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

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

3. 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.

4. Clearinghouse
Quality Control

5. Clearinghouse Content
Transmittals
Details
Transmittals Summary
Audit
Reports

6. Clearinghouse Content
Demographics
Decals

7. 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.

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

9. Definition

10. 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)

11. 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.

12. 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.

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

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

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

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

17. 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

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

19. 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…

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

21. Consistency/Accuracy/Results
Best Practices
Consistency/Accuracy/Results

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

23. WHY?
DICTIONARY
ESTABLISH CONSISTENCY
TRAINING
TAKE BACK TO VENDORS

24. Questionnaire

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

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

27. Best Practices Outline
FAQ
Demographics
Transmittals
Audits
Decals
Definitions

28. 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

29. THANK YOU