2/22/2011

DTR – FROM PAPER TO PING

IRP/IFTA Audit WorkshopOrlando, Florida

February 2011

From this…

To This…

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Manual Data vs GPS Data

• Use of GPS enabled fleet management systems by industry growing

• Reason to purchase varies company to company– Typically collection of distance for fuel tax NOT top

of the list– Maintenance, dispatch, safety often take

precedence

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Vendors

• No two Fleet Management Systems are the same

• Distance by jurisdiction reports often an “afterthought” for fleet management systems– “Can we do IFTA reporting?”…”Uh,sure you can”

Harry, What’s an IFTA?

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Data Collection

• GPS systems collect– Latitude, longitude, date, time– Sometimes collect additional data

• Raw Data used to form the basis for IFTA/IRP Reporting.

• Not unlike the DTR is used

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What are the requirements?IRP

(i) Date of trip (starting and ending); (ii) Trip origin and destination; (iii) Route of travel (may be waived by Base Jurisdiction); (iv) Beginning and ending odometer or hubodometer reading of the trip (may be waived by Base Jurisdiction); (v) Total Distance; (vi) In-Jurisdiction Distance; and (vii) Power Unit number or vehicle identification number.

items (iii) and (iv). Also, a Base Jurisdiction may, in its discretion, require an IVDR to include additional information as follows: (i) Fleet number; (ii) Registrant’s name; (iii) Trailer number; and (iv) Driver’s signature and/or name.

IFTA

.005 Date of trip (starting and ending);

.010 Trip origin and destination;

.015 Route of travel (may be waived by base jurisdiction);

.020 Beginning and ending odometer or hubodometer reading of the trip (maybe waived by base jurisdiction);.025 Total trip miles/kilometers;.030 Miles/kilometers by jurisdiction;.035 Unit number or vehicle identification number;.040 Vehicle fleet number;.045 Registrant's name; and.050 may include additional information at the discretion of the base jurisdiction.

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Data Requirements1. Date of trip (starting and ending);2. Trip origin and destination;3. Route of travel (may be waived by base jurisdiction);4. Beginning and ending odometer or hubodometer reading of the

trip (maybe waived by base jurisdiction);5. Total trip miles/kilometers;6. Miles/kilometers by jurisdiction;7. Unit number or vehicle identification number;8. Vehicle fleet number;9. Registrant's name; and10. May include additional information at the discretion of the base

jurisdiction.

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#1 -- Date of the Trip (starting & ending)

Manual DTRHandwritten by driver

supported by bill of lading, dispatch records, fuel receipts, etc.A trip can be any length of time. Often it is a round trip with an intermittent (turn around) point between

GPS DataGenerated by GPS clock, the most accurate clock in the worldsupported by bill of lading, dispatch records, fuel receipts, etc.Generally a trip is based on time vs load parameters –often 24 hours – but that depends on the system

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#2 -- Trip origin and destination

Manual DTRHandwritten by driverDisplayed on a piece of paper

GPS DataGenerated by GPS using latitude and longitude pointsDisplayed in a spreadsheet, report and can be supported by a map

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#3 -- Route of travel (may be waived by base jurisdiction)

Manual DTRDriver writes down on the DTR along with distance per jurisdiction. Alternatively, they can write down odometer crossing at each jurisdiction crossing.

GPS DataAutomatically captured by the GPS. Can vary according to the method of used to calculate the distance by jurisdiction.Often verified by display on a map

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#4 -- Beginning and ending odometer or hubodometer reading of the trip

(maybe waived by base jurisdiction)

Manual DTRWritten down by Driver.

GPS DataIf the system allows for it, captured from the engine by the in-truck hardware.

If not available can reconcile monthly to a handwritten odometer reading.

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#5 -- Total trip miles/kilometers

Manual DTRDetermined by total distance recorded and/or the start and end odometer readings written down by the driver.

GPS DataDetermined by an arithmetic calculation using the latitude, longitude, date, speed and time of the data collected by the GPS device; or

Data run through a mileage calculation program; or

The start and end engine odometer reading captured by the GPS device.

Could use a manual odometer reading for reconciliation.

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#6 --Miles/kilometers by jurisdiction

Manual DTRWritten down by driver or determined from odometer readings captured at jurisdiction crossing.

GPS DataCalculated using latitude, longitude, date and time.

Two most common methods used are plugging GPS data into miler program or using geofenced file along with arithmetic formula to determine jurisdictional distance.

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Use of Geo-Fencing

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#7 -- Unit number or vehicle identification number

Manual DTRHandwritten down by driver.

GPS DataUnit typically hardwired into vehicle. Database links unit to in-cab hardware.

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#8 -- Vehicle fleet number

Manual DTRTypically captured either by the driver on the DTR or by the administration when compiling data for reporting.

GPS DataTypically captured by administration when compiling data for reporting.

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#9 -- Registrant's name

Manual DTROften pre-printed on DTR. Could be handwritten by driver.

GPS DataCaptured on reports generated by computer system compiling the GPS data.

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# 10 --May include additional information at the discretion of the base jurisdiction

Manual DTRVaries by jurisdiction.

GPS DataVaries by jurisdiction.

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What happens with the GPS points?

• Total distance is calculated• Distance by jurisdiction is determined• Reports are compiled and submitted to

government

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The device stops working

• What happens when an odometer stops working?

• What happens if a driver doesn’t turn in a DTR?

• The trip gets recreated using fuel receipts, dispatch records, mileage programs, etc.

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What if a driver meddles with the GPS?

• It’s the same as if a driver falsifies a manual DTR and often easier to catch.

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Other questions?

2/22/2011

DTR – FROM PAPER TO PING

IRP/IFTA Audit WorkshopOrlando, Florida

February 2011