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Mileage Records Clause Examples

The Mileage Records clause requires parties to maintain accurate and up-to-date records of mileage traveled, typically in the context of vehicle use for business or contractual purposes. This may involve keeping detailed logs or reports that document the distance covered, dates, and purposes of trips, which can be reviewed by the other party or used for reimbursement calculations. The core function of this clause is to ensure transparency and accountability regarding mileage claims, thereby preventing disputes and facilitating proper expense management.
Mileage Records.ĚýIt is the responsibility of the licensee to maintain records of ALL operations of qualified motor vehicles. The licensee’s records must support the information reported on the quarterly fuel tax return. A licensee’s system, at a minimum, must include mileage data on each individual vehicle for each trip. The Individual Mileage Record (IVMR), as required for the International Registration Plan, is an acceptable source document for recording vehicle mileage information. Supporting information should include the following documentation: 1. Date of Trip (starting and ending); 2. Trip origin and destination (including city and state);
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Mileage Records.ĚýEvery IFTA licensee and PA Motor Carrier Registrant must maintain records of ALL interstate and intrastate operations of qualified motor vehicles. The carrier’s records must support the information reported on the tax report or the PA Motor Carrier registrant’s annual renewal application. The records, at a minimum, shall include distance data on each vehicle for each trip and be recapitulated in monthly fleet summaries. An Individual Vehicle Mileage Record (IVMR), as required for the International Registration Plan (IRP) is an acceptable source docu- ment for recording vehicle distance information. Mileage must be kept by fuel type. Another acceptable source document is a trip report, which must include: 1. Date of trip (starting and ending); 2. Trip origin and destination (including city and state); 3. Routes of travel and beginning and ending odometer readings; 4. Total trip miles or kilometers;
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Mileage Records.ĚýIt is the licensee’s responsibility to maintain records of all interjurisdictional and intrastate operations of quali- fied motor vehicles. The licensee’s records must support the information reported on the quarterly tax report. The Individual Vehicle Mileage Report (IVMR), as required for the International Registration Plan (IRP), is an accept- able source document for recording vehicle distance in- formation.â€� Mileage must be kept by fuel type. Another accept- able source document is a trip report, which must include:
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Mileage Records.ĚýWhen are miles recorded?
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Mileage Records.ĚýIt is the licensee's responsibility to maintain records of all interstate operations of qualified motor vehicles. The licensee's records must support the information reported on the quarterly tax report and be readily available at the time of audit. An assessment of four (4) miles per gallon will be applied for records not properly maintained. The Individual Vehicle Mileage Record (IVMR), as required for the International Registration Plan, is an acceptable source document for recording vehicle mileage information. Another acceptable source document is a trip report which must include: 1. Date of trip (starting and ending); 2. Trip origin and destination (including city and state); 3. Routes of travel; 4. Beginning and ending odometer readings; 5. Total trip miles;
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Mileage Records.ĚýYou must maintain records to support the information on your quarterly tax return. To satisfy the IFTA require- ments, the mileage records you will need to keep on each vehicle include: â€� date of trip (starting and ending); â€� trip origin and destination; â€� routes of travel; â€� beginning and ending odometer reading of the trip; â€� total trip miles; â€� mileage by jurisdiction; â€� power unit number or vehicle identification num- ber (VIN); â€� vehicle fleet number; â€� registrant’s name; and â€� distance recaps for each jurisdiction in which the vehicle operated. See the Appendix for examples of trip sheets and monthly mileage/fuel recap sheets. At the option of the carrier, acceptable on-board recording devices, satellite tracking systems, or other electronic data re- cording systems may be used in lieu of, or in addition to, hand- written trip reports for record-keeping purposes. A monthly record of the vehicle’s odometer reading must be maintained even when using an accepted electronic data recording de- vice. The on-board recording or vehicle tracking device must meet the following minimum device requirements: â€� the carrier must obtain a certificate from the manu- facturer certifying that the design of the on-board recording or vehicle tracking device has been suf- ficiently tested to meet the requirements of IFTA; â€� the device and associated support systems must be, to the maximum extent practicable, tamperproof, and must not permit altering of the information collected. Editing the original information col- lected will be permitted. All editing must be identi- fied, and both the edited and original data must be recorded and retained; â€� the device shall warn the driver visually and/or audibly that the device has ceased to function; â€� the device must time and date stamp all data re- corded; â€� the device must not allow data to be overwritten before the data has been extracted. The device shall warn the driver visually and/or audibly that the device's memory is full and can no longer record data; â€� the device must automatically update a life-to-date odometer when the vehicle is placed in motion or the operator must enter the current vehicle odome- ter reading when the on-board recording or vehicle tracking device is connected to the vehicle; and â€� the device must provide a method for the driver to confirm that the entered data is correct (e.g., a visual display of the entered data that can be reviewed and edited by the driver before the data is finally stored). It is...
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Mileage Records.ĚýThe Department found the mileage records to be inadequate because no mileage records were provided to the Department for audit purposes. According to the IFTA Procedures Manual, § P540 states that: .100 Licensees shall maintain detailed distance records which show operations on an individual-vehicle basis. The operational records shall contain, but not be limited to: .005 Taxable and non-taxable usage of fuel; .010 Distance traveled for taxable and non-taxable use; and .015 Distance recaps for each vehicle for each jurisdiction in which the vehicle operated. .200 An acceptable distance accounting system is necessary to substantiate the information reported on the tax return filed quarterly or annually. A licensee's system at a minimum, must include distance data on each individual vehicle for each trip and be recapitulated in monthly fleet summaries. Supporting information should include: .005 Date of trip (starting and ending); .010 Trip origin and destination; .015 Route of travel (may be waived by base jurisdiction); .020 Beginning and ending odometer or hubodometer reading of the trip (may be waived by base jurisdiction); .025 Total trip miles/kilometers; .030 Miles/kilometers by jurisdiction; .035 Unit number or vehicle identification number; .040 Vehicle fleet number; .045 Registrant's name; and .050 may include additional information at the discretion of the base jurisdiction. The Department found that since mileage records were not provided, the starting and ending date of the trip; trip origins and destinations; beginning/ending of trip odometer readings and/or routes of travel; and total trip miles could not be determined. The recordkeeping was therefore determined to be inadequate. There were also naturally no monthly fleet summaries by unit or daily trip reports. Without any mileage records, the Department was unable to audit miles, and the reported mileage figures were not changed. However, when an auditor finds that there is an "absence of adequate records, a standard of 4 MPG/1.7KPL will be used." IFTA Audit Manual § A550.100. The total taxable miles that Taxpayer reported were then divided by 4.0 mpg to arrive at the audited total taxable gallons for each quarter of the audit period. As the reported average miles per gallon was higher than 4 MPG, there was a variance between the reported total gallons and the audited total gallons, which made the taxable gallons total higher. In addition to Taxpayer's position that the mileage figures came ...
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Mileage Records.ĚýExecutives are required to maintain mileage records for their assigned vehicles. Mileage information must be provided annually to the Tax Department. The Tax Department calculates the taxable amount based on the annual lease value of the vehicle and personal miles driven for inclusion on the executive's Form W-2.
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Related to Mileage Records

  • Time Records The employer will keep a record for a continuous period of seven (7) years from which can be readily ascertained the following:

  • Personnel Records Section 1. Each Agency shall maintain one (1) official personnel file for each employee, located at the primary Human Resources office for the Agency. For purposes of this Article, “Agencyâ€� shall include health-related licensing boards and institutions that maintain the official personnel files for their employees. Where the personnel records are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in his/her official Agency personnel file or supervisory working file; provided that, if the official personnel file or supervisory working file is kept at a separate facility, the employee shall, at the Agency’s discretion, either be allowed to go where the file is kept or the file will be brought to the employee for review within five (5) days of his/her request. With the employee’s written authorization, his/her Union Xxxxxxx may inspect the employee’s official personnel file, and supervisory working file, consistent with the time requirements provided herein. If the supervisory working file cannot be made available due to the absence of a supervisor, extensions of up to ten (10) days will be granted. No grievance material shall be kept in an employee’s official personnel file. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official personnel file that does not bear the signature of the employee. The employee shall be required to sign material to be placed in his/her official personnel file provided the following disclaimer is attached: “Employee’s signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature does not indicate agreement or disagreement with the contents of this material.â€� If an employee is not available within five (5) working days or refuses to sign the material, the Agency may place the material in the file, provided a statement has been signed by two (2) management representatives and a copy of the document was mailed certified to the employee at his/her address of record or hand delivered to the employee. Section 3. Employees shall be entitled to prepare and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

  • Client Records 26.2.1 CONTRACTOR shall prepare and maintain accurate and complete records of clients served and dates and type of services provided under the terms of this Contract in a form acceptable to ADMINISTRATOR. 26.2.2 CONTRACTOR shall keep all COUNTY data provided to CONTRACTOR during the term(s) of this Contract for a minimum of five

  • Project Records Borrower shall: Make and keep books, records, and accounts, in such reasonable detail, so as to fully, accurately, and fairly reflect the activities of Borrower. Record the Project’s assets, liabilities, revenues, expenses, receipts and disbursements in separate accounts from any other assets, liabilities, revenues, expenses, receipts and disbursements of Borrower so as to permit the production of a Statement of Financial Position, a Statement of Profit and Loss (Statement of Activities), and a Statement of Cash Flows for Borrower in which the activities of Borrower are separately identifiable from the activities of the Operator, unless Borrower is also Operator. Devise and maintain a system of internal accounting controls sufficient to provide reasonable assurances that: Transactions are executed, and access to assets is permitted, only in accordance with Xxxxxxxx’s authorization; Transactions are accurately and timely recorded to permit the preparation of quarterly and annual financial reports in conformity with applicable Program Obligations; Transactions are timely recorded in sufficient detail so as to permit an efficient audit of the Borrower’s books and records in accordance with Generally Accepted Auditing Standards (GAAS), Generally Accepted Government Auditing Standards (GAGAS), and other applicable Program Obligations; and Transactions are timely recorded in sufficient detail so as to maintain accountability of the Borrower’s assets. The recorded accountability for assets shall be compared with the existing assets at reasonable intervals, but not less than annually, and appropriate action shall be taken with respect to any differences. Make the books, records and accounts of Borrower available for inspection by HUD or its authorized representatives, after reasonable prior notice, during normal business hours, at the Project or other mutually agreeable location or, at HUD’s request, shall provide legible copies of such documents to HUD or its authorized representatives within a reasonable time after HUD or its authorized representative makes a request for such documents. Include as a requirement in any operating or management contract that the books, records, and accounts of any agent of Borrower, as they pertain to the operations of the Project, shall be kept in accordance with the requirements of this Section 19 and be available for examination by HUD or its authorized representatives after reasonable prior notice during customary business hours at the Project or other mutually agreeable location or, at HUD’s request, the Management Agent shall provide legible copies of such documents to HUD or its authorized representatives within a reasonable time after HUD or its authorized representative makes the request.

  • Access to Records; Contractor Financial Records Contractor agrees that District and its authorized representatives are entitled to review all Contractor books, documents, papers, plans, and records, electronic or otherwise (“Recordsâ€�), directly pertinent to this Contract for the purpose of making audit, examination, excerpts, and transcripts.