MapsGoogle-Street Maps

Southeast Region - 2008Southeast Region - 2008

BudgetBudgetHow are we going to continue to network?How are we going to continue to network?What affects has your state endured?What affects has your state endured?

DOTDOTLack of participation during legislation and support in Lack of participation during legislation and support in regards to compliance/collectionsregards to compliance/collections

State AgenciesState AgenciesInconstancies with processes (IRP & IFTA) same Inconstancies with processes (IRP & IFTA) same section. Centralization of processes to assure no section. Centralization of processes to assure no credentials are issued if carrier has suspended, credentials are issued if carrier has suspended, inactive or revoked credentialinactive or revoked credential


TrainingTrainingLack of adequate training for Motor Carriers, Lack of adequate training for Motor Carriers, DOT, Enforcement and local governmentsDOT, Enforcement and local governments

Enforcement Enforcement Clearinghouse consistency and TACT Clearinghouse consistency and TACT (Ticketing Aggressive Cars & Trucks)(Ticketing Aggressive Cars & Trucks)

DecalsDecalsThe need for identification/vehicle specific to The need for identification/vehicle specific to assure compliance.assure compliance.

Northeast Region - 2008Northeast Region - 2008

Retail dyed fuel pumps: dyed fuel into Retail dyed fuel pumps: dyed fuel into propulsion tanks – can’t perform propulsion tanks – can’t perform surveillance at all stationssurveillance at all stations

Staffing: flux of staff – re-org of staff – Staffing: flux of staff – re-org of staff – need to have dedicated inspections staff - need to have dedicated inspections staff - fuel issuesfuel issues

Paper trail – lack of trail to ensure that tax Paper trail – lack of trail to ensure that tax is being paidis being paid


Communication between jurisdictions to Communication between jurisdictions to be improved for inspectionsbe improved for inspections

Inspections can’t issue Trip Permits on Inspections can’t issue Trip Permits on roadroad

Fraudulent decalsFraudulent decals


Clearinghouse: not all jurisdictions in Clearinghouse: not all jurisdictions in clearinghouse – not all juris. Entering clearinghouse – not all juris. Entering decal info.decal info.

Uniformity with decals & licenseUniformity with decals & license

Walk in service needs to be expanded in Walk in service needs to be expanded in ON to many different locals – customer ON to many different locals – customer serviceservice


Biodiesel: no violation provisions QC – Biodiesel: no violation provisions QC – legislation to be revisedlegislation to be revised

Manpower being taken from IFTA to Manpower being taken from IFTA to cover Tobaccocover Tobacco

Sighting reports: not being utilizedSighting reports: not being utilized


SSN v FEI numberSSN v FEI numberMexican Carriers - Bonding and CDL Mexican Carriers - Bonding and CDL Mexican v US Operating AuthorityMexican v US Operating AuthorityDOT# - Not always linking to IFTADOT# - Not always linking to IFTADyed FuelDyed FuelRenewals/Grace Period - Jurisdictions not Renewals/Grace Period - Jurisdictions not honoringhonoringDecals - Tracking by Decal Number'sDecals - Tracking by Decal Number'sTrip Permits – Issuing electronicallyTrip Permits – Issuing electronicallyBorders - Not only Mexico/CanadaBorders - Not only Mexico/Canada

Midwest Region - 2007Midwest Region - 2007

Audit Selection - High KPL/MPGAudit Selection - High KPL/MPGAudit RequirementsAudit RequirementsAlternative Motor Fuels – Biodiesel and ethanolAlternative Motor Fuels – Biodiesel and ethanolCounterfeit Decals Counterfeit Decals Citations for non complianceCitations for non complianceDecals – Placement and visibility (i.e., colored Decals – Placement and visibility (i.e., colored border)border)Farm TagsFarm TagsGovernment vehiclesGovernment vehiclesSpecial Mobilized EquipmentSpecial Mobilized EquipmentCommercial zonesCommercial zones


Roadside Enforcement - Misuse of dyed fuel – Katrina and IRS Roadside Enforcement - Misuse of dyed fuel – Katrina and IRS waiver waiver Biodiesel – Taxation/reporting, ways to catch backyard Biodiesel – Taxation/reporting, ways to catch backyard manufacturers' and ways to determine % alternative fuel in tankmanufacturers' and ways to determine % alternative fuel in tankInformation exchange - Between Law Enforcement and IFTA (using Information exchange - Between Law Enforcement and IFTA (using CH and SAFER)CH and SAFER)Decals and Licenses - Not charging opens doors for base Decals and Licenses - Not charging opens doors for base jurisdiction shoppingjurisdiction shoppingDecals – Companies producing inferior decals, carriers ordering Decals – Companies producing inferior decals, carriers ordering more decals then they need (decal fraud), incorporate IFTA & IRP more decals then they need (decal fraud), incorporate IFTA & IRP identification (barcode) on TP license plate to eliminate decals, identification (barcode) on TP license plate to eliminate decals, decal placement educationdecal placement educationDyed diesel – IFTA & exempt usage, out of jurisdiction carriers Dyed diesel – IFTA & exempt usage, out of jurisdiction carriers using and how to enforce payment of finesusing and how to enforce payment of finesAudit count – reduce for 3% or (1) include certain activities in audits Audit count – reduce for 3% or (1) include certain activities in audits (inspections) or (2) count each period as an audit(inspections) or (2) count each period as an auditBuses operating interjurisdictionally under multiple legal entitiesBuses operating interjurisdictionally under multiple legal entities


HurricaneHurricaneOff highway fuel useOff highway fuel useEarly decal display – 2005/2006 DecemberEarly decal display – 2005/2006 DecemberNon-pay Non-file licensees – Bond, ImpoundNon-pay Non-file licensees – Bond, ImpoundSplit Tax rates – Rate change mid-quarterSplit Tax rates – Rate change mid-quarterLease issuesLease issuesAlternative fuels - Bio diesel and LPG/CNGAlternative fuels - Bio diesel and LPG/CNGVehicle Specific Decals/LicenseVehicle Specific Decals/LicenseStandardized forms and manualsStandardized forms and manualsEnforcementEnforcement

regional issues 2009 discussions including 2007 & 2008 findings and issues

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