IFTA / IRP ANNUAL AUDIT WORKSHOP IFTA, Inc. and IRP, Inc. wish to extend an invitation to attend the upcoming workshop Crowne Plaza San Marcos Golf Chandler, Arizona Resort February 13 15, 2018
Preliminary Agenda IFTA/IRP Audit Workshop Crowne Plaza San Marcos Chandler, AZ Monday, February 12 1:00 p.m. 5:00 p.m. Ballroom Foyer Onsite Workshop Check-in and Assistance 5:00 p.m. 7:00 p.m. San Tan Ballroom Planning and Preparation Meeting Final review of materials and technology requirements Dry-Run of presentations Tuesday, February 13 7:00 a.m. 5:00 p.m. Ballroom Foyer Workshop Check-in and Assistance 7:00 a.m. 8:30 a.m. Patio and Foyer Continental Breakfast (Provided) 7:45 a.m. 8:15 a.m. San Tan Ballroom IFTA/IRP History (Optional) Newcomers to both IFTA and/or IRP are invited to join this session that will get new attendees up to speed in no time! 8:30 a.m. 9:30 a.m. San Marcos Ballroom Official Opening Welcome and Introductions Helen Varcoe (MT), IFTA Audit Committee Chair Chester Cook (GA), IRP Audit Committee Chair Housekeeping Ice Breaker 9:30 a.m. 10:00 a.m. Patio and Foyer Networking Break (Provided) 2018 IFTA / IRP Audit Workshop 2
10:00 a.m. 12:00 p.m. General Session Returns Tuesday, February 13 Keynote Speaker ASSC Expecting an audit to go to a hearing? Special guests from the Attorneys Section Steering Committee will provide an overview with topics such as what is evidence, how the law and facts interact and more! NATSA Best Practices Kim Brunner (NATSA Board Member)and Dave Gray (NATSA President) Our industry partners need our help to provide us what we need to get the job done. IFTA Best Practices Guide Records Accuracy Ms. Varcoe and Bob Gatinella (RI) Tune in for this report that will offer changes to this resource. Inadequate Records for IFTA David Nicholson (OK) Is there an easy way to make this determination? Tune in to this report to find out! 12:00 p.m. 1:30 p.m. Pavilion Lunch (Provided) 1:30 p.m. 3:00 p.m. San Marcos Ballroom A, San Marcos Ballroom B, and San Tan Ballroom Concurrent Breakout Sessions Begin Work throughout these sessions with the same small group discussing various scenarios encountered by auditors. We don t all do things the same way, and in some cases there are options, so come prepared to engage while you learn! Auditing in the Electronic Records World Auditing in the Manual Records World Issues Encountered While Auditing IFTA and IRP 3:00 p.m. 3:15 p.m. Patio and Foyer Networking Break (Provided) 2018 IFTA / IRP Audit Workshop 3
3:15 p.m. 5:00 p.m. Outside Parking Lot Tuesday, February 13 Expect to enjoy this time outside moving between enforcement agencies as they discuss and / or demonstrate their impact on both IFTA and IRP. Enforcement Demonstrations Wednesday, February 14 7:00 a.m. 5:00 p.m. Ballroom Foyer Workshop Assistance Center 7:00 a.m. 8:30 a.m. Patio and Foyer Continental Breakfast (Provided) 8:30 a.m. 10:00 a.m. San Marcos Ballroom A, San Marcos Ballroom B, and San Tan Ballroom Concurrent Breakout Sessions Resume Auditing in the Electronic Records World Auditing in the Manual Records World Issues Encountered While Auditing IFTA and IRP 10:00 a.m. 10:30 a.m. Patio and Foyer Networking Break (Provided) 10:30 a.m. 12:00 p.m. San Marcos Ballroom A, San Marcos Ballroom B, and San Tan Ballroom Concurrent Breakout Sessions Resume Auditing in the Electronic Records World Auditing in the Manual Records World Issues Encountered While Auditing IFTA and IRP 12:00 p.m. 1:30 p.m. Pavilion Lunch (Provided) 2018 IFTA / IRP Audit Workshop 4
Wednesday, February 14 1:30 p.m. 3:00 p.m. San Tan Ballroom, La Ventana, Palomino, Theater, Additional Meeting Room TBD This is a great time to discuss issues that may or may not be isolated to your region, while getting to know your region members and making a host of new contacts. Regional Breakout Sessions 3:00 p.m. 3:30 p.m. Patio and Foyer Networking Break (Provided) 3:30 p.m. 5:00 p.m. General Session Resumes Electronic Verification of Operating Credentials (EVOC) This task force has been hard at work and will present what is known at this time and what the expectations may be. Jeff Hood (IN) What s New in IFTA Lonette Turner, IFTA, Inc. CEO What s New in IRP Tim Adams, IRP, Inc. CEO IFTA Records Review Program Beth Duda (AZ) 7:00 a.m. 5:00 p.m. Ballroom Foyer Thursday, February 15 Workshop Assistance Center 7:00 a.m. 8:30 a.m. Patio and Foyer Continental Breakfast (Provided) 8:00 a.m. 10:00 a.m. General Session Resumes ELD Presentation Nina Elter (EROAD) Review the capabilities of an Electronic Logging Device (ELD) for use during an audit with, or without, enhancements. 2018 IFTA / IRP Audit Workshop 5
8:00 a.m. 10:00 a.m. General Session Continues 10:00 a.m. 10:30 a.m. Patio and Foyer Thursday, February 15 Carrier Presentation In the Driver s Seat Duncan and Son Lines Representative TBA See the process from dispatch to reporting from a carrier s perspective Networking Break (Provided) 10:30 a.m. 12:00 p.m. Always a great time for open discussion bring or text your questions, concerns, and observations and hear what the community thinks. 12:00 p.m. 1:30 p.m. Pavilion Town Hall Meeting Mr. Cook and Ms. Varcoe Lunch (Provided) 1:30 p.m. 2:30 p.m. Town Hall Meeting Mr. Cook and Ms. Varcoe Workshop Wrap-Up Jurisdiction Only Meeting If you have an issue that you need to present to membership in a more private forum join us for this session where only members from the jurisdictions will be in attendance to lend their ear, their advice, and their support. 2:30 p.m. 4:00 p.m. La Ventana IFTA and IRP Joint Audit Committee Meeting 4:00 p.m. 5:30 p.m. San Tan Ballroom Industry Advisory Committee Meeting Friday, February 16 8:00 a.m. 12:00 p.m. Palo Verde IFTA Audit Committee Meeting 8:00 a.m. 12:00 p.m. La Ventana IRP Audit Committee Meeting 2018 IFTA / IRP Audit Workshop 6
Crowne Plaza San Marcos Golf Resort One N. San Marcos Place Chandler, Arizona 85225 (480) 812-0900 www.sanmarcosresort.com Registration Deadline January 12, 2018 (Friday) On-site Check-In February 12 (Monday) 1:00 5:00 p. m. Registration Fees: Member Jurisdiction Representative Industry and General Public Exhibitor (Product Display) $435.00 $485.00 $800.00 Hotel Fees: Room Rate Tax Transportation $174.00 11.67% $21 one way Quote based on Super Shuttle service provided from Sky Harbor Intercontinental Airport (PHX) Alternate transportation options are available by visiting https://www.skyharbor.com/parkingtransportation/taxisandshuttles. 2018 IFTA / IRP Audit Workshop 7
Registration Form - IFTA/IRP AUDIT WORKSHOP REGISTRATION DEADLINE January 12, 2018 REGISTRATION FEES (Listed in US Funds) Check One: Jurisdiction Member $435.00 Industry and General Public $485.00 Exhibitor (Product Display) $800.00 Sponsorship Packages Available Contact IFTA, Inc. Credit Cards and cash are not accepted as forms of registration payment. Attendees can pay their registration fees by check, money order, or PayPal. Jurisdiction representatives may also pay registration fees by ACH. Individual or group invoices are available upon request. FIRST NAME: LAST NAME: TITLE: COMPANY/ ORGANIZATION: MAILING ADDRESS: CITY: TELEPHONE: STATE / PROVINCE: E-MAIL: ZIP /POSTAL CODE: 2018 IFTA / IRP Audit Workshop 8
Registration Questions - IFTA/IRP AUDIT WORKSHOP 1. Are you a first time attendee? YES NO 2. Do you audit: IFTA IRP BOTH 3. Please check the listing which best identifies your position: Jurisdiction Auditor Trucking Company 3 rd Party Vendor Jurisdiction Management 4. Please tell us how many years of audit experience you have in the box provided: 5. Do you have food allergies or restrictions? YES NO 6. Please identify your food allergies/restrictions here: 2018 IFTA / IRP Audit Workshop 9
Registration Information Penalty: Liability: Cancellation: Refunds: Payment: A $50.00 (USD) penalty will be added to all registration fees not paid, not paid in full, or not received by IFTA, Inc. on or before February 13, 2018. Persons that pre-register and fail to attend, without paying the fee or canceling in writing 5 working days in advance of the meeting (2/06/18), will be liable for the full cost of their registration fees. Cancellation of attendance must be provided to IFTA, Inc. in writing no later than February 6, 2018. On site cancellations or lack of cancellation notice will result in a full registration fee being assessed. Refunds are only for those persons having paid the registration fees in advance and have provided written notice of their cancellation five (5) working days (2/06/18) in advance of the meeting. All refunds will be completed by the same method the fee was paid. Those paying by ACH will be refunded by ACH. Those paying by PayPal will be refunded through PayPal. Those paying by check will be refunded by check. Credit Cards and cash are no longer accepted as forms of registration payment. Attendees can pay their registration fees by PayPal, check, money order, or ACH. Contact IFTA, Inc. regarding all ACH payments at travel@iftach.org. IFTA, Inc. FEIN: 86-0640757 MAKE CHECKS OR MONEY ORDERS PAYABLE TO IFTA, INC. (in US Funds) Mail to: 912 W. Chandler Blvd., B-6 Chandler, AZ 85225-4910 Questions: REGISTRATION QUESTIONS AND ASSISTANCE Contact IFTA, Inc. Tammy Trinker Phone: (480) 212-3457 Email: tdtrinker@iftach.org 2018 IFTA / IRP Audit Workshop 10
Other Information EXHIBITOR INFORMATION $800 USD 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/Sponsor to contact the hotel and make the necessary arrangements. Below is the hotel contact that can assist in arranging additional needs for our exhibitors and sponsors. Tiffany Warman Crowne Plaza Meetings Director tiffany.warman@sanmarcosresort.com (480) 857-4441 SPONSORSHIP INFORMATION 4 LEVELS AVAILABLE * Supporters * Associates * Partners * Event Sponsor If you are interested in sponsoring events during this workshop please contact IFTA, Inc. for additional information and pricing. IFTA, Inc. Debora Meise Senior Director (480) 748-5763 dmeise@iftach.org 2018 IFTA / IRP Audit Workshop 11