International fuel tax agreement miles are all miles your vehicle ran throughout the quarter in each IFTA jurisdiction.

NOTE: Miles include empty or deadhead miles (empty load/trailer), moving around the yard or to the mechanic shop, and personal conveyance miles.

To confirm whether IFTA is enabled:

1. On the Linxup portal, select ‘Setup’ from the top toolbar.
2. Select ‘Tracker Setup’ from the left menu.
3. Select the edit pencil on the tracker you are looking to add the IFTA ID to.
4. Confirm whether IFTA is enabled.

NOTE: If IFTA is not enabled, please reach out to Support to enable IFTA on your account.

To add an IFTA ID:

1. On the Linxup portal, select ‘Setup’ from the top toolbar.
2. Select ‘Tracker Setup’ from the left menu.
3. Select the edit pencil on the tracker you are looking to add the IFTA ID to.
4. Confirm whether IFTA is enabled.

NOTE: If IFTA is not enabled, the IFTA ID field will not appear. Please reach out to Support to enable IFTA on your account.

5. Enter your chosen ID in the IFTA ID field and select ‘SAVE.’

To change an IFTA ID:

1. On the Linxup portal, select ‘Setup’ from the top toolbar.
2. Select ‘Tracker Setup’ from the left menu.
3. Select the edit pencil on the tracker you are looking to change the IFTA ID of.
4. Enter your new chosen ID in the IFTA ID field and select ‘SAVE.’

NOTE: Avoid putting the same IFTA ID on two separate devices to ensure accurate reporting.

When a unit with a new IFTA ID is created or updated, it will populate in ProMiles in 3-6 days.

If a device has IFTA enabled but no IFTA ID entered on the Linxup portal, it will flow into ProMiles and populate as a “null” unit. 

To resolve this, add an IFTA ID for this device on the Linxup portal.

NOTE: If 1 device is missing an IFTA ID and populates in ProMiles as a “null” unit, you can add the IFTA ID in Linxup and move the trips to this new ID once the unit populates in ProMiles.

If there are multiple devices sending “null” unit data to ProMiles, enter the IFTA IDs in Linxup and reach out to Linxup Support to move the trips.

 To move trips to a different unit:

1. On Linxup, add the IFTA ID to the new unit.
   • On the Linxup portal, select ‘Setup’ from the top toolbar.
   • Select ‘Tracker Setup’ from the left menu.
   • Select the edit pencil on the tracker you are looking to add the IFTA ID to.
   • Enter your chosen ID in the IFTA ID field and select ‘SAVE.’
2. Launch ProMiles.
   • On your Linxup portal, select ‘Reports’ from the top toolbar.
   • Select ‘IFTA’ from the left menu to launch ProMiles.
   • On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
3. Move trips from the old unit ID to the new unit ID.
   • Select the unit you are looking to move the trips from.
   • Select ‘Trip Records.’
   • Select ‘Select Trips.’
   • Select ‘Move to Unit [NEW ID].’

NOTE: Moving trips is helpful when you have the same truck but the change the IFTA ID and your goal is to keep the trips and miles of this truck in one unit.

ProMiles is a trucking software solution that automates fuel tax reporting and route planning, backed by over 20 years of industry experience.

ProMiles Automated Fuel Tax Reporting

ProMiles offers training for new customers! Simply email support@promiles.com to schedule your training.

To access ProMiles:

1. On your Linxup portal, select ‘Reports’ from the top toolbar.
2. Select ‘IFTA’ from the left menu to launch ProMiles.
3. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.

To deactivate a unit in ProMiles:

1. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
2. Select the unit you are looking to deactivate and select ‘Edit Truck.’
3. Select the ‘Operations’ tab and set the deactivation date.

NOTE: If the deactivation date is set for today, the unit will be removed from future reports.

To view deactivated units in ProMiles:

1. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
2. On the unit list, select ‘Show Deactivated.’

NOTE: If a deactivated unit took a trip, the trip will be posted when the unit has been reactivated.

To add fuel purchases:

1. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
2. Select the unit.
3. Select ‘Fuel Purchases.’

OR

1. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
2. Select the unit.
3. Select ‘Manage Fuel.’
   • You can view status, state, amount, and interest.

NOTE: A circle with an exclamation point means no trip was found for that date.

If you select ‘Unused Fuel to Trips,’ the system will attempt to attach fuel with unused status to a trip.

ProMiles keeps data for up to 7 years.

ProMiles email: AFTRSupport@promiles.com

ProMiles phone number: 1-800-324-8588

To run reports:

1. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
2. Select ‘Run Reports.’
   • The most common reports are:
     • IFTA Base State Official
     • IFTA Generic
     • Fuel and Mile Tax Summary
3. Choose the year, quarter, or month to process the report for.
   • Enter your email to receive a PDF of the report.
4. Select ‘Run Now’ or ‘Schedule This Report.’
   • Scheduled Reports will populate in the ‘Scheduled Reports’ tab.
5. Run reports populate at the top of the Report Queue.

NOTE: There is no limit to how many reports you can run.

Enter your company information on Settings > Company Information.

The most common reports are:

• IFTA Base State Official
• IFTA Generic
• Fuel and Mile Tax Summary

To schedule a report to be emailed:

1. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
2. Select ‘Run Reports.’
   • The most common reports are:
     • IFTA Base State Official
     • IFTA Generic
     • Fuel and Mile Tax Summary
3. Choose the year, quarter, or month to process the report for.
   • Enter your email to receive a PDF of the report.
4. Select ‘Schedule This Report.’
   • Scheduled Reports will populate in the ‘Scheduled Reports’ tab.

To find previously run reports:

1. On ProMiles, select ‘Fuel Tax Online’ from the top toolbar.
2. Select ‘Run Reports.’
   • Scheduled Reports will populate in the ‘Scheduled Reports’ tab.
   • Run reports populate at the top of the Report Queue.

The State Mileage Report (SMR) is an internal report generated quarterly. It provides the total miles driven in each state where a vehicle has traveled during the selected quarter.

If SMR is enabled for your account, you can find this report by navigating to the Reports tab on the top toolbar and selecting SMR from the left menu.

You can enable SMR on your portal by following these steps:

1. Select ‘Setup’ from your top toolbar.
2. Select ‘My Account’ from the left menu.
3. In the ‘Account Options’ box, select the toggle next to State Mileage Report to enable SMR.
4. SMR will now populate on the left menu on the Reports tab.

SMR is free with your vehicle tracker service.

SMR is available for all vehicle trackers or asset trackers with vehicle profiles.

If a trip is missing from the Trips Report or Route Replay, it was never recorded in the system. Therefore, it cannot be added to the SMR report. A separate investigation would be required to determine why the trip wasn’t recorded.

If this occurred, please reach out to Linxup Support to investigate the missing trips by calling 877-732-4980 or emailing support@linxup.com. 

The SMR and Trips reports pull data from different mileage databases. This can result in small discrepancies between the two reports.

SMR starts reporting miles after it has been enabled.

Support can rerun the SMR to include mileage from before the SMR was enabled.

If there is mileage from before SMR was enabled that needs to be added, Support can rerun the SMR to include that earlier mileage.

Please reach out to Linxup Support to rerun the SMR by calling 877-732-4980 or emailing support@linxup.com. 

To retrieve IFTA data after your Linxup service has been canceled, please reach out to ProMiles for assistance.

ProMiles email: AFTRSupport@promiles.com

ProMiles phone number: 1-800-324-8588

Odometer gaps occur when ProMiles finds there is a difference between the odometer reading from the Linxup portal and the trip distance calculated from GPS data.

This discrepancy is flagged when the two values don’t match within a 5% margin or 20 miles.

NOTE: If the total miles for the day are accurate, ProMiles recommends to leave the odometer gaps as is.

While there should not be large discrepancies, the method of calculating mileage is different between the two systems. There are scenarios where there will be expected, small discrepancies.

Linxup waits two days to send your location data to ProMiles to allow any trackers outside of network range to return and upload any stored data.

ProMiles can then take up to 3 days to process the data that is sent to them. Please allow up to 5 days for data to appear in the ProMiles site.