PRELIMINARY AGENDA REGISTRATION PACKET

Transcription

1 INTERNATIONAL FUEL TAX ASSOCIATION, INC. Manages The International Fuel Tax Agreement 2010 AUDIT WORKSHOP PRELIMINARY AGENDA REGISTRATION PACKET February 2-4, 2010 San Antonio, TX The IFTA and IRP Audit Committees invite you to this special workshop. Some of the topics scheduled to be discussed include: Auditor 101 and 301 Managing for Compliance Greater Efficiency in a Down Turned Economy Record Keeping in the 21st Century Fuel Tax Evasion Discovery Techniques Saw it on the News - Read it on the Net In addition, the Concurrent Breakouts are: It s a Long, Long Road Running on Empty Text Messaging

2 G reetings from San Antonio, Texas, where we hope to see you for the 12 th Annual IFTA / IRP Audit Workshop. You ll be staying in the Menger Hotel, built in 1859 which is immediately adjacent to the Alamo and near the San Antonio Riverwalk and Rivercenter Mall. It was in the Menger Hotel s bar that Teddy Roosevelt recruited his Rough Riders. It has also been rumored that there have been many ghostly sightings of Alamo-era citizens in the hotel lobby as well as its hallways. Visit MengerHotel.html to learn more about the hotel you ll be coming to. In addition to those attractions, during the Workshop you will travel from auditing boot camp in Auditor 101 to a special forces training in Auditor 301 while exclaiming over the dirty laundry revealed in Managing for Compliance. You ll be shown how to be more efficient with fewer resources and go green. Fuel tax evasion techniques will be explored as well as record keeping in the 21 st Century. You will be guided through websites you can use as audit tools and shown interesting and sometimes funny stories during Saw It on the News-Read It on the Web. While you go from basic training down the long, long road, make sure you don t run on empty and that you have tools handy to text message for help. As you venture through all of this you can be earning continuing education credit, networking and interacting with peers from all over the United States and Canada, and making new friends while renewing old friendships. Please join us for a very unique three-day experience at the 12 th Annual IFTA / IRP Audit Workshop. There is a wealth of information and knowledge imparted and presented by government personnel as well as private industry personnel. These insights and materials are offered at no other venue. When the Workshop ends for the day, enjoy the history and flavor of the area by strolling down the scenic Riverwalk. Bring a friend or two, or three, or. If you have any questions about this upcoming workshop, please contact any of the Audit Committee personnel or IFTA, Inc. for additional details. IFTA Audit Committee Chair AnnMarie Chamberlain Massachusetts Dept. of Revenue IRP Audit Committee Chair Chris Turnwall South Dakota Dept. of Revenue and Regulation Page 2

3 Monday, Feb. 1st 7:00 a.m. - 4:30 p.m. Workshop On-Site Check-In IFTA, Inc. Tuesday, Feb. 2nd 7:00 a.m. - 5:00 p.m. Workshop On-Site Check-In IFTA, Inc. 7:00 a.m. - 8:30 a.m. Continental Breakfast 8:30 a.m. - 12:00 p.m. CONCURRENT SESSIONS Auditor 101 Auditor Boot Camp for basic training involving distance and fuel errors Discover and discuss how your audits affect your fellow jurisdictions Receive helpful tips and techniques in IRP and IFTA auditing AnnMarie Chamberlain (MA), IFTA Audit Committee Chair, Joel Foreman (NE), Gerald Jackson (WY), Derrick Rumph (AR), Thom Rabaglia (WI), David Nicholson (OK) Managing for Compliance Equipping auditors and conquering some of the most challenging audit scenarios Promoting cooperation between audit and administrative operations Discover and discuss how your audits affect your fellow jurisdictions Dirty Laundry List - IFTA and IRP non-compliance citings Compliance Audit Working Group (CAWG) Preliminary IRP Ballot Discussions Jeff Hood (IN), Robert Schwab (MO), Mr. Rabaglia, Diane Robichaud-Cormier (NB), William Cullen (AZ) Auditor 301 Auditor special forces training involving household goods, bulk fuel, GPS technology, and other critical topics Time management concepts applied to audit situations Understanding jurisdictional fee percentage calculations Chris Turnwall (SD), IRP Audit Committee Chair, Dawn Lietz (NV), Mr. Cullen, Mr. Rabaglia, Carla Pape (ID) 12:00 p.m. - 1:30 p.m. Lunch - Provided 1:30 p.m. - 5:00 p.m. CONCURRENT SESSIONS CONTINUE 5:00 p.m. - 6:00 p.m. Workshop Planning Meeting All Committee Members and Presenters Wednesday, Feb. 3rd 7:00 a.m. - 5:00 p.m. Workshop On-Site Check-In IFTA, Inc. 7:00 a.m. - 8:30 a.m. Continental Breakfast 8:30 a.m. - 12:00 p.m. GENERAL SESSION Welcome and Housekeeping Ms. Chamberlain and Ms. Turnwall Team Building Building the Breakout Groups To Be Announced 10:00 a.m. - 10:30 a.m. Morning Break - Provided Page 3

4 10:30 a.m. - 12:00 p.m. Attorney s Presentation Attorneys Section Steering Committee Representative Greater Efficiency in a Down Turned Economy Ten cost saving techniques employed by jurisdictions through audit technology Auditing effectively and efficiently - saving audit resources Allen Cummings (CA), Drake Israel (IL) 12:00 p.m. - 1:00 p.m. Lunch Buffet - Provided 1:00 p.m. - 2:15 p.m. BREAKOUT SESSIONS Breakout Session #1 It s a Long, Long Road Without a trace: Everywhere is nowhere if distance is not recorded REV your engines! Reliable, Examinable, Verifiable recordkeeping Where d he go and how d he get there? Gene Hall (VA), Mr. Israel, Mr. Rumph Breakout Session #2 Running on Empty Using fuel receipts to determine routes of travel and confirming MPG calculations Fuel accountability elusive quality Audrey Martel (NH), Terry Hing (ON), Mr. Nicholson 2:15 p.m. - 2:30 p.m. Beverage Break - Provided 2:30 p.m. - 3:45 p.m. BREAKOUT SESSIONS 3:45 p.m. - 4:00 p.m. Beverage Break - Provided 4:00 p.m. - 5:15 p.m. BREAKOUT SESSIONS Thursday, Feb. 4th 7:00 a.m. - 5:00 p.m. Workshop On-Site Assistance IFTA, Inc. 7:00 a.m. - 8:30 a.m. Breakfast Buffet 8:30 a.m. - 12:00 p.m. GENERAL SESSION Record Keeping in the 21st Century Reflections on where we ve been How far we ve come Where we are headed for the future Discover the intricacies of data collection by IFTA Licensees / IRP Registrants Connie Owen (J.J. Keller) and Sandy Johnson (TTML) Breakout Session #3 Text Messaging MPG, KPL, IVDR, IAR. What does it all mean? Does your Interjurisdictional Audit Report offer a clear picture of the Licensee or Registrant? Save time and effort while producing a quality report Hoa Quach (AB), Charmin Tillman (MS), Mr. Young, Mr. Jackson Fuel Tax Evasion Discovery Techniques Bulk fuel Cash Receipts Mr. Cullen and Rick LaRose (CT) 10:00 a.m. - 10:30 a.m. Morning Break - Provided Page 4

5 What s New in IFTA Ballots IFTA Clearinghouse and Funds Netting Ms. Chamberlain and Ms. Lietz What s New in IRP Compliance Audit Working Group (CAWG) Analysis of the 3% audit requirement Review and update of the Audit Procedures Manual Compliance training programs for jurisdictions and industry Full Reciprocity Working Group Ms. Turnwall, Jay Starling (AL), Mr. Jackson Friday, Feb. 5th 8:00 a.m. - 5:00 p.m. IFTA Audit Committee Meeting Ms. Chamberlain 8:00 a.m. - 5:00 p.m. IRP Audit Committee Meeting Ms. Turnwall 8:00 a.m. - 5:00 p.m. Industry Advisory Committee Meeting Mahlon Gragen (ATC Leasing) Industry Advisory Committee Chair Audit Tools Using what is available more efficiently Helpful tips and websites Dan Young (MT) and Rich Wagner (KY) 12:00 p.m. - 1:30 p.m. Lunch - On Your Own 1:30 p.m. - Close GENERAL SESSION Town Hall Meeting Mr. LaRose and Mr. Rabaglia Saw it on the News - Read it on the Net Mr. Hall and Mr. Rabaglia General Session Wrap Up and Evaluations Ms. Chamberlain and Ms. Turnwall 3:00 p.m. - 3:15 p.m. Afternoon Break 3:15 p.m. - 4:00 p.m. Jurisdiction Only Session Ms. Lietz, Mr. Jackson, Mr. Hood IFTA and IRP Open Committee Meeting Ms. Chamberlain and Ms. Turnwall Page 5

6 CERTIFICATION INTERNATIONAL FUEL TAX ASSOCIATION, INC. 912 W. Chandler Blvd., B-7 Chandler, AZ / FAX Manages The International Fuel Tax Agreement The IFTA / IRP Audit Workshop is a viable source for accredited education. Attendees wishing to receive credit for their time spent in the Workshop can receive, upon completion of the Workshop, a letter from IFTA, Inc. certifying the number of agenda hours as outlined by the agenda. Currently, the Preliminary Agenda for the 2010 IFTA / IRP Audit Workshop provides for approximately 18.5 hours of general session and concurrent breakout session education / training. IFTA, Inc. cannot certify any attendee s complete participation, but will provide written confirmation of the agenda hours upon request following the conclusion of the workshop. If you have any questions regarding this service, please contact Tammy Trinker, Events Coordinator, at IFTA, Inc. Thank you, Lonette L. Turner Executive Director IFTA, Inc. Page 6

7 Historic Menger Hotel 204 Alamo Plaza San Antonio, TX Website: RESERVATIONS RESERVATIONS: Call (800) or (210) To secure the group rate, identify yourself as being with the International Fuel Tax Association (IFTA) Audit Workshop Group rate applicable 3 days pre and 3 days post meeting dates based upon availability Deadline to reserve hotel accommodations is January 5, 2010!!WARNING! PLEASE READ!WARNING! WARNING! Make your hotel reservations ASAP to secure your accommodations. IFTA, Inc. cannot accommodate attendees unable to secure hotel accommodations if the room block has been met or the deadline to reserve a hotel room has passed. Reservations may be canceled up to 72 hrs prior to your arrival ATTENTION: AUDITOR 301 ATTENDEES Please Chris Turnwall (SD) at chris.turnwall@state.sd.us with discussion topics that interest you. Additionally, please include questions that answer how does your jurisdiction deal with and what does that paperwork look like? Please include with your worksheet samples used for different or unusual situations so they can be shared with the other participants. Page 7

8 HOTEL STATS HOTEL FEATURES HOTEL STATS: Approximately 30 minutes from San Antonio International Airport (SAT) Valet parking service available for a fee of $25 daily plus tax Self parking at various city lots around hotel from $6 - $18 per day Airport transportation available through SATRANS Airport Express for a fee. Reservations required; link on hotel website Check-in time is 3:30 p.m. Check-out time is 12:00 p.m. 5-story hotel with 316 sleeping rooms and suites featuring a King or Double bed accommodations. All sleeping rooms are 100% non smoking. Located downtown next to the Alamo, San Antonio Riverwalk, and the Rivercenter Mall HOTEL FEATURES: Famous Colonial Room Restaurant serving breakfast from 6:30 a.m.- 11:30 a.m., lunch from 11:30 a.m. - 5:00 p.m., and dinner beginning at 5:00 p.m. The Menger Bar Fitness room and full service spa Heated swimming pool and jacuzzi FREE in-room high speed wireless Internet connection as well as free wireless access in the hotel lobby Daily complimentary coffee in the Victorian Lobby from 6 a.m. to 9 a.m. In room coffee/tea makers available upon request and based upon availability 24 hr Room Service MEETING ATTIRE Dress for the meeting will be casual. Keep in mind that climate controls for meeting rooms can vary from very cool to mildly warm. All provisions will be taken to make your stay comfortable. Page 8

9 REGISTRATION DEADLINE - January 5, 2010 REGISTRATION FEES (Listed in US Funds, Check One): Jurisdiction $ Industry and General Public $ Exhibitor (Product Display) $ PLEASE COMPLETE: LAST NAME: FIRST NAME: TITLE: COMPANY/ ORGANIZATION: MAILING ADDRESS: CITY: STATE / PROVINCE: POSTAL CODE: TELEPHONE: FAX: ADDRESS: PLEASE ANSWER THE FOLLOWING QUESTIONS 1. Is this your first time attending? Yes No 2. Which of the following will you be attending: Auditor 101 Yes No Managing for Compliance Yes No Auditor 301 Yes No Page 9

10 EXHIBITOR INFORMATION Exhibitor Fee Entitles Delegates to the Following: Exhibitor Registration For 1 Person One Exhibitor Table with 1 Chair Access to 1 Electrical Outlet Access to Complete Meeting Functions For additional set-up needs, it is the responsibility of the Exhibitor to contact the hotel and make the necessary arrangements. Historic Menger Hotel Ask for Doreen Sanders (210) REGISTRATION INFORMATION Penalty: A $25.00 penalty will be added to all registration fees not paid, or not received by IFTA, Inc. on or before February 5, Liability: Persons that pre-register and fail to attend, without paying the fee or canceling in writing 5 working days in advance of the workshop, will be liable for the full cost of their registration fees. Refunds: Cancellation: Credit Cards: Checks: Questions: Refunds are provided only for those persons having paid the registration fees in advance and have provided written notice of their cancellation five (5) working days in advance of the workshop. Cancellation of attendance must be provided to IFTA, Inc. no later than five (5) working days in advance of the program. On site cancellations or lack of cancellation notice will result in a full registration fee being assessed. CREDIT CARDS ACCEPTED FOR ADVANCED PRE-MEETING PAYMENTS ONLY IFTA, Inc. FEIN: For Credit Card Registration please contact: Jessica Eubanks at (480) IFTA, Inc. Executive Assistant MAKE CHECKS PAYABLE TO IFTA, INC. (in US Funds) Mail to: 912 W. Chandler Blvd., B-7 Chandler, AZ REGISTRATION QUESTIONS AND ASSISTANCE Contact IFTA, Inc. Phone: (480) Fax: (480) Page 10

11 REGISTRATION FEES Members Cash, Check, or Credit $310 General Public and Industry Representatives Cash, Check or Credit $360 Exhibitors Welcome Cash, Check, or Credit $650 HOTEL FEES Room Rates $ Single $ Double Local Per Diem Rate Honored State and Local Taxes 16.75% Hotel Valet Fee $25.00 Daily with in/out privileges TRANSPORTATION FEES Hotel Valet Parking $25.00 Daily with in/out privileges + tax Self Parking $6 - $18 Per Day in City Lots Airport Transportation $18.00 Approximate 1-Way through SATRANS LOCAL ATTRACTIONS Unplanned Events that are Fun on Your Own for additional area attractions, visit Remember the Alamo Location: 300 Alamo Plaza San Antonio, TX Hours of Operation: Mon - Sat 9:00 a.m. - 5:30 p.m San Antonio Riverwalk What to Do: Attractions Food / Drink Shopping Museums / Galleries Nightlife River Tours / Taxis Sports and Attractions Alamodome 100 Montana Street San Antonio, TX (210) (800) Page 11