Support | PC*MILER Fuel-Tax

General Information

The tax rates and tax forms included in PC*MILER|FuelTax are updated on a quarterly basis. Users are notified via email when an update is available to download and install. To make sure all applicable parties in your organization receive email notifications regarding the availability of an update, please contact an Enterprise Solutions Account Executive or call 800-377-6453, Ext. 1 with applicable names and email addresses.

PC*MILER|FuelTax quarterly updates are available approximately on or about the first business week of the month following the end of each quarter. The update schedule follows this general rule:

• .0 Version/Q3 filing — available in the beginning of October
• .1 Version/Q4 filing — available in the beginning of January
• .2 Version/Q1 filing — available in the beginning of April
• .3 Version/Q2 filing — available in the beginning of July

General Feature Use

Run the IRP Report (percentages) to see what your percentage of miles driven are for all of your jurisdictions. Then, under a fictitious trip or truck, use the percentages as a guideline to divide up (by percentages) the extra miles at the end of the month that you can't account for with trips versus odometers.

In the Jurisdiction dialog under the Tax Data tab, you can select Gross Weight Method or Unloaded Weight Method. For the Gross Weight Method, changing the Gross Weight of the unit in the Equipment Information dialog under the Specifications tab changes the tax rate. Rates can also vary for the Gross Weight Method depending on the number of empty legs and whether in the Equipment Information dialog under the ID tab the vehicle type is set for Tractor or Truck. In order for miles which are designated 'Loaded=N' to appear on the Weight Distance Tax Data Report, the 'Unladen Weight' must be equal to or greater than 7,001 lbs. The default value is 7000 lbs. For the Unloaded Weight Method the rate varies with the Unladen Weight set in the Equipment Information dialog under the Specifications tab. The rate also varies with the setting in the Equipment Information dialog under the ID tab for the “vehicle type” setting, Tractor or Truck. There are no credits for empty legs when using the Unladen Weight Method.

Custom names must be at least 5 characters in length to work in PC*MILER|FuelTax even though shorter named aliases work in PC*MILER.

Problem: When you enter the ending odometer reading on the trip legs worksheet and then start a new trip for the same truck, the beginning odometer reading is not always being incremented. Reason: When entering trips for a truck where start date for trips is the same, you cannot enter two trips within one minute or the beginning odometer reading will not change.

All fuel purchases entered in trips without miles will be reported on the Fuel Conflicts Report, even if there are other trips entered in the database with miles in the jurisdiction on the date the fuel was purchased. Probable Cause: You are running fuel conflicts report and it brings up a "fuel trip". This is a trip you use to enter all out of pocket fuel purchases for a particular truck. Any trip which has fuel but no miles will be reported on the Fuel Conflicts Report.

You can set up your companies as individual fleets and then when you are ready to print up a report for taxes or DOT just click on the company icon and change the name of the company title to the specific one you need to print. It will then print the header as that specific company (fleet).

Tax Calculation Reports: Weight/Distance Tax Report: For each unit, this report summarizes all the relevant mileage data and calculates weight distance taxes using the appropriate tax rates and calculations for each state that imposes such a tax. Currently Oregon, New York, New Mexico, Kentucky, Idaho and Arizona impose weight-distance/tonne-mile taxes. Note that PC*MILER|FuelTax also automatically calculates this tax on the New York, New Mexico, and Kentucky tax forms. These tax rates are not listed in the regular tax rate table. This report can be used as a tax calculation worksheet.

Owner/Operator Tax Credit Report: This report provides information on the amount of fuel and mileage tax owed or credit accumulated by individual units. For every unit, the report gives the total miles traveled by that unit (during the specified time period of the report), total gallons or liters of fuel purchased, and the average MPG or KPL calculated from these figures. (Alternatively, you can enter your own average manually - see Manually Entering Miles Per Gallon in the PC*MILER|FuelTax User Guide.) Underneath these figures, in columns from left to right, the following data is given for each jurisdiction the unit traveled through: taxable miles driven, total gallons/liters calculated for the jurisdiction (based on the average MPG or KPL), taxable gallons purchased, net volume of fuel for the jurisdiction (taxable volume of fuel purchased less the total volume calculated), fuel tax or credit owed, mileage tax or credit owed, and the total owed or due to be refunded.

PC*MILER|FuelTax is defaulted to exclude trucks under 26,000 lbs but Tennessee gives you a tax credit for that fuel. If you go in and change the weight to 26,001 it will report it.

Depending on the amount of data in the quarter being archived, and the speed of your computer, the archiving process may last anywhere from a few minutes to as much as several hours. Even though the task manager indicates that the program is not responding, it is unwise to end the task as damage to your database may occur. Try letting the archive process run while you are at lunch, or let it run overnight. If the process still fails to complete, contact PC*MILER Technical Support.

For travel on the Mass Turnpike on or after April 1, 1998, IFTA Licensees may take the Mass Turnpike exemption for IFTA qualified vehicles only on the IFTA consolidated return. Turnpike miles are to be included in total IFTA miles and excluded from taxable miles on the IFTA return for travel in MA. IFTA carriers may not make separate applications for Turnpike refunds using the MA Department of Revenue's Special Fuel Refund Application for IFTA qualified vehicle travel occurring on or after April 1, 1998.

The Turnpike exemption is available only to licensees having:
1) toll receipts or invoices issued by the Mass Turnpike Authority
2) original invoices or sales receipts of motor fuels showing the purchase of the fuel used on the Turnpike; or evidence that such motor fuels were transferred from bulk storage to the vehicle's tank. PC*MILER|FuelTax will automatically convert all Massachusetts Toll Miles to NON-TAXABLE miles.

This automatic change will happen in the following cases:
3) Mass Toll Miles entered manually will appear as NON-TAXABLE miles. (You have the option of changing the miles back to taxable before saving the trip.)
4) Mass Toll mileage calculated through PC*MILER will be NON-TAXABLE. (You have the option of changing the miles back to taxable before saving the trip.)

Imported Mass Toll Miles will be recorded as NON-TAXBLE miles, unless otherwise defined in your import settings. If you do not wish to take advantage of this exemption or do not have the supporting evidence listed above you must change these toll miles to Taxable. On the Trip Legs Worksheet in the column marked "Taxable" you must click with your left mouse button the word "No". The word "Yes" will now appear in this box switching these toll miles to Taxable.

Contact Support

  • Please note the version of your product in any correspondence so that we can answer your question more quickly.

    For PC*MILER Support:
    (PC*MILER and PC*MILER|Rail)
    Phone: 1-800-377-6453 (ext. 2)
    Phone: 1-609-683-0220 (ext. 2)

    NOTE: Support for PC*MILER|FuelTax was discontinued February 2015.

    Customer Service:
    If you have a question about your order, please contact your sales representative or email


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