The Enterprise level menu functionality includes all functions for the Enterprise Client and administrative functions for the system. The MCS Enterprise Menu will be displayed when the user logs in to the system.

Enterprise Menu

Enterprise Menu features:

· Page Header indicates which menu is currently displayed.

· Select “Sign Off” to exit the system

· Select “Application – IFTA” and the IFTA Main Menu will be displayed as follows:

IFTA Menu

IFTA Menu features:

· Page Header indicates which menu is currently displayed.

· Select “Sign Off” to exit the system

· Select “Enterprise” and the user will be returned to the Enterprise Main Menu.

The Business Function beiong performed is displayed along the top of each screen as shown:

1.2 Validation Screens

After the user finishes the data entry for a particular function, the system will present a validation screen to provide the user with the opportunity to validate the information before it is stored. The following screen shows the validation screen for a New Client transaction.

The following functions are available from the validation screens:

· Select “Back” button to return to the data entry screen and correct the information as needed.

· Select “Proceed” button to continue navigation to the next logical step of the transaction

· Select “Quit” button to exit to the appropriate menu. Current information on the screen is not saved.

1.3 Standard Button Selections

The MCS interface uses a set of standard button selections through the business transaction. The following list provides the set of standard selection and a brief description of their function:

Proceed

Continues transaction processing to next step

Refresh

Restores all enterable values on the screen to their original values

Quit

Exists to the appropriate menu and does not save the information on the current screen. From inquiry pop-up, the quit will close the pop-up

Back

Returns to previous screen

Cancel

Return to menu and deletes (backs out) all information associated with the transaction

Help

Provide assistance regarding use of the current screen

1.4 IFTA Transaction Flow and Navigation

For Supplement and Tax Return processing, the business transaction includes multiple screens. The screens associated with these processes display tabs across the top of the screen showing the user exactly what stage they are at in the process. Fro example, the screen below shows the user is at the Billing stage and that they have finished the Fleet processing.

The user may return to the previous tab screen by double clicking on that tab. If the supplement is in invoiced status or the tax return has been calculated, the user will have to cancel the invoice before they are allowed to return to any previous screen of information.

1.5 Inquiry Features

Selecting the Inquiry Function in the MCS system, the provide the user with a pop-up inquiry screen. Pop-ups must be enabled for inquiry to work. All inquiry screens have three sections:

1. selection criteria,

2. selection list,

3. inquiry tree structure.

The user will enter information into the selection criteria area and select “proceed”.

· If multiple items are selected used the selection criteria provided, a select list will be displayed

· Select one item from the selection list by clicking on the “blue” select option

· After one item is selected, the inquiry tree structure will be displayed

· The user can expand and contract the inquiry tree as needed

o Clicking on the “-“ will contract

o Clicking on the “+” will expand

· Selecting “quit” from the Inquiry pop up will close the pop-up screen

The MCS system has the following inquiry functions by menu.

§ Enterprise Menu Inquiry Options

o Enterprise Client

o Escrow

o Administrative Fee

o Inventory

o User Management

· IFTA Menu Inquiry Options

o IFTA Fleet

o Tax Return

o Tax Rates

o Payment

o Supplement

o Payment

2 Enterprise Client

Before an IFTA fleet can be established, the carrier must have an existing Enterprise Client. The Enterprise client provides a common customer number and interface ensuring the MCS system will provide cross system inquiries and edits between IRP and IFTA. The user will select the New Client Function from the Client drop down menu item to create a new Client record.

2.1 Creating an Enterprise Client

After selecting the Create New Client function the “Insert Enterprise Client” Screen will be displayed to gather some basic information about the Client including the FEIN/SSN and USDOT if available. The user will select “Proceed” and the MCS system will check for a duplicate carrier in the system and provide appropriate error messages.

Once the information is validated and the user selects “Proceed” the Enterprise Client screen is displayed with the entered FEIN/SSN.

The user will enter/confirm the following information:

· Tax ID number (TIN) – Mandatory – TAX ID was entered on the first screen and is not changeable during the Add process. The Tax ID is for the IFTA fleet and IRP fleet(s) must be the same.

· Tax ID type – either Federal Tax ID or SSN

· USDOT number – Optional – if provided must be unique number

· Client Status – new clients will always have an active status

· Old IRP Account number – used for reference to the legacy IRP system

· Business name. This is a mandatory and will be used by IFTA for the licensee name.

· Business Contact name. This is an optional field for the contact name for the business.

· Business Phone number – optional – phone number for the business

· Business Fax number – optional – fax number for the business

· E-filer - An indicator if the carrier will receive email and renewal notifications by email rather than through the mail.

· Email Id - This is an optional field used to store the email address for the business. This field is mandatory if e-filer is checked.

· Service provider ID – if the customer has a service provider the appropriate id must be selected from the drop down. This information is used to determine who will have access to the account for processing supplements and tax returns for the carrier.

· Escrow allowed Indicator - Iowa is allowing some carriers the ability to have an escrow account. If this is not allowed, the MCS application will not allow deposits into the escrow account or refund posted to the escrow.

· Refund to escrow Indicator - This indicates that the carrier’s refund will go to an escrow account rather than the refund process.

· Place of Business address - Each carrier must have a place of business address. The jurisdiction/state must be in Iowa, South Dakota, Minnesota, Missouri, or Nebraska. If state other than Iowa, the user must select an Iowa county from the drop down list. All addresses will have street 1 address. If the state of Iowa is selected, the MCS will validate the zip, city and county combination.

· Mailing address - The mailing address is accessed by clicking on the tab. Mailing address is optional. If a mailing address is not provided, the MCS system. Mailing address can be in a state other than Iowa. If the state of Iowa is selected, the MCS system will validate the zip and city.

· Comments - The user can entered comments about the Enterprise Client. These comments are not updateable or viewable by the WEB users.

Once the mandatory information is entered for the Client, the user will select “proceed”. The validation screen will display for the users review.

From the validation screen, the user can select “proceed” to finalize the creation of the Enterprise client.

If information needs to be corrected, the user can select “back”, make the required changes and proceed again.

Once “proceed” is selected from the validation screen, the client information will be stored and a message on the Enterprise main Menu Screen will provide the new Client ID number.

2.2 Update an Enterprise Client

The user will select the Update Client Function from the Client drop down menu item to update an existing Client record and the Search Screen will be displayed. The user will providing any one of the following fields on the search screen:

Tax ID number,
USDOT number,
Business Name or
Client ID

If the carrier name is provided and more than one customer exists matching the name, a selection list will be provided

When a specific customer is selected for update, the user selects “proceed” to display the client update screen with the existing client information pre-populated on the Enterprise Client screen.

The user may update the information as necessary. Whenever any information is changed on the Enterprise Client, the previous information history is kept. The user can perform inquiries on history records using the Inquiry function.

Changes to the Tax ID and USDOT number will be validated to ensure that duplicate customers are not created through the change process.

When information is changed at the client level, it is important to note that changes will not necessarily be automatically made at the IRP/IFTA level. The reason for this is that for some types of field changes credentials must be reissued and fees may be charged. For these types of field changes the system will utilize supplement processing to execute the changes. When the Tax ID or business names are changed, the MCS system will generate a :Change Fleet” supplement on the most recent IFTA fleet since a new license will be required. The user can then proceed to “Work in Progress” and finish processing the “Change Fleet” supplement to issue a new IFTA license with the appropriate changes.

The procedure to follow for Business name changes and Tax ID changes is as follows:

· Change the information required on the Enterprise Client

· From the IFTA menu, select “Work in Progress – Search Supplement”

· Provide either the Client Id for the TIN and select “proceed”

· An open Change Fleet supplement will be in the select list.

· Select the open supplement and the MCS system will display the billing screen.

· If additional information such as address needs to be changed at the fleet level, the user can proceed to the fleet screen by clicking on the fleet tab at the top of the billing screen.

· Upon completion of the supplement, a new license will be provided in the format selected.

Two active customers cannot have the same TIN. Error messages will be provided and the TIN must be corrected to continue.

Additional fields kept on the Enterprise Client that may be updated are:

· IFTA penalty overrides.

§ The MCS system will store the year and quarter of the last overridden penalty for easy reference by internal users. This field is only updateable by the system.

· IRP penalty overrides.

§ The MCS system will store information about the supplement and year of the last overridden penalty in IRP. This field is only updateable by the system.

· Bankruptcy information including start and end date and an indicator if the carrier has come out from under bankruptcy protection. These fields are updatable by the users and will affect the suspension process for IFTA.

§ When a carrier files bankruptcy, they notify Iowa of the petition for bankruptcy. The MCS system will provide a date field for entry of the bankruptcy date. This date can be changed if necessary either when the bankruptcy is finalized or is dropped. For IFTA, the bankruptcy indication affects processing of the non-filer and suspension notices. Payments for the IFTA quarterly tax return originals, amendments and audits can be accepted. Appeals will be tracked on the IRP supplement or IFTA tax return quarter level.

· Bad Check (NSF) indicators.

§ Some customers over time may have problems with non-sufficient checks. The MCS system will provide the ability to indicate at the Enterprise Client level that a customer must pay all transactions with guaranteed funds. In the MCS system, the Iowa users will set this status on the Enterprise Client level and will be a manual process.

§ There will be a batch job that will look at the dates and remove the indicator when a year has passed since the bad check date. At the discretion of Iowa management, the Bad Check indicator may be set to indicate a “permanent” flag for carrier with multiple offenses.

2.3 Enterprise Client Escrow Functionality

Additional functions at the Enterprise Client include the ability to establish client escrow/credit. For the IFTA implementation there will be an Enterprise Client escrow, IFTA prepayment, and IFTA Bond.

2.3.1 Escrow, Prepay and Bonds

When a customer wants to deposit money into their account, the MCS system provides a deposit mechanism to keep track of the money and make sure it is used for the appropriate system transaction.

The MCS system has three major sources of deposit:

Escrow Deposit – This type of deposit is tied to the client and can be used for the purpose of paying any transaction the user wants to pay.

The procedures to enter escrow are as follows:

· Select “Payment – Escrow Deposit” from the Enterprise menu

o Provide the Client ID

o Provide the Deposit Amount

· Select “Proceed” to display the validation screen

o Verify the information especially the licensee name

· Select “Proceed” to display the payment screen

o Enter the payment information as required

Prepayment Deposit– This type of deposit is tied to a specific transaction (IRP supplement or IFTA QTR) and can only be used to pay for that transaction. If this prepayment amount is needed for something else, the user will transfer this amount to the Escrow and then apply as necessary. Money cannot be retransferred from Escrow into Pre-pay.

The procedures to enter an IFTA prepayment are as follows:

· Select “Payment – Escrow Deposit” from the Enterprise menu

· Provide the following information:

o Client ID

o Application type – select IFTA

o Prepayment amount

o Return Year

o Return Quarter

o Amendment no – Original is zero

o Fuel type

· Select “Proceed” to display the validation screen

o Verify the information especially the licensee name

· Select “Proceed” to display the payment screen

Cash Bond – tied to the client and can be moved to escrow to pay for a transaction. If there is any remaining balance it will be refunded. The bond information and status will be updated to reflect that it was applied.

· Select “Payment – IFTA Bond Deposit” from the Enterprise menu

o Provide the Client ID

o Provide the Deposit Amount

· Select “Proceed” to display the validation screen

o Verify the information especially the licensee name

· Select “Proceed” to display the payment screen

o Enter the payment information as required

These types of deposits will be reported in a Daily Receipt – Escrow, Prepay, Bond report. It will show an application ID on each line to show the type of deposit.

The consumption of these monies used to pay for transactions will show on the Daily Ledger Report. The Escrow column will reflect the amount used to pay for the transaction but is not included in the deposit amount since it was already deposited.

3 New Fleet

To create a new fleet, an Enterprise client record must exist. To begin the transaction, the user will select the New Fleet function from the IFTA Menu and the Search screen will be displayed. The user must provide the Client ID or Tax ID and select Proceed..

If an Enterprise client is not found matching the provided data, an error message will be displayed. The user can check their information for correctness and take the necessary action.

The Enterprise Client information will be searched on the provided information, if an Enterprise client is found the process will continue to the Create Fleet Screen.

3.1 IFTA Fleet Information

A majority of the IFTA fleet information will be brought forward from the Enterprise Client profile and the user may update IFTA specific information as required.

3.1.1 Fleet Number

This is assigned by the system. Iowa will have only one fleet and the fleet number will be zero and cannot be changed.

3.1.2 Client ID

The client id was assigned when the client was created and cannot be changed.

3.1.3 Business (Licensee) Name

This is the business name for the carrier and it pre-populated from the Enterprise Client business name and cannot be changed

3.1.4 Taxpayer Identification - TPID

The TPID is brought forward from the Client information and cannot be changed.

3.1.5 Doing Business As

The user can enter the DBA for the business if it is a corporation. According to Iowa business rules, the DBA name is printed on IFTA license and other documents or correspondence with the carrier s name.

3.1.6 Business Contact Name

This field is mandatory for IFTA and is pre-populated with the contact name from the Enterprise Client if provided. The user may change the contact name to the specified contact name for the given IFTA fleet.

3.1.7 Fleet Effective Date

IFTA licenses must be renewed annually and are normally valid for the calendar year January 1 through December 31. For a new fleet, the fleet effective date will default to today’s date and the user may change as necessary

3.1.8 Fleet Expiration Date

IFTA licenses must be renewed annually and will expire on December 31 for any given year. This date will default to December 31 of the current year. As the fleet effective year changes, the fleet expiration year will be set to match the effective date year.

3.1.9 Fleet Status

The default fleet status for the new fleet will be A – Active. For a complete listing of all statuses refer to Fleet Maintenance section of this document.

3.1.10 Phone Number

This field is mandatory and is the contact’s phone number. It is pre-populated from Enterprise Client, if provided, and may be changed for the IFTA fleet. An extension may be provided as necessary.

3.1.11 Fax Number

This field is not mandatory and is the fax number for the IFTA Fleet. It will be pre-populated from the Enterprise Client and can be updated as needed. This fax number will be used as the default value when selecting to fax correspondence and credentials to the carrier.

3.1.12 Electronic Filer

Electronic Filer is a checked box used to designate that a carrier would like to receive renewals and tax return reminders electronically. If this boxed is checked, the email address is required.

3.1.13 Email Address

The email address for the contact person or company address as requested by the carrier. This will be used as the default email address when selecting to mail correspondence and credentials to the carrier.

3.1.14 Fleet Addresses

The IFTA fleet can have up to four different addresses. The place of business and mailing address will be pre-populated from the Enterprise Client. The place of business address is mandatory and cannot be changed. The mailing address can be modified to a specific mailing address for the IFTA fleet. Each fleet can also have an optional decal shipping address and a Location of Records Address.

3.1.15 Operation Information

3.1.15.1 Fuel Types

The carrier must indicate all the fuel types for each fleet by clicking the check box beside the applicable fuel types.

3.1.15.2 Number of IFTA Decal Sets

The user must designate the number of set of decals they will be require and are to be invoiced for.

3.1.16 Reporting Service

The MCS system will provide a listing of valid reporting service companies and an associated client id. This information is entered on the Enterprise Client and will be pre-populated from the Client level. The user can change the reporting service and make it specific for the IFTA fleet.

To adding or update reporting service information, the user clicks on the Reporting Service Tab. The Reporting Service information is displayed including:

· Name

· Business Address

· Phone Number

· Fax Number

· Email Address

A Power of attorney document is required if the carrier is using someone other than an officer or employee of the company to file quarterly tax returns. Once the Power of Attorney is provided by the carrier, the user can click on the check box to indicate it has been received.

If the power of attorney check box has not been checked and there is a reporting service, the supplement transaction cannot continue.

3.1.17 Fleet Comments

The internal user can add any comments associated with the IFTA fleet. WEB users cannot add or view comments.

When all the information has been entered the user will click on the PROCEED button and the Validation Screen will be displayed. The user should select the “Proceed” button to display the validation screen. Once the information has been validated the user can select “Proceed” again to continue to the IFTA Billing Details screen.

3.2 Billing Information

The billing screen shows the billing information for the supplement but IFTA supplements do not require an invoice to be generated.

Once the billing screen is displayed the user has the ability to perform the following functions:

· Click the Fleet Tab to go back to the Fleet screen and update the information as long as the supplement status is “Open”

· Override License and/or Decal fees by checking the “Waive” check box beside the fee.

o License Fee – the amount of the license (if any) - can be overridden (checkbox) - WEB users cannot override any fees

o Decal Fee – the amount of the decals – can be overridden (checkbox) - WEB users cannot override any fees

· Override the shipping fee (if any) by checking the “Waive” check box and entering a new fee amount.

· Request 30 day permits be selecting the “30 Day Temporary” check box. The temporary permits are not issued until after payment is collected.

· Click the “Quit” button to exit the transaction and continue later

· Click the “Cancel” button to cancel the transaction entirely

· Click the “Proceed” button to Invoice the Supplement and proceed to the payment initialization screen.

· Cancel the bill if it is in “ invoice” status by selecting the Cncel button.

After all the information is entered at the billing screen, the user will select the Proceed button and the IFTA Payment Details screen will be displayed.

3.3 Payment

The payment process consists of two screens: IFTA payment details and Payment Collection.

3.3.1 IFTA Payment Details

This screen allows the user to perform the following functions:

Return to the Billing screen by clicking on the billing tab at the top of the screen
Waive fees by selecting the check box beside the fee
Change the receipt date of the payment – user enters a different date
Review the escrow balance for the customer – display only
Select the delivery method for the credentials by selecting from the drop down. If email or fax is selected, the user must provide an email or fax number respectively. Credentials are provided after payment is made.

o The shipping document must always be printed and will accompany any issued decals when mailed to the carrier. The web users will not have the ability to select print to an internal printer but they can select “View” the PDF document and then save the documents to their local hard drive or print to a local printer from the PDF display. When email is selected the user must also provide the email address. The email address will be defaulted to the fleet email address if provided. Similarly, if the fax is selected, the fax number will be defaulted to the fleet fax number if provided. Selecting view will display the credentials and shipping document in a PDF format.

o All credentials and shipping document are provided after payment is made.

After all the payment Details have bee entered the user will select the Proceed button and the validation screen will be displayed. Selecting “proceed” from the validation screen will proceed to the Payment Collection screen to collect the type and amount of payment.

3.3.2 Payment Collection

The Payment Collection screen is where the actual payment is made in the MCS system. The user has the following functionality from this screen:

· Enter payment information:

o Select payment type

§ Cash – requires a receipt number

§ Check – requires a check number

§ Wire transfer – requires a transfer number

§ Escrow funds - only displays if carrier has escrow funds available

o Enter amount

o Enter the associated receipt number

· Add payment types. User selects this when more than one payment type is required for the transaction. For example, paying with multiple checks or part cash and part check. Once this is selected another payment line will appear and the user can enter the payment information.

· Delete a selected payment method. To delete a payment line, check the check the delete check box on the line(s) to be deleted and press the “delete checked payment” push button.

After entering all the payment information, the user will select “proceed” and the validation screen will be displayed. If there are no errors the user will select Proceed and the post payment processing will be invoked.

3.4 Post Payment

Once a supplement has been paid for, the credentials for the given supplement can be issued. For a new fleet, the credentials issued include the

IFTA license,
Decals, and
Temporary authorities if requested.

Once the credentials are issued, the supplement status will be updated to “C” indicating Completed. The fleet information will be reported to the Clearinghouse and detailed on the reports going to non-Clearinghouse jurisdictions.

3.4.1 Thirty Day IFTA Temporary Decals

If the user has requested 30 day permits after selecting “proceed” from the payment validation screen, the Permit screen will be displayed.

For any given supplement, the number of temporary decals issued should be equal to or less than the number of sets of decals requested on the supplement. The decals will be issued after the information is added for all the vehicles.

3.4.1.1 Permit Information

From this screen the user has the following options:

· Proceed – user must provide the required information and proceed to the validation screen

· View Vehicle – selecting this will provide the user will a list of the vehicle that have been previously entered for permits

o Once the list of vehicles has been provided, the “Hide Vehicle” option will be provided which will remove the list from the screen

· Refresh – refreshes the screen to the original default values

· Quit – return to the IFTA menu – does not cancel the transaction

The effective date is defaulted to the current date and the expiration is defaulted to 30 calendar days from the effective date.

The user must provide the following vehicle information which is printed on the temporary decal:

· VIN - a warning will be provided is the VIN is less than 17 characters

· Unit number

Once the user enters the required information, selecting “proceed” will display the validation screen. This screen has the following options:

· Proceed. Selecting proceed will save the vehicle information to produce the temporary authority. The system will only provide one temporary for each set of decals requested.. If the user has not reached the maximum number of set of decals for the supplement, the “proceed” button will return to the permit screen to add information for additional temporary decals.

· Back. Redisplays the previous page so that errors may be corrected.

· Process for Credentials. If as user requested 5 sets of decals but only wants temporaries for 3 vehicles they can select the “Process for Credentials” button at any time to stop generating temporaries and produce the temporaries and shipping document required for the supplement.

Once all the information is added for all the temporary decal, the decals will be provided with the other credentials for the supplement. The temporary permit is an 8 ½ x 11 providing one vehicle per page with the following information:

· Carrier name

· Address

· Vehicle information – unit number and VIN

· IFTA fleet number

· Issue Date

· Expiration Date – calculated as thirty days from the issue date

· Signature

3.4.2 Issue Decals

Decals will be issued after full payment has been received for the supplement. Inventory files will be updated to reflect the decals issued. The supplement record will be updated to record the beginning and ending decal number. The inventory file will reflect each decal issued to the carrier. Decals are preprinted with the inventory number and are year specific.

3.4.3 Shipping Document

A shipping record will always be printed for each supplement that issues decals. The shipping document will provide the inventory clerk, the ranges of decals to pull from inventory. The shipping record will provide the following information:

Client ID
Carrier name
DBA if provided
Shipping address if provided, if not then mailing, if not then place of business address will be printed
Number of set of decals issued
Year of decals issued
Range of set of decals issued

3.4.4 IFTA License

The IFTA license will print on an 8 ½ x 11 piece of paper. The following carrier information will print on the license:

Client ID
Licensee Name
DBA if one exists
Place of Business Address
IFTA license number including base jurisdiction abbreviation and Tax ID number
License expiration date
License year

4 Renew IFTA Fleet

IFTA licenses must be renewed annually and are valid for the calendar year January 1 through December 31. Renewal Notices and decal applications are sent to active carriers with the tax return forms for the 3^rd quarter during the month of September.

All supplements from the previous year must be “Closed” for the renewal to be processed. This will make certain that any name change supplements are resolved before the renewal process begins, ensuring the carrier is charged for the name change.

4.1 Renewal Notice

Suspended and closed carriers cannot renew and should go through the reinstatement process. This will ensure that all fees are charged correctly.

The following options are available for printing the renewal notices:

· From the IFTA main menu select “Admin – generate renewal notice”

o View. Displays a blank form for use by a carrier

o Print. Creates all the renewal forms for a given year. This is a large job and should not be done during business hours.

· From the IFTA main menu select “Reprint – renewal notice”

o Provide the Client ID

o Provide the renewal year

o A form will be displayed for the client id and year specified.

4.2 Renewal Supplement

The renewal transaction is initiated by doing the following steps:

· Select “Supplement – Renew Fleet” from the IFTA menu

· Enter either the client id or TIN

· Enter the license year. The license year is the year that is being renewed. So if you are renewing for 2007, the license year being renewed is 2006.

· Select “proceed” to continue to the fleet screen.

The current IFTA fleet information will be populated with the existing values from the previous year except for the TIN, business name and place of business which will be populated from current value from Enterprise client. If changes are required for these fields, the user should change them by updating the Enterprise client information using the “Client – update” menu item on the Enterprise level menu.

4.2.1 Fleet Information

4.2.1.1 Licensee Name

This is the carrier’s business name and it pre-populated from the Enterprise Client business name and cannot be changed. If the name needs to be change, the user must change the name on the Enterprise client.

4.2.1.2 TPID

The TPID is the carrier’s FEIN/SSN and is pre-populated from the Enterprise Client value. If the TPID needs to be change, the user must change it on the Enterprise client.

4.2.1.3 Doing Business As

The DBA will be pre-populated from the existing IFTA fleet information and may be changed as necessary

4.2.1.4 Business Contact Name

This field is mandatory for IFTA and is pre-populated with the contact name from the current IFTA information. The user may change the contact name to the specified contact name for the IFTA fleet.

4.2.1.5 Fleet Effective Date

4.2.1.6 Fleet Expiration Date

4.2.1.7 Fleet Status

The current fleet status cannot be changed by the user.

4.2.1.8 Phone Number

This field is mandatory and is the contact’s phone number. This field is pre-populated with the contact phone number from the current IFTA information.

4.2.1.9 Fax Number

This field is not mandatory and is the fax number for the IFTA Fleet. This field is pre-populated with the fax number from the current IFTA information. This fax number is used as the default fax number when fax is selected for correspondence and credentials.

4.2.1.10 Electronic Filer

Electronic Filer is a checked box used to designate that a carrier would like to receive renewals and tax return reminders electronically. This field is pre-populated from the current IFTA information. If this boxed is checked, the email address is required.

4.2.1.11 Email Address

The email address for the contact person or company address as requested by the carrier. This field is pre-populated from the current IFTA information. This will be used for emailing various documents and notifications.

4.2.1.12 Fleet Addresses

The IFTA fleet can have up to four different addresses. The place of business address cannot be changed. The mailing address can be modified to a specific mailing address for the IFTA fleet. In addition to the mailing address, each fleet can have an optional decal shipping address and Location of Records address.

4.2.1.13 Operation Information

4.2.1.13.1 Fuel Types

The carrier must indicate all the fuel types for each fleet by checking the appropriate check box beside the fuel type. At least one fuel type must be checked.

4.2.1.13.2 Number of IFTA Decal Sets

The user must provide the number of set of decals the carrier will be invoiced for. Renewed carriers must have at least one set of decals issued to them.

4.2.1.14 Reporting Service

To adding or update reporting service information, the user clicks on the Reporting Service Tab. The Reporting Service information is displayed including:

· Name

· Business Address

· Phone Number

· Fax Number

· Email Address

If the power of attorney check box has not been checked and there is a reporting service, the supplement transaction cannot continue.

4.2.1.15 Fleet Comments

The internal user can add any comments associated with the IFTA fleet. WEB users cannot add or view comments.

Once the user has completed updating the fleet information, the user selects “proceed” to proceed to the fleet validation screen. If the information is correct, selecting “proceed” will display the billing screen. If the information is incorrect, selecting “back” will go back to the fleet screen and the user can update the information in error.

4.2.2 Billing Information

The IFTA supplements do not require the creation of an invoice. Once the billing screen is displayed the user has the ability to perform the following functions:

· Fleet tab (top of screen) – goes back to the Fleet screen and allows user to update the information when the supplement status is “Open”

· Override fees by checking the “Waive” check boxes

· Quit – exit the transaction to continue later

· Cancel – cancel the transaction removing the supplement

· Proceed – when supplement is in “open” status the supplement status will become invoice and will proceed to the payment initialization screen.

· Cancel billing – if the supplement is invoice the “Cancel” button becomes “Cancel Billing” and allows the user to cancel the invoice.

The following information is in the fee information portion of the screen:

License Fee – the amount of the license - can be overridden (checkbox) – license fee is charged if the carrier’s name, either business or DBA has changed. For 2008 renewal, the license fee will not be charged - WEB users cannot override any fees

Decal Fee – the amount of the decals – can be overridden (checkbox) - WEB users cannot override any fees

Shipping Fee – no shipping fees are currently charged. If the user overrides this they can enter an amount for the shipping fees. - WEB users cannot override any fees

4.2.3 Payment

See Section 3.3.

4.2.4 Post Payment

Once a supplement has been paid for, the credentials for the given supplement type can be issued. For a renew fleet, the credentials issued include the IFTA license and decals

Once the credentials are issued, the supplement status should be updated to “C” for Completed. The fleet information will be reported to the Clearinghouse and detailed on the reports going to non-Clearinghouse jurisdictions.

4.2.4.1 Issue Decals

4.2.4.2 Shipping Document

Client ID
Carrier name
DBA if provided
Shipping address if provided, if not then mailing, if not then place of business address will be printed
Number of set of decals issued
Year of decals issued
Range(s) of set of decals issued

4.2.4.3 IFTA License

The IFTA license will be provided either by email, fax or printed and shipped to the carrier with decals as required. The format for the license is provided in Appendix A. The IFTA license will print on an 8 ½ x 11 piece of paper. The following carrier information will print on the license:

Client ID
Licensee Name
DBA if one exists
Place of Business Address
IFTA license number including base jurisdiction abbreviation and Tax ID number
License expiration date
License year

5 Additional Decals

The Additional Decal supplement allows the user to issue additional decals to a specific fleet, and license year. The IFTA fleet status must be Active. The use will select the “Add Decals” supplement from the IFTA main menu and enter either the Client ID or the Tax Id Number, the License year and select the Proceed button and the IFTA Additional Decals screen will be displayed.

· The user will verify the licensee name and TPID selected to make sure it is the correct customer.

· The user will specify the number of decal set requested. A minimum of one set of decals is required.

· A comment may be added by the user. Comments cannot be added or viewed by the WEB users.

Once the information has been provided, the user should select “proceed” to display the verification screen. From the verification screen, the user can select “Proceed” to display the billing screen or select the “Back” button to change the number of sets of decals.

5.1 Billing Information

The IFTA supplements do not require the creation of an invoice. Once the billing screen is displayed the user has the ability to perform the following functions:

· Fleet tab (top of screen) – goes back to the previous screen and allows user to update the information when the supplement status is “Open”

· Override fees by checking the “Waive” check boxes

· Quit – exit the transaction to continue later

· Cancel – cancel the transaction removing the supplement

· Proceed – when supplement is in “open” status the supplement status will become invoice and will proceed to the payment initialization screen.

· Cancel billing – if the supplement is invoice the “Cancel” button becomes “Cancel Billing” and allows the user to cancel the invoice.

· Request 30 day temporary authorities - by checking the check box labeled 30 day temporary

The following information is in the fee information portion of the screen:

· Decal Fee – the amount of the decals – can be overridden (checkbox) - WEB users cannot override any fees

· Shipping Fee – no shipping fees are currently charged. If the user overrides this they can enter an amount for the shipping fees - WEB users cannot override any fees

5.1.1 Payment

See Section 3.3.

5.2 Post Payment

Once a supplement has been paid for, the credentials for the given supplement type can be issued. For an additional decal supplement, the credentials issued include decals and temporary authorities if requested.

5.2.1 Thirty Day IFTA Temporary Decals

· See Section 3.4.1.

5.2.2 Issue Decals

5.2.3 Shipping Document

Client ID
Carrier name
DBA if provided
Shipping address if provided, if not then mailing, if not then place of business address will be printed
Number of set of decals issued
Year of decals issued
Range(s) of set of decals issued

6 Change Fleet/Licensee Name Change

Throughout the year the carrier may need to change IFTA fleet information and receive a new license. The changes may include carrier name, DBA, addresses, and fuel types. As a result of this supplement a new license will be issued.

If the information changed is the carrier’s TPID (FEIN/SSN), licensee (business) name, or physical address this transaction must be initiated by changing the Enterprise client information. As a result of Enterprise client change, a change fleet supplement will be automatically created on the IFTA fleet. The user should use the “work in progress – supplement” process to complete the IFTA supplement. Following is the steps to follow:

· Update the Enterprise Client using “Client – Update” menu option on the Enterprise Menu

· Open the create IFTA supplement using “Work in Progress – Search Supplement” menu option from the IFTA menu

· Complete the open supplement

o If additional fleet information needs to be changed like mailing address, select the fleet tab at the top of the screen. This will also allow you to review the updated Enterprise client information on the fleet screen.

o Proceed through billing and payment screens for the supplement

This supplement can also be used outside of completing the changes initiated from the Enterprise client. For example, if only the carrier’s DBA name needed to be changed, the user would select the change fleet supplement from the IFTA menu. The user would be able to update any fleet information for the carrier with this supplement. To initiate this transaction, the user would select the supplement and provide the client id or TPID and appropriate year for the supplement.

It is important to note that a change fleet supplement only needs to be performed when a license is required. To change items such as mailing addresses, shipping address, reporting service and fuel types, the fleet maintenance business function can be used.

6.1 IFTA Fleet Information

The licensee name, place of business address and TPID are provided from the Enterprise client records and the rest of the information on the fleet screen is populated from the current IFTA fleet information.

6.1.1.1 Licensee Name

6.1.1.2 TPID

The TPID is the carrier’s FEIN/SSN and is pre-populated from the Enterprise Client value. If the TPID needs to be change, the user must change it on the Enterprise client.

6.1.1.3 Doing Business As

The DBA will be pre-populated from the existing IFTA fleet information and may be changed as necessary

6.1.1.4 Business Contact Name

This field is mandatory for IFTA and is pre-populated with the contact name from the current IFTA information. The user may change the contact name to the specified contact name for the IFTA fleet.

6.1.1.5 Fleet Effective Date

6.1.1.6 Fleet Expiration Date

6.1.1.7 Fleet Status

The current fleet status cannot be changed by the user.

6.1.1.8 Phone Number

This field is mandatory and is the contact’s phone number. This field is pre-populated with the contact phone number from the current IFTA information.

6.1.1.9 Fax Number

6.1.1.10 Electronic Filer

6.1.1.11 Email Address

6.1.1.12 Fleet Addresses

6.1.1.13 Operation Information

6.1.1.13.1 Fuel Types

The carrier must indicate all the fuel types for each fleet by checking the appropriate check box beside the fuel type. At least one fuel type must be checked.

6.1.1.13.2 Number of IFTA Decal Sets

Decals are not issued for this supplement.

6.1.1.14 Reporting Service

To adding or update reporting service information, the user clicks on the Reporting Service Tab. The Reporting Service information is displayed including:

· Name

· Business Address

· Phone Number

· Fax Number

· Email Address

If the power of attorney check box has not been checked and there is a reporting service, the supplement transaction cannot continue.

6.1.1.15 Fleet Comments

The internal user can add any comments associated with the IFTA fleet. WEB users cannot add or view comments.

6.2 Billing Information

The IFTA supplements do not require the creation of an invoice. Once the billing screen is displayed the user has the ability to perform the following functions:

· Fleet tab (top of screen) – goes back to the Fleet screen and allows user to update the information when the supplement status is “Open”

· Override fees by checking the “Waive” check boxes

· Quit – exit the transaction to continue later

· Cancel – cancel the transaction removing the supplement

· Proceed – when supplement is in “open” status the supplement status will become invoice and will proceed to the payment initialization screen.

· Cancel billing – if the supplement is invoice the “Cancel” button becomes “Cancel Billing” and allows the user to cancel the invoice.

The following information is in the fee information portion of the screen:

License Fee – the amount of the license - can be overridden (checkbox) – license fee is charged if the carrier’s name, either business or DBA has changed.

Client ID
Licensee Name
DBA if one exists
Place of Business Address
IFTA license number including base jurisdiction abbreviation and Tax ID number
License expiration date
License year