"Agreement to Maintain Records" - Alberta, Canada

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Personal information is collected for the purpose of administering the International Registration
Plan and is collected under the authority of Freedom of Information and Protection of Privacy
Act section 33(c). Questions regarding the collection may be directed to the Prorate Office at
(403) 297-2920.
Prorate Services / 1st Floor, 803 Manning Rd NE, Calgary, AB T2E 7M8 / PH: (403) 297-2920 FX: (403) 297-2917 /
http://www.transportation.alberta.ca
AGREEMENT TO MAINTAIN RECORDS
IN ACCORDANCE WITH PRORATED REGISTRATION RECORD-KEEPING REQUIREMENTS
Any client filing an application for prorated registration must maintain records to support the information reported on the
application. The International Registration Plan (IRP) (Article X – Records and Audits ) requires that distance records (July
1 to June 30 ) and other documents be retained for four years. IRP requires that records be made available to auditors upon
request. In the event the registrant fails to provide adequate records Alberta will impose an assessment of twenty percent
(20%) for the first offense. For second offence, fifty percent (50%), and third offense, one hundred percent (100%). For a
description see the Alberta Prorate Information Guide or the IRP Agreement Article X - Section 1015 - Inadequate Records
Assessment. (effective July 1, 2013)
For Canada Customs and Revenue Agency (CCRA) Income Tax purposes all records must be retained for six years.
DOCUMENTS TO BE MAINTAINED
Detailed record-keeping information, requirements and sample forms are included in the Prorate Information Guide. This
information is subject to change. For updated information please visit our web site.
http://www.transportation.alberta.ca/
A training video that instructs carriers on the importance of record keeping can be found on the IRP web site
http://www.irponline.org/Education/TrainingVideo/
.
The following paragraphs briefly describe the documents required:
Each trip must be supported by vehicle records (a driver's trip sheet, driver's log or a tracking
Distance Documentation:
system such as one based on GPS) that contains the following information:
For manual and other records - 1) Date of trip (beginning and ending), 2) Trip origin and destination, 3) Routes (highway
numbers) traveled, 4) Odometer/hubometer readings, 5) Distance in each jurisdiction, 6) Total trip kilometres, 7) Vehicle
equipment number or identification number (for power unit and trailer).
For a vehicle tracking system – 1) GPS or location data reading at trip origin, 2) Date and time of each reading, 3) Location
of each reading, 4) Trip start and ending odometer/hubometer or engine control module readings, 5) Calculated distance
between each reading, 6) Route of travel, 7) Distance traveled in each jurisdiction, 8) Total trip kilometres, 9) Vehicle
equipment number or identification number (for power unit and trailer).
Monthly, quarterly and annual distance summaries must also be maintained. A summary of Fleet’s operations for each month
will include the distance traveled in total by each vehicle and the distance traveled in each jurisdiction by each vehicle. A
summary of the Fleet’s operation for each calendar quarter will include both the full distance traveled and the distance
traveled in each jurisdiction by the vehicles in the Fleet for that quarter. An annual distance summary will summarize the
quarterly summaries.
Purchase invoice, bill of sale and/or master lease agreement which itemize the full purchase
Vehicle Cost Documentation:
price, capitalized cost (including accessories and destination charges) of each vehicle.
DECLARATION: The undersigned acknowledges the requirements under the IRP to maintain records supporting
their prorate application.
NOTICE: an authorized company employee, not a licensing agent, must sign this Declaration.
COMPANY NAME
PHONE
ACCOUNT NUMBER / or MVID
CITY
PROV / STATE
DATE
AUTHORIZED COMPANY EMPLOYEE NAME (PRINT)
SIGNATURE
TITLE
Revised: May 30, 2013
Personal information is collected for the purpose of administering the International Registration
Plan and is collected under the authority of Freedom of Information and Protection of Privacy
Act section 33(c). Questions regarding the collection may be directed to the Prorate Office at
(403) 297-2920.
Prorate Services / 1st Floor, 803 Manning Rd NE, Calgary, AB T2E 7M8 / PH: (403) 297-2920 FX: (403) 297-2917 /
http://www.transportation.alberta.ca
AGREEMENT TO MAINTAIN RECORDS
IN ACCORDANCE WITH PRORATED REGISTRATION RECORD-KEEPING REQUIREMENTS
Any client filing an application for prorated registration must maintain records to support the information reported on the
application. The International Registration Plan (IRP) (Article X – Records and Audits ) requires that distance records (July
1 to June 30 ) and other documents be retained for four years. IRP requires that records be made available to auditors upon
request. In the event the registrant fails to provide adequate records Alberta will impose an assessment of twenty percent
(20%) for the first offense. For second offence, fifty percent (50%), and third offense, one hundred percent (100%). For a
description see the Alberta Prorate Information Guide or the IRP Agreement Article X - Section 1015 - Inadequate Records
Assessment. (effective July 1, 2013)
For Canada Customs and Revenue Agency (CCRA) Income Tax purposes all records must be retained for six years.
DOCUMENTS TO BE MAINTAINED
Detailed record-keeping information, requirements and sample forms are included in the Prorate Information Guide. This
information is subject to change. For updated information please visit our web site.
http://www.transportation.alberta.ca/
A training video that instructs carriers on the importance of record keeping can be found on the IRP web site
http://www.irponline.org/Education/TrainingVideo/
.
The following paragraphs briefly describe the documents required:
Each trip must be supported by vehicle records (a driver's trip sheet, driver's log or a tracking
Distance Documentation:
system such as one based on GPS) that contains the following information:
For manual and other records - 1) Date of trip (beginning and ending), 2) Trip origin and destination, 3) Routes (highway
numbers) traveled, 4) Odometer/hubometer readings, 5) Distance in each jurisdiction, 6) Total trip kilometres, 7) Vehicle
equipment number or identification number (for power unit and trailer).
For a vehicle tracking system – 1) GPS or location data reading at trip origin, 2) Date and time of each reading, 3) Location
of each reading, 4) Trip start and ending odometer/hubometer or engine control module readings, 5) Calculated distance
between each reading, 6) Route of travel, 7) Distance traveled in each jurisdiction, 8) Total trip kilometres, 9) Vehicle
equipment number or identification number (for power unit and trailer).
Monthly, quarterly and annual distance summaries must also be maintained. A summary of Fleet’s operations for each month
will include the distance traveled in total by each vehicle and the distance traveled in each jurisdiction by each vehicle. A
summary of the Fleet’s operation for each calendar quarter will include both the full distance traveled and the distance
traveled in each jurisdiction by the vehicles in the Fleet for that quarter. An annual distance summary will summarize the
quarterly summaries.
Purchase invoice, bill of sale and/or master lease agreement which itemize the full purchase
Vehicle Cost Documentation:
price, capitalized cost (including accessories and destination charges) of each vehicle.
DECLARATION: The undersigned acknowledges the requirements under the IRP to maintain records supporting
their prorate application.
NOTICE: an authorized company employee, not a licensing agent, must sign this Declaration.
COMPANY NAME
PHONE
ACCOUNT NUMBER / or MVID
CITY
PROV / STATE
DATE
AUTHORIZED COMPANY EMPLOYEE NAME (PRINT)
SIGNATURE
TITLE
Revised: May 30, 2013