IFTA e-Filing: A Business Case Presented by Laura Haney – Utah Meg Cronk – New York IFTA Managers’ Workshop and Law Enforcement Seminar September 21-24, 2005 Presented by Laura Haney – Utah Meg Cronk – New York IFTA Managers’ Workshop and Law Enforcement Seminar September 21-24, 2005

Agenda e-Filing Considerations Cost/Benefit Analysis Getting Started Selecting a Vendor Implementation Activities Benefits Testimonials Lessons Learned Questions & Answers e-Filing Considerations Cost/Benefit Analysis Getting Started Selecting a Vendor Implementation Activities Benefits Testimonials Lessons Learned Questions & Answers

e-Filing Considerations Available Funds Consider grants and state funding for web services Consider base fee increase Legislative Support Consider state legislative initiatives Public Demand Investigate use of other online services for your jurisdiction (IRP, OSOW, etc.) Send surveys and conduct focus groups Government is focusing on good customer service Available Funds Consider grants and state funding for web services Consider base fee increase Legislative Support Consider state legislative initiatives Public Demand Investigate use of other online services for your jurisdiction (IRP, OSOW, etc.) Send surveys and conduct focus groups Government is focusing on good customer service

e-Filing Considerations (continued) Expense Reductions Mail fulfillment Decrease in office traffic FTE redeployment Fewer satellite locations needed for customer service The more taxpayers that e-file, the more cost effective the program becomes. Expense Reductions Mail fulfillment Decrease in office traffic FTE redeployment Fewer satellite locations needed for customer service The more taxpayers that e-file, the more cost effective the program becomes.

Cost Savings  Due to the complexity and data- intensive nature of the paper reports, historically, the rate in New York ran about 35 to 40%. Since October of 2002, IFTA E-file has realize a savings of approximately 3000 IFTA error reports.

Cost Savings Utah will save $1.50 per return filed on line. Motor Carriers will reduce their filing time by about 30%

NEW YORK E-FILE – E-PAY STATISTICS New York Average amount of IFTA Taxpayers: 9892 Taxpayers using IFTA e-file Qtr3Q024Q021Q032Q033Q034Q031Q042Q043Q044Q041Q052Q05 #of E-filers % of E-filers7%6%8% 10% 9%8% 10% Taxpayers using IFTA E-pay Qtr1Q052Q05 # of E-filers6289 % of E-filers.006%.009% Connecticut Average amount of IFTA Taxpayers: 2889 Qtr3Q044Q041Q052Q05 #of E-filers % of E-filers9%7% Alabama Average amount of IFTA Taxpayers: 4346 Qtr4Q041Q052Q05 #of E-filers % of E-filers19%21%23% E-pay is currently available only to New York E-file taxpayers. We anticipate rolling E-pay out to all our E-file jurisdictions in the future.

Getting Started Identify Implementation Team Implementation Lead Subject Matter Experts (SMEs) Technical Resources Identify Implementation Team Implementation Lead Subject Matter Experts (SMEs) Technical Resources

Getting Started (continued) Determine Requirements Review internal business processes Review features of existing system Prioritize requirements Consider technical, functional, and service requirements Investigate capabilities of your own IT shop creating an on online system. Is a vendor necessary? Determine Requirements Review internal business processes Review features of existing system Prioritize requirements Consider technical, functional, and service requirements Investigate capabilities of your own IT shop creating an on online system. Is a vendor necessary?

Getting Started (continued) Determine Implementation Timing Finalize testing during low processing month Select a Software Provider Ensure software provider can meet: Timing requirements Cost expectations Functional and technical requirements Can you meet the requirements of the software provider? Identify Metrics to Measure Progress Determine Implementation Timing Finalize testing during low processing month Select a Software Provider Ensure software provider can meet: Timing requirements Cost expectations Functional and technical requirements Can you meet the requirements of the software provider? Identify Metrics to Measure Progress

Implementation Activities Plan for time involved with: Status meetings Requirements discussions Technical environment setup User Acceptance Testing (UAT) Coordinating initial pilot Staff and carrier training Managing business process changes Supporting new users Plan for time involved with: Status meetings Requirements discussions Technical environment setup User Acceptance Testing (UAT) Coordinating initial pilot Staff and carrier training Managing business process changes Supporting new users

Benefits Increases carrier customer service Reduces data entry for Jurisdiction Reduces average credential issuance time Reduces rate of delinquent credentials Reduces number of hours to process return Reduces the average cost of issuing credentials Meets legislative mandates Increases carrier customer service Reduces data entry for Jurisdiction Reduces average credential issuance time Reduces rate of delinquent credentials Reduces number of hours to process return Reduces the average cost of issuing credentials Meets legislative mandates

Testimonials “On-line filing is simple and easy to use. The system is time-friendly, user friendly and good at explaining steps to take.” “IFTA E-file is easy to use.” “I like that it (the IFTA E-file program) does all the tax computations.” “On-line filing is simple and easy to use. The system is time-friendly, user friendly and good at explaining steps to take.” “IFTA E-file is easy to use.” “I like that it (the IFTA E-file program) does all the tax computations.”

Lessons Learned Make sure resources are available and committed to the initiative Fully and clearly define requirements Keep internal staff and carriers informed of progress Leverage other’s e-Filing experiences Make sure resources are available and committed to the initiative Fully and clearly define requirements Keep internal staff and carriers informed of progress Leverage other’s e-Filing experiences

Questions and Answers Open Discussion