Individual Vehicle Distance and Fuel Record (IVDR) at a glance
What it is: Individual Vehicle Distance and Fuel Record (IVDR): use this form to record distance and fuel used for a trip or day of activity for a single vehicle.
A filled-in Individual Vehicle Distance and Fuel Record (IVDR) example: one truck drives from Michigan into Ohio and back
How to fill out Individual Vehicle Distance and Fuel Record (IVDR), box by box
Carrier and Vehicle
Enter the Carrier's name.
Enter the Carrier's street address, city, state, and zip code.
If you are leased on with a carrier based in Canada, enter the province name in the state field and the carrier's postal code in the zip code field.
Enter the vehicle unit number also referred to as the truck number. This is not the same as a Vehicle Identification Number (VIN).
Enter the driver's name who is completing the trip recorded on this form.
Enter the fuel type used in the vehicle, i.e., diesel, propane, gas, etc.
Trip Origin, Odometer, Distance, Highway or Route, Date, Stop and Gallons Purchased
In the Trip Origin - State/Jurisdiction Lines - Towns - Trip Destination column, enter the following: Trip Origin - the city and state/jurisdiction where the trip begins; State/Jurisdiction Lines - each state or jurisdiction line crossed; Towns where you load or unload; Trip Destination - the city and state/jurisdiction where the trip ends.
In the Odometer column, enter the odometer reading which corresponds to each of the locations entered in box 6.
In the Distance by State/Jurisdiction and from Point to Point column, enter the mileage between each of the locations entered in box 6.
In the Highway or Route Traveled column, enter the road, highway or interstate traveled between each of the locations entered in box 6.
In the Date Starting and Ending column, enter the date the trip began, the date you were in each location between the origin and destination locations, and the date the trip ended.
In the Name and Address of Fuel/Load and Delivery, or Destination column, enter the street address, city, state/jurisdiction, and zip or postal code for each location entered in box 6.
In the Gallons Purchased column, enter the total number of gallons of fuel purchased at each fuel stop.
Totals at the bottom of the form
In the bottom section of the form, enter the Ending Odometer reading and the Beginning Odometer reading. The Total Trip Distance is the difference between these two readings.
The second field named Total Trip Distance is the total of all miles entered in the Odometer column. The number in this field should equal the total trip distance determined in box 13.
In the Total Distance by State/Jurisdiction section, add the miles listed for each state or jurisdiction in box 8 and enter the total for each state.
In the Total Fuel Purchased field, enter the total number of gallons purchased during the trip. This is determined by adding the number of gallons purchased at each stop and listed in box 12.
In the last Total Trip Distance field, add all miles for each state/jurisdiction (listed in box 15) and enter the total. This total should match boxes 13 and 14.
More rules for Individual Vehicle Distance and Fuel Record (IVDR)
These records should be kept for five (5) years.
Please print all information entered on the IVDR. In case of an audit, it is very important for the information on this form to be legible.
Sources
[1] Individual Vehicle Distance and Fuel Record (IVDR) (the served file; no issuer file found) (the Official source link on this page).