Pre Audit Notification Letter Draft Dear Registrant: The Pennsylvania Department of Transportation (PennDOT) is a member of the Federally Mandated International Registration Plan (IRP). As part of this plan, PennDOT is required to conduct audits of apportioned distance records. You have been selected by the Department for an audit of your operational records to substantiate distance reported on your apportioned registration application. Audit Contractor s Name, is under contract with the Commonwealth to conduct our International Registration Plan (IRP) audit(s) of your reported apportioned distance records. Attached to this letter is the information you will need to send to Audit Contractor s Name. It also provides the registration year(s) that will be under review. I would like to thank you in advance for your cooperation. If you have any questions or require additional information, please contact Audit Contractor s Name and Telephone number or my office at (717) 000-0000. Sincerely, PennDOT IRP Audit Manager Commercial Registration Audit Section
Date Issued: January 1, 2016 Small Reaudit: Medium Large Unauditable I - Records Provided/Incomplete X 2014 Amount Unauditable II - No Records Provided Member Owed X First Offense X Jurisdiction (Refunded) Second Offense Unauditable I Subsequent Offenses AL $ - AK - Commonwealth of Pennsylvania AB - Apportioned Registration Program Report AZ - Summary of Apportioned Registration Testing AR - For Registration Year 2014 BC - CA - IRP Account Number: 11111-01 CO - Name of Registrant: John Q. Public Trucking CT 2.16 Address: 1101 S Front Street DE 0.11 City: Harrisuburg DC - Jurisdiction: PA FL - Zip: 17104-1234 GA - Contact Person: Jane Public ID - Phone Number: 717-000-0000 IL - Address of Records 400 North Street IN - (if different from above) Harrisburg, PA 17120-1234 IA - KS - KY - 1. Has the carrier been previously tested? LA - ME - MB - 2. Does carrier have an annual summary to support the distance per jurisdiction reported on Schedule 3? MD 0.08 MA - MX - 3. Are there distance or trip records for each vehicle that support the monthly or quarterly totals for each MI - each jurisdiction (IVDR's)? MN - If no, unauditable MS - MO - 4. Are these distance records summarized by jurisdiction and by vehicle on a monthly or quarterly basis? MT - If no, this must be summarized NE - NV - 5. If questions 2, 3, and 4 are answered SAMPLE "no", was carrier given proper instructions AUDIT for maintaining FORMAT NF - distance records and given 30 days to properly summarize records? NB - N/A NH - NJ 131.86 Type of Operation Sources Used by Carrier to Determine Distance NM - NY 543.25 For-Hire Carrier Odometer Reading NC - Exempt For-Hire Carrier Hub Odometer Reading ND - Passenger Carrier Jurisdiction Maps NT - Private Carrier Household Goods Guide NS - Household Goods Carrier Estimated OH - Rental or Leasing Company Other OK - ON - Months Selected for Testing: 3rd Quarter 4th Quarter 1st Quarter 2nd Quarter OR - PA 1,987.44 PE - QC - RI - N/A Tested in accordance with sampling guidance for 10 or more vehicles. SK - SC - SD - Summary of Pennsylvania Fees: TN - Recalculated Number of 1% Penalty Based TX - Amount Due to Months Past on # of Months UT - Pennsylvania Filing Date Past Deadline Total by Year VT - 2014 Summary $ 1,987.44 19 $ 377.61 $ 377.61 VA - Schedule 2-19 - - WA - WV 0.18 Total Due (Refunded By) Pennsylvania: $ 377.61 WI - Additional Amount Owed (Refunded) Based on Netting Results: $ 2,665.08 WY - Condition of Records: Adequate Inadequate X Total Amount Due: $ 3,042.69 Revision Date Mail-In X 05/24/13 Field Visit Total Number of Copies 8 Netting Results 11111-01 John Q Public Trucking TOTALS $ 2,665.08 1
SCHEDULE 1 Audit Representative: Bob Roberts Commonwealth of Pennsylvania Apportioned Registration Program Report Registration Year 2014 IRP Account Number: 11111-01 Name of Registrant John Q Public Trucking Items Reflected on distance Source Documents: Account name Unit Number Driver name Beginning Trip Date Ending Trip Date Origin Destination Routes of Travel Distance by jurisdiction Beginning Odometer Reading Ending Odometer Reading Jurisdiction Line Odometer Reading Total Distance Traveled Other: THE FOLLOWING STANDARD OBSERVATIONS AND FINDINGS APPLY 1. Records not available for review, therefore, unauditable. 2. Source documentation supporting distance summaries unavailable, illegible or incomplete, and therefore, unauditable. 3. Summary information unavailable, illegible or incomplete and therefore, unauditable. 4. Source documents do not support distance originally reported within specific jurisdictions. 5. Audit completed, overview of post-audit process conducted and records returned OTHER OBSERVATIONS AND FINDINGS: Observations of Registrant's Process: The registrant did not keep records of travel in PA. The registrant has been informed of the records required to be kept and the time period required for retention. Annual Summarization Test (Assertions: Accuracy, Completeness): Odometer Summarization Test (Assertions: Accuracy, Completeness): Quarterly Summarization Test (Assertions: Accuracy, Completeness, Existence): Individual Trip Test (Assertions: Accuracy, Completeness): Recommendations: We recommend that the registrant begin to keep individual vehicle distance records in accordance with IRP requirements including date of trip; trip origin, stops, and destination; routes of travel; beginning/ending odometer readings; total trip distance traveled; distance traveled by jurisdiction; and unit number or vehicle identification number. In accordance with IRP requirements, the source documents used to complete the IRP registration are to be maintained for the current and prior three registration years. 2
SCHEDULE 2 Commonwealth of Pennsylvania Apportioned Registration Program Report Summary of Apportioned Vehicles in Fleet by Equipment Number and VIN For the Period July 1, 2012 to June 30, 2013 For Registration Year 2014 Vehicle Type Codes: TT - Truck Tractor TR - Tractor TK - Truck Single RT - Road Tractor ST - Semi-Trailer TL - Full Trailer BS - Bus CG - Converter Gear DB - Double Bottoms Customer's Account Number: 00111-01 Name of Registrant: John Q Public Trucking Vehicle Type Equipment Number VIN Number Gross Weight Tag Number Months Apportioned Original % % Difference (100% - Orig %) X Full Fee Fee Owed TR 61 1FUJA600000000000 80000 AE1000 12 65.256 34.744 $ 1,687.50 TR 63 1FUJGE00000000000 80000 AE1000 12 65.256 34.744 $ 1,687.50 TR 64 1FUJGE00000000000 80000 AE1000 12 65.256 34.744 $ 1,687.50 TR 66 1FUJGE00000000000 80000 AF0000 12 65.256 34.744 $ 1,687.50 TR 65 1FUJGE00000000000 80000 AE0000 12 65.256 34.744 $ 1,687.50 TK 36 1FVACX00000000000 33000 AF0000 12 65.256 34.744 $ 567.00 TK 38 1FVACX00000000000 33000 AF0000 12 65.256 34.744 $ 567.00 TK 40 1FVACX00000000000 33000 AE0000 12 65.256 34.744 $ 567.00 TK 44 1FVACX00000000000 33000 AE0000 12 65.256 34.744 $ 567.00 TK 45 1FVACX00000000000 33000 AF0000 12 65.256 34.744 $ 567.00 TR 60 1M1AP020000000000 80000 AE0000 12 65.256 34.744 $ 1,687.50 TK 46 3ALACXD000000000 33000 AE0000 12 65.256 34.744 $ 567.00 TK 39 5PVNV8J0000000000 33000 AF0000 12 65.256 34.744 $ 567.00 TK 42 5PVNV8J0000000000 33000 AG0000 12 65.256 34.744 $ 567.00 TK 43 5PVNV8J0000000000 33000 AF0000 12 65.256 34.744 $ 567.00 3
Schedule 3 Commonwealth of Pennsylvania Apportioned Registration Program Report Summary of Apportioned Registration Testing For the Period July 1, 2012 to June 30, 2013 For Registration Year 2014 IRP Account Number: 00000-01 Name of Customer: John Q Public Trucking Original Application and Supplement Through: 00000-01 John Q Public Trucking E Double Percent Amount Member D Reported Original Recalculated Zero Recalculated Double Estimate Increase Fees Recalculated Owed Jurisdiction N Distance Percent Distance Distance Percent Estimate Percent (Decrease) Paid Fees (Refunded) AL 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 AK 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 AB 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 AZ 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 AR 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 BC 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 CA 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 CO 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 CT 485 0.074 0 0.000 0 0.000 (0.074) 10.80 12.96 2.16 DE 25 0.004 0 0.000 0 0.000 (0.004) 0.54 0.65 0.11 DC 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 FL 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 GA 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 ID 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 IL 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 IN 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 IA 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 KS 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 KY 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 LA 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 ME 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 MB 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 MD 22 0.003 0 0.000 0 0.000 (0.003) 0.39 0.47 0.08 MA 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 X MX 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 MI 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 MN 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 MS 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 MO 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 MT SAMPLE 0 0.000 0 AUDIT 0.000 0 FORMAT 0.000 0.000 0.00 0.00 0.00 NE 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 NV 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 NF 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 NB 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 NH 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 NJ 37,348 5.715 0 0.000 0 0.000 (5.715) 659.28 791.14 131.86 NM 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 NY 189,129 28.941 0 0.000 0 0.000 (28.941) 2,716.23 3,259.48 543.25 NC 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 ND 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 X NT 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 NS 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 OH 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 OK 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 ON 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 OR 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 PA 426,446 65.256 0 0.000 0 0.000 (65.256) 9,937.20 11,924.64 1,987.44 PE 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 QC 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 RI 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 SK 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 SC 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 SD 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 TN 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 TX 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 UT 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 VT 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 VA 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 WA 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 WV 45 0.007 0 0.000 0 0.000 (0.007) 0.89 1.07 0.18 WI 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 WY 0 0.000 0 0.000 0 0.000 0.000 0.00 0.00 0.00 TOTALS 653,500 100.000 0 0 0.000 0 0.000 (100.000) $ 13,325.33 $ 15,990.40 $ 2,665.08 X Represents jurisdictions not participating in IRP 4
Exit Conference Letter Sample Please sign and return the exit conference document in the enclosed, self-addressed envelope. Your signature acknowledges you were informed of the result of the review. If you have any questions concerning this review, please contact the PennDOT IRP Audit Manager at telephone number. Signature and date of registrant Auditor Signature and date