Get Your IFTA License & Decals and Stay Road-Legal

Your IFTA license and vehicle decals must be valid before you begin any interstate operations with a qualifying vehicle. Once registered, you must:

• Renew annually. Most states require renewal by December 31 or January 1. Mark the date on your calendar and file early to avoid year-end paperwork hassle.
• File quarterly fuel tax returns: These are due on the last day of the month following the end of each quarter:
  • April 30 for Q1 (January–March)
  • July 31 for Q2 (April–June)
  • October 31 for Q3 (July–September)
  • January 31 for Q4 (October–December)

If you did not operate your vehicle during any particular quarter, you must still file a “zero return” in order to avoid fines & penalties. 

To apply for an  IFTA license and decals, you must go through the Department of Transportation (DOT)  of the state in which you are based. Portals and forms may vary slightly between states, but the process is largely the same in all of them:

Step 1 –  Apply
Visit your state’s IFTA portal or DMV website. Complete the IFTA license and decals application with your company details, USDOT number, and information about your qualifying vehicles.

Step 2 – Receive your credentials
Your state will issue you one IFTA license and two decals per qualified vehicle. Keep a copy of the license in every truck and apply the decals to each side of your truck’s cab.

Step 3 – Maintain accurate records
Track all miles driven in each jurisdiction and keep fuel purchase receipts, invoices, or fuel card statements that show date, gallons, and location. Hold on to these for at least four years in case of an audit.

Step 4 – File quarterly returns
Each quarter, report your total miles driven, gallons of fuel purchased, and taxes owed. File a” zero return” if no miles were driven.

Step 5 – Renew every year
Request new decals before your state’s renewal deadline so your trucks don’t get flagged or placed Out of Service.

Having your paperwork ready speeds up approval and protects you if your account is audited. Here is what most states require:

• Proof of vehicle ownership. A title or lease agreement for each qualified truck will work.
• Proof of commercial insurance. An active policy covering interstate operations for each vehicle.
• USDOT or MC number. Your FMCSA registration information.
• Mileage records – You will need to provide trip sheets, ELD logs, or GPS reports showing miles driven per jurisdiction
• Fuel purchase records – Receipts, invoices, or fuel card statements showing gallons pumped, as well as dates and locations.

Keeping this paperwork or electronic records organized will make renewals easier and will help you pass any potential IFTA audits (should they happen).

You will pay a small state filing fee and the price of decals for each qualified truck. The real cost comes from the fuel tax you owe each quarter, based on where you drive and buy fuel.

• Application fee: Varies by state, typically $0–$10.
• Decals: $2–$5 per vehicle, per pair.
• Quarterly filing: Your quarterly fuel tax will be calculated based on how many miles you drove and how much fuel you purchased during that quarter.

Ignoring IFTA rules gets expensive, quickly.

• Operating without credentials: Roadside inspectors can issue citations and fines, as well as place your truck “Out of Service” until you show proof of registration.
• Late or missing returns: Expect a $50 or 10% penalty (whichever is higher) plus interest.  Repeatedly filing late can result in a suspended IFTA account.
• Poor or missing records: Audits can lead to back taxes, added penalties, and extra administrative work.
• Fraudulent reporting: Intentionally misrepresenting your mileage or fuel consumption can trigger heavy fines as well as suspension or permanent revocation of your IFTA license.