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Should I save fuel receipts?

I buy all my fuel with a company issued Comdata card and all fuel purchases are deducted from my pay and show up on my settlement. The dollar amount never matches what my true cost is because the receipts don't show our discounts. Do I need to save these fuel receipts for anything? I buy tractor fuel and DEF only, no reefer fuel. And I track all purchases on Fuel Gauges.

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Hey Tim, heard you call in the show today.

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If you save the receipts for anything in your case, Tim, it would be to prove where you were for DOT inspection purposes if you get pulled in for a Level 1. I would keep the past week's worth of receipts in the truck. Anything beyond that (e.g. for the IRS) can be proven with your Comdata statement.

Save the last week worth of receipts, just in case.

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why try to prove anything to the dot? give them the coloring book and they better believe it ;) receipts might get you in trouble...

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go to comdata careholder service and open an account with your card # and driver code and see if you can download and print the transactions.

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I don't keep them because I get weekly Comdata statements with actual price/gallon I paid. the irs doesn't care which form of a receipt you give them as long as it matches your deduction amount...and the fuel receipts won't match.

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We use the same system you don't need to keep them half the time we don't even get a receipt

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I would say absolutely...If you ever get audited the IRS wants to see the receipts not a computer print out. My fuel comes out the same way but I save ever ticket I can find. Always best to be safe than sorry. ''italic text''

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Last I heard, the IRS will accept the deduction from the settlement with your carrier. All they care is that you have receipts to prove what you're deducting.

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My fuel system works the same as Tim's, I don't even get fuel receipts from truck stops, my settlement is my fuel receipt.

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Wow! I'm surprised the truck stops don't give you a receipt, at the very least to prove where you were for log book purposes. Most of them happily gave me a receipt when I asked for it or pressed an option, and my current carrier requires I take a receipt regardless of what the card says or does.

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I have the option of going inside for a fuel receipt, but I don't need it so I fuel and go. The receipt would not match the dollar amount on my settlement anyhow, because of the discounts I get thru comdata.

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Why would you want to keep a receipt to prove to DOT where you were? Receipts just get you in trouble in that instance. Unless you've got some unreasonable drive time between stops, DOT has no probable cause to believe your logs are falsified, unless you have receipts saying you were at a certain location.

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Brizatakool, no, receipts don't get you in trouble, in fact, according to the HOS regulations, you are REQUIRED (395.K.1 and 395.k.2) to keep them for 1 week UNLESS your "coloring book" (log book) is made by Qualcomm, PeopleNet, XRS or is some other EOBR that is compliant with regulation 395.15 (AOBRD).

Your motor carrier is also required to keep them, for 6 months.

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Jerry, I understand that, but my boss was audited a little while back and he has become more vocal on proper record keeping. Now don't let them mess with your "coloring book" and don't let them think you're unsafe just because you forgot to show them a 2"x4" piece of paper, or worse yet, draw them a 1/2" line. Keep proper records!

I let my cell phone do the "coloring book" for me so I can focus on making money... http://www.bigroad.com

http://m.mygauges.com

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Zachary, I would assume you would agree that even the week's worth of receipts are not even necessary when running on electronic logs, as I am. I have yet to run across the officer that is even interested in looking at my e-logs. One day I will, but after years of running with them, it hasn't happened yet. When I do, I would think there's enough of an electronic footprint that a paper trail would be unnecessary.

I have been saving all my fuel receipts and can't think of a single reason why I should continue to do so. I would assume that my settlement would be enough of a receipt for an auditor to see how much I spent on fuel. Yes, it's a computer generated piece of paper, just like the Pilot receipt that the cashier hands me is a computer generated piece of paper.

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Yes, if you're running electronic logs, you do NOT have to keep receipts. If you have receipts, you still might need to use them as supporting documents and will have to show them to an inspector upon request. It rarely happens, however, because almost all State Police inspectors are trained on current rules and know if you're running e-logs, you'll likely pass the driver inspection.

Local Yokels (Local cops), on the other hand, may not be so current on their technical and inspection skills. Heck, we've even had some local cops here in Illinois look for a rear license plate on a bobtail tractor (under current State law in Illinois, semi tractors don't get rear plates, they only get a front plate).

I'd say if the receipt's more than a week old, toss it. If it's less than 1 week old, keep it and CYA.

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I scan all of my fuel receipts and mail hard copies to the house once a week, my CPA told my the IRS accepts digital copies, so instead of mailing her 2-3 reams of paper...i just send her a thumb drive now

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Good idea. It saves space in the cab and is safer too. You have got to love the USB thumb drive! Now you've got me looking for a new Printer/Scanner/Copier that has Wi-Fi and fits on top of my left closet again!

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I have a HP 3520...got it at Sam's for $65 and uses the indiviual color inks as opposed to one tricolor

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I definitely save my fuel receipts. Great for proving where you were / what you were doing in case of audit. And gotta have them for IFTA reporting. I use a free app called keeptruckin that lets you take a pic of fuel receipts and enter gallons, cost, etc. At the end of the quarter I just go to the website and all of the receipts are in one place. really useful. they make it for android and iphone.

electronic logbook for android

electronic logbook for iphone and ipad

electronic logs keeptruckin

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Fuel receipts prove where I was? Prove it to whom? Surely not law enforcement. Fuel receipts only show a date, not a time. That's not much "proof" if someone is trying to match them up against logs.

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Timothy (Tim) will be eternally grateful.
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