IRP Record Keeping Requirements
Motor carriers must maintain mileage records that support the information that is reported on their annual IRP registration, which may be audited. All carriers sign a Record Retention Statement when registering for IRP. This statement provides a quick overview of the documentation requirements for an audit.
To meet IRP requirements, the carrier must keep mileage records for 6.5 years. This also includes monthly and quarterly summaries. Visit section 1000 in the IRP audit manuals for the exact language of the requirements.
Disclaimer: It is the carrier's responsibility to stay up to date on all current IRP regulations and the changes that are made. For more information visit www.irponline.org.
IRP record keeping requirements
Questions?
Questions about IRP record keeping?
515-239-1030
Dot.MCAudit@iowadot.us
Manual Documentation Requirements (Written Trip Reports)
Records produced by a means other than a vehicle-tracking system must include:
- Beginning and ending dates of the trip to which the records pertain.
- Origin and destination of the trip.
- Route of travel.
- Beginning and ending reading from the odometer, hubodometer, engine control module (ECM), or any similar device for the trip.
- Total distance of the trip.
- Distance traveled in each jurisdiction.
- Vehicle identification number or vehicle unit number.
What mileage needs to be recorded for each unit?
The carrier must maintain original, daily driver prepared, distance records for each IRP registered vehicle in their fleet. This includes all miles driven by each IRP power unit (including interjurisdictional and intrajurisdictional distances, loaded and unloaded mileage, and personal or business use travel).
NOTE: FMCSA hours of service rules are not the same as IRP regulations. IRP does not have any 100 or 150 mile radius exemptions. IRP requires all travel to be recorded.
If you have question on how to complete these forms, reach out to our audits team at Dot.MCAudit@iowadot.us
Electronic Vehicle Tracking Documentation Requirements
Records produced by a vehicle tracking system that utilizes latitudes and longitudes must create and maintain a record a minimum every 15 minutes when the vehicle’s engine is on. The data must include:
- Vehicle identification number or vehicle unit number.
- Date and time of each system reading.
- Latitude and longitude to include a minimum of 4 decimal places (0.0001) of each system reading.
- Odometer reading from the engine control module (ECM) of each system reading. If no ECM odometer is available, a beginning and ending dashboard odometer or hubometer for the trip will be acceptable.
An ELD is an electronic device designed to comply with the FMCSA criteria to accurately record a driver’s driving time for hours of service (HOS) compliance. IFTA and IRP each allow the use of electronic devices to document vehicle distance by jurisdiction provided that the required supporting data is maintained for audit purposes.
The purchase of an ELD does not necessarily mean it will be compliant for IFTA and IRP purposes or vice versa. Beware of vendors stating that their systems are IFTA or IRP certified. There is no such certification.
Inadequate Records Assessment
If the records provided by the registrant for audit fail to meet the criteria outlined in Section 1005(a) for the registrant's entire fleet, or if the registrant fails to produce any records within 30 calendar days of receiving a written request from the the Iowa DOT, an assessment will be imposed. The assessment will be 20% of the apportionable fees paid by the registrant for the registration of its fleet in the corresponding registration year.
If it is a second offense, the assessment will be 50% of the apportionable fees paid.
For third offenses and any subsequent offenses, the assessment will be 100% of the apportionable fees paid by the registrant for the registration of its fleet in the relevant registration year.
Disclaimer: The Iowa DOT has made every attempt to ensure the accuracy and reliability of the information provided on this website. The DOT does not take any responsibility or liability for the accuracy, content, and completeness of the information contained on the website. It is the carrier's responsibility to stay up to date on all current IRP regulations and the changes that are made. Find out more information about IRP regulations.