Fuel Tax - Frequently Asked Questions
There are fuel receipts missing from the Fuel Listings Report. Why?
The Fuel Listings Report requires that all fields for the fuel listing be complete before it will show up on the report. These fields are:
- Date
- Vendor Name
- City
- Cost
- Invoice Number
If any of these items are missing, it will not show up on the Fuel Listings Report. Note: When a driver adds a fuel receipt into Encompass® ELD, they are not prompted to enter the city, therefore, any fuel purchases that come in from Encompass® ELD will not automatically show up on the fuel listings report. The city will need to be added by an Encompass user. These pieces of information are NOT required for the fuel to be included on the IFTA Form.
Why can't bulk fuel be added to the fuel tax trip?
The ability to add bulk fuel is added per state by the administrator in Encompass; it is not enabled by default. To have this enabled, go to Vehicle Management > Setup > Jurisdiction Control Settings (in the Maintain Fuel Tax Info box), select the state in which the the bulk fuel is retrieve and click Edit. Check the box for Bulk next to the appropriate fuel type and select from the drop down menu if the tax is paid or not paid. Finally, click Save. The user should then be able to add bulk fuel to a fuel tax trip line for the corresponding state.
There aren't enough lines to enter the entire fuel tax trip.
On the far right, there is a link that says INS; this inserts a new line. Also, if the user clicks Save and goes back in to edit the trip, Encompass will generate new blank lines.
What are valid and invalid gallons?
Valid gallons are gallons of fuel in which taxes have been paid. The label on the fuel purchase will likely show GR or LR (gallons or liters receipted). Invalid gallons are gallons o fuel in which taxes have not been paid. The table on the fuel will likely show GN or LN (gallons or liters not receipted).
Why don't the miles on the drivers log match the miles on the fuel tax trip?
This could happen for a couple of reasons. The fuel tax trip is handling miles for the vehicle on a given day. If there were multiple drivers in in the vehicle, this could explain a discrepancy in the mileage. Additionally, the miles are calculated a little differently between the fuel tax trip and the driver's log. The log miles are determined by vehicle computer readings while the miles on the fuel tax trip are determined by GPS. The mileage between the two should be close, but they may not match.
Why are there negative odometer readings on a fuel tax trip?
The most common reason why this happens is because the ECM or the odometer on the vehicle was replaced. When the ECM or the odometer is replaced in a vehicle, the best practice is to do an Odometer Calibration within Encompass® ELD to enter in the new odometer reading. This is done in Encompass® ELD by connecting to the ELD and going to Menu > System Menu > Diagnostics > Odometer Calibration. Enter in the odometer reading as it shows on the dash and press OK.