Let’s Talk Clearinghouse IFTA Annual Business Meeting, August 2016 IFTA Clearinghouse Advisory Committee

Agenda Introductions & Session Objectives - Ron IFTA CAC: who are we & what do we do? - Ron Quality Control - Mark Best Practices - Bettina Q & A - All

Role of the CAC Provides technical guidance on the components of the IFTA, Inc. Clearinghouse Ensures that there is consistency, quality and timeliness of submitted data Advises the IFTA, Inc. Board and CEO of IFTA, Inc. on the operation of the Clearinghouse. Works to enhance membership accessibility and usage.

Clearinghouse Quality Control

Clearinghouse Content Transmittals Details Transmittals Summary Audit Reports

Clearinghouse Content Demographics Decals

Quality Control Subcommittee Goals: -Ensure that the most up to date data is available. -Ensure that accurate data is submitted. -Ensure that the data meets the requirements. Why? -Data can be used by member jurisdictions. -Data used by roadside enforcement.

Process Review the following data for inaccuracies: transmittal details, transmittal summaries, demographics. Types of errors identified Taxpayer ID Status Dates Others

Definition

Taxpayer ID A taxpayer ID needs to be the nine digits FEIN or SSN and can be followed by a two character fleet identifier. (P210)

Taxpayer ID Issues Identified many taxpayer ID’s With less than nine digits Containing letters or hyphen within the first nine characters Also for some jurisdictions we have identified more than one Taxpayer ID for a taxpayer.

Taxpayer ID Why is it important to have a unique taxpayer ID? Easier to find multiple fleet information within the same jurisdiction. Easier to find an IFTA license for the same carrier in more than one jurisdiction. Easier to identify a carrier who is attempting to jump from one jurisdiction to another.

License Status Four status types are allowed A Active C Cancelled S Suspended R Revoked

License Status Issues Type of status issues identified Incorrect letter (I, Q, Z) Blank status Active account with no reported transmittals for five years.

License Status Why is it important to have the correct status identifier? Roadside Enforcement Verify license status prior to registration in new jurisdiction Uniformity

Dates The required date format is YYYY-MM-DD or 2016-08-16 The following dates are not acceptable: 2016/08/16 20160816 08-16-2016 Future dates (Year 2020)

Other Issues Non IFTA jurisdictions in Summaries USDOT -Not required, but if included ensure it is the same as issued by US Department of Transportation

Full Demographics Uploads As of July 2017, full daily uploads will be required. (Ballot 3-2015) Full upload can eliminate some of the issues we have. Might as well get started as soon as possible.

How Often Are You Uploading Your Demographics How Often Are You Uploading Your Demographics? *As of July 15TH,2016, 27 of you did Full Daily…

(Garbage In – Garbage Out) G.I.G.O. (Garbage In – Garbage Out)

Consistency/Accuracy/Results Best Practices Consistency/Accuracy/Results

LANGUAGE SFTP IFTA EIN CVIEW IRP IAR IT IP TIN JURISDICTION PRISM DBA SAFER CAC TRANSMITTAL ABM NLETS DOT DOT DEMOGRAPHICS MCS

WHY? DICTIONARY ESTABLISH CONSISTENCY TRAINING TAKE BACK TO VENDORS

Questionnaire

Correctly uploaded information Transmittal Correctly uploaded information 29/58 = ½

Demographic 36/58 = 62% FEIN DOT NAME Garbage in – Garbage Out

Best Practices Outline FAQ Demographics Transmittals Audits Decals Definitions

Expected Timeline RESEARCH - DONE COMPILATION OF DATA SIX MONTHS TO A YEAR RESEARCH - DONE COMPILATION OF DATA INTERNAL REVIEW BY SUB-COMMITTEE INTERNAL REVIEW BY COMMITEE POSSIBILITY OF REWRITES / RE-REVIEWS PUBLICATION

THANK YOU