As an example, during the 2016 registration year, the following operation mileage records could be subject to audit and must be available if an audit is requested:
July 1, 2012 – June 30, 2013 (mileage records used for 2015 registration) July 1, 2011 – June 30, 2012 (mileage records used for 2014 registration) July 1, 2010 – June 30, 2011 (mileage records used for 2013 registration)
If records are not available to substantiate the information shown on the registrant’s application, the registrant shall be given thirty (30) days written notice to provide such records.
After an Audit… When the IRP audit has been completed, you will be notified of all findings and recommendations, and a complete audit report will be sent to all IRP jurisdictions in which you were registered during the period audited.
It is the registrant’s responsibility to provide acceptable records of all interstate and intrastate movement, including miles traveled under a trip permit.
SUGGESTED ACCEPTABLE FORMS to assist you in your record keeping requirements are located on our website at http://www.flhsmv.gov/dmv/faqcarriers.html#19. These forms are the 1) Quarterly Mileage & Fuel Purchase Recap, 2) Monthly Mileage & Fuel Purchase Recap, 3) Individual Vehicle Mileage/Fuel Record, and 4) Individual Vehicle Mileage Record (IVMR).
Acceptable Audit Records Acceptable records must include the following information for each trip:
Dates of Trip (starting and ending)
Origin of Trip
Destination of Trip
Routes Traveled and Odometer Readings
Total Trip Miles (including Trip Permit mileage)
Mileage by Jurisdiction
Unit Number or Vehicle Number
Signature of Driver
Summarizing Records The mileage recorded on your individual vehicle mileage report shall be summarized monthly by equipment number and shall show the total number of miles operated in each jurisdiction by apportioned power units. Registrants may include non-apportioned vehicles on the monthly summary. However, apportioned vehicles must be clearly identified and their miles completely separated. Only those miles generated by apportioned units shall be reported for apportioned registration purposes.
From the monthly summaries, the registrant shall prepare both a quarterly and a yearly recap for each jurisdiction, as well as a total recap for all jurisdictions. Monthly summaries will cover the mileage period from July 1 through June 30. Carriers with more than one (1) apportioned fleet MUST also prepare monthly and quarterly summaries as well as a yearly recap for each apportioned fleet separately.