Prepare for Audits Using Encompass Reports

Purpose

This article provides guidance for using Encompass to prepare for audits. It covers the key reports and resources commonly requested by auditors for Hours of Service, Fuel Tax/IFTA, and Alcohol & Drug compliance.

When to Use This Article

• You are preparing for an audit and need to know which Encompass reports to generate.
• An auditor has requested your ELD Output File, IFTA Audit Report, or US DOT MIS Annual Summary Report.
• You need to provide the Year, Make, and Model of your ELD devices.

Steps to Follow

This article provides guidance for using Encompass® to prepare for Audits by highlighting key reports and resources commonly requested by Auditors. For Hours of Service, Administrators can generate the ELD Output File and provide details about the ELD device, including Make, Model, and Year. For Fuel Tax/IFTA, the IFTA Audit Report can be accessed under Vehicles > Reports, with filters applied for units and date ranges. For Alcohol & Drug compliance, the US DOT DnA Testing MIS Report is available under Drivers > Reports, again with filters applied as needed. The article emphasizes careful use of filters, correct date ranges, and ensuring pop-up blockers do not prevent report viewing.

Note: The items listed below are based on questions most commonly seen and are not indicative of how an Audit will be conducted at your company.

Hours of Service

• Most commonly, the ELD Output Files is requested.
• Roadside inspection guide indicates compliance with 49 CFR 395.20 through 395.38.
• Some Auditors request the Year, Make, and Model of the ELD. Below, is a table taken from Encompass ELD Guidance which provides the Make and Model. The Year of the ELD will need to be clarified with the Auditor, but this is usually the year put in service (installed) or the year purchased (from J. J. Keller).

ELD Device and Mobile Platform	Model Number	ELD Identifier
Generation 2.0 - iPhone® & iPad®	20I	20I003
Generation 2.5 - iPhone® & iPad®	25I	25I003
Generation 2.0 - J. J. Keller Compliance Tablet & BYOD Android™	20A	20A003
Generation 2.5 - J. J. Keller Compliance Tablet & BYOD Android™	25A	25A003
GeoTab GO Device - J. J. Keller Compliance Tablet & BYOD Android™	G7A	G7A003

Fuel Tax/IFTA

• Most commonly, the IFTA Audit Report is requested.
  • Go to Vehicles > Reports. Then, select the IFTA Audit Report under the Fuel Tax section.

Tip: Click the toggle next to Show Report Descriptions to provide additional information about the report beneath the title.

• Apply any appropriate filters to the report at the top. Make particular note of the unit selection options for Disposed and Inactive units to ensure any appropriate units are included. Be sure to include the appropriate Date Range per the Auditor. Then click View Report. The report will then be generated.

Alcohol & Drug

• Most commonly, the US DOT MIS Annual Summary Report is requested.  
  • Go to Drivers > Reports. Select US DOT DnA Testing MIS under the Alcohol & Drug section.

Tip: Click the toggle next to Show Report Descriptions to provide additional information about the report beneath the title.

• From the fly out on the right, fill in the Date Range and any other additional information necessary. Then, click Get Form.

• The PDF will then be downloaded to your computer with the appropriate data filled in.

What Not to Do / Common Pitfalls

• Do not forget to include Disposed and Inactive units in IFTA report filters if the auditor's date range covers periods when those units were active.
• Do not use incorrect date ranges. Always confirm the exact dates the auditor requires before generating reports.
• Do not let pop-up blockers prevent reports from displaying. Ensure your browser allows pop-ups from Encompass.
• Do not guess the ELD Year. Confirm whether the auditor means year put in service or year purchased.

Escalation Path

If you have any questions or issues running reports or finding the information you need for your audit, contact J. J. Keller Support at [e-mail] or 1-800-327-1342.