Electronic Record Keeping: Multiple Perspectives. The Paper Perspective

Transcription

1 Electronic Record Keeping: Multiple Perspectives Presented by Gary Markham (ProMiles) and Doug Varnes (IL) The Paper Perspective For years carriers have tracked their mileage using paper trips 1

2 The Paper Perspective Historically paper records were filled out by the drivers And most do a great job The Paper Perspective Others Well, maybe not so much 2

3 The Paper Perspective Some taxpayers are meticulous record keepers The Paper Perspective But Some are not so meticulous 3

4 Electronic Record Keeping Keeping Records Electronically -Or - GPS Records Electronic Record Keeping What is GPS? In 1973, the Pentagon proposed a global positioning satellite system that today is known as Navstar 4

5 Electronic Record Keeping NAVSTAR Global Positioning System NAVSTAR GPS was developed by the U.S. Department of Defense (DoD). The first generation of NAVSTAR satellites began launching in 1978 It became fully operational in 1995 Electronic Record Keeping It is based on a constellation of 24 satellites Each orbiting the earth at an altitude of almost 11,000 miles Each satellite broadcast messages by radio signals. Radio signals that travel at the speed of light 5

6 Electronic Record Keeping A 3-D position on the earth is calculated from distance measurements (using travel time of the satellite messages) from three satellites. This requires highly accurate clocks (accurate to within a nanosecond) on board the satellites. Electronic Record Keeping The distance between the receiver and the satellite can be calculated from the time it takes for the satellite signal to reach the receiver. To determine this time delay all we have to do is receive the codes from a satellite 6

7 Electronic Record Keeping The time difference is how long the signal took to get down to us. This allow the receiver to determine the distance Electronic Record Keeping Somewhere in the Midwest or West 7

8 Electronic Record Keeping 621 miles from Boise Electronic Record Keeping 690 miles from Minneapolis 8

9 Electronic Record Keeping 615 miles from Tucson Electronic Record Keeping Denver CO. 9

10 Electronic Record Keeping GPS works in much the same way Electronic Record Keeping Raw GPS Position Data 10

11 Electronic Record Keeping Every 10 minutes or so the receiver records a latitude and longitude Electronic Record Keeping Electronic Driver Trip Report 11

12 Electronic Record Keeping Electronic Driver Trip Report Detail How to store the data? 12

13 How Much Data - Really Trucks Month Quarter Year 1 12,600 37, , , ,000 1,512, , ,000 3,780, ,000 1,890,000 7,560, ,260,000 3,780,000 15,120, ,300,000 18,900,000 75,600, ,000,000 2,835,000,000 11,340,000,000 Questions that need Answers Does the GPS provider maintain historical data? If so For how long & in what format? Do they collect Odometer readings Do they maintain routed data? 13

14 Questions that need Answers If the Carrier/Taxpayer maintains the historical data Are they keeping everything they need Are they keeping it for the needed time period? Questions that need Answers Are they keeping routed and raw data If they only keep raw GPS data Are they keeping the version of the routing software used at the time of the filing? Do they have a reliable way to access the data? 14

15 Benefits of GPS over Paper Moving from Paper to GPS can offer many of benefits Less driver involvement More accurate mileage Greater safety Greater ROI on the GPS devices Electronic Record Keeping But we must be careful so we re not moving from this To This 15

16 IRP 1010 CONTENTS OF RECORDS For Records produced wholly or partly by a vehicle tracking system, including a system based on a global positioning system (GPS): the original GPS or other location data for the Vehicle to which the Records pertain the date and time of each GPS or other system reading the location of each GPS or other system reading IRP 1010 CONTENTS OF RECORDS beginning and ending reading from the odometer, hub odometer, engine control module (ECM), or any similar device calculated distance between each GPS or other system reading route of the Vehicle s travel total distance traveled by the Vehicle distance traveled in each jurisdiction Vehicle identification number 16

17 IFTA P640 DATA COLLECTION REQUIREMENTS To obtain the information needed to verify fleet distance, the device must collect the following data:.100 Required Trip Data.005 Date of Trip (starting and ending).010 Trip origin and destination (location code is acceptable);.015 Routes of travel or latitude/longitude positions used in lieu thereof IFTA P640 DATA COLLECTION REQUIREMENTS CONTINUED Beginning and ending odometer or hub odometer reading of the trip; Total trip distance; Distance by jurisdiction; Power unit number: Vehicle fleet number; and Registrant's name. Other items may be included at the discretion of the Base Jurisdiction 17

18 IRP 1010 CONTENTS OF RECORDS IFTA P650 REPORTING REQUIREMENTS Monthly summary of the Fleet s operations for: the full distance traveled by the Fleet the distance traveled by each Apportioned Vehicle in each Jurisdiction Quarterly summary of the Fleet s operations for: the full distance traveled by the Fleet the distance traveled in each Jurisdiction by the Vehicles in the Fleet Questions? 18