Learn how to fill out a diesel claim template and import it using My Account.
Power take-off (PTO):Power take-off devices are equipment (such as cement mixers or dump trucks) which use mechanical power transferred from the vehicle’s engine to perform a function unrelated to vehicle propulsion. Because these devices and the vehicle use the same fuel tank, the refund amount is based on a percentage of the fuel used by the vehicle. For example: a dump truck that uses 100 gallons may qualify for a refund of 15 gallons of the fuel used in the licensed vehicle.
Washington PTO – NON-IFTA: Licensed vehicles that are not qualified under the International Fuel Tax Agreement (IFTA) must use this schedule to calculate the refundable portion of the fuel used in PTO devices. The vehicle must be licensed in Washington, unless it is licensed out of state and the driver is using a Washington trip permit.
International Fuel Tax Agreement (IFTA) PTO: Vehicles that are IFTA qualified must use this schedule to calculate the refundable portion of the fuel used in the licensed equipment.
Download a diesel claim refund template
Things you need to know
- Download a fresh copy of the template each time you file a new claim.
- This template is used instead of keying invoices and power take-off (PTO) information while filing a claim in License Express.
- You will still need to complete other required information during the License Express session.
- Complete all of the tabs that apply to the claim you are filing. This will allow you to input the exact refundable gallons on line 14 WA PTO and/or line 15 IFTA PTO.
- Note: The creditable gallons on the Excel template may differ slightly because of rounding. You will need to make this adjustment on line 14 or 15 once the template is imported.
- License Express will import the template and all tabs as you completed them. If you leave any of the tabs blank, the tab you left blank will be blank after the import.
- The template should be completed before you log into License Express, and then you may use the import function to bring the information in. This is important because the information in the template will replace information in License Express.
Example:
You manually keyed information on the Invoice tab in License Express and then used the import function for the PTO information. You didn’t complete the invoice information on the template. The template will erase the information you keyed on the invoice tab in License Express when it is imported.
Completing tabs on the template
- Tab 1: WA PTO
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Row 2
Cell A2, License Plate Number: Don’t use equipment numbers.
Cell B2, PTO Type: You must choose from the dropdown menu. If your PTO apparatus doesn’t appear in the list, you must choose ‘Others’ for a credit factor of 7.5%.
a. Alt Percentage Approved (Requires pre-approval by the department) q. None b. Boom truck / block boom r. Others c. Bulk feed truck s. Pneumatic tank truck d. Car carrier w/hydraulic winch t. Refrigeration trucks e. Carpet cleaning van u. Salt spreader on dump truck f. Cement mixer v. Seeder truck g. Dump trailers w. Semi wrecker h. Dump trucks x. Service truck w/jackhammer/ drill i. Fire trucks (private) y. Sewer cleaning truck/with jet vactor j. Garbage trucks w/ load compactor z. Snow plow k. Hot asphalt distribution truck aa. Spray truck l. Leaf truck bb. Super suckers m. Lime spreader cc. Sweeper trucks (must be motor vehicle) n. Line truck w/digger/derrick/aerial lift dd. Tank transport o. Log truck w/self-loader ee. Tank trucks p. Mobile cranes ff. Truck w/ PTO hydraulic winch gg. Wrecker
Cell C2, Total Miles: All of the miles driven in all jurisdictions during the period.
Cell D2, Total Fuel: All of the fuel placed in the vehicle during the period.
Cell E2, AMPG (average miles per gallon): The template will calculate this average.
Cell F2, Washington Taxable Miles: All of the miles driven on Washington's roads during the period.
Cell G2, Washington Taxable Gallons: The template will calculate this figure.
Cell H2, Alt Percentage Approved: You must request the department in writing before using an alternative credit factor. Do not use this column until the alternative percentage has been approved.
Cell I2, Credit Factor %: This column is auto-filled based on your selection of the PTO type in column B.
Cell J2, Creditable Gallons: this column is auto calculated.
- Tab 2: IFTA PTO
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Be sure that your Washington IFTA tax return has been processed before you begin an unlicensed refund claim for the period.
If your base state isn’t Washington, you will need to attach a finalized copy of the out-of-state IFTA tax return on tab 4 of the return in License Express.
Don’t leave a zero in any of the required fields. Place a 1 in those fields.
Row 1
Column E: Static AMPG: Please complete this field to match the average miles per gallon from your out of state IFTA tax return. If your base state is Washington, you will not need to complete this field.
Row 2
Cell A2, License Plate #: Do not use equipment numbers.
Cell B2, PTO Type: You must choose one of the following items from the dropdown list. If you can’t find your apparatus in the list below, you must choose ‘Others’ for a credit factor of 7.5%.
a. Alt Percentage Approved (Requires pre-approval by the department) q. None b. Boom truck / block boom r. Others c. Bulk feed truck s. Pneumatic tank truck d. Car carrier w/hydraulic winch t. Refrigeration trucks e. Carpet cleaning van u. Salt spreader on dump truck f. Cement mixer v. Seeder truck g. Dump trailers w. Semi wrecker h. Dump trucks x. Service truck w/jackhammer/ drill i. Fire trucks (private) y. Sewer cleaning truck/with jet vactor j. Garbage trucks w/ load compactor z. Snow plow k. Hot asphalt distribution truck aa. Spray truck l. Leaf truck bb. Super suckers m. Lime spreader cc. Sweeper trucks (must be motor vehicle) n. Line truck w/digger/derrick/aerial lift dd. Tank transport o. Log truck w/self-loader ee. Tank trucks p. Mobile cranes ff. Truck w/ PTO hydraulic winch gg. Wrecker
Cell C2, Total Miles: all of the miles driven in all jurisdictions during the period
Cell D2, Total Fuel: all of the fuel placed in the vehicle during the period
Cell E2, IFTA Fleet AMPG: This will auto-fill from the Static AMPG for out-of-state IFTA or from the IFTA tax return that has been processed in Washington.
Note: The totals on the left side of the AMPG on the PTO schedule should match the totals for all jurisdictions on the IFTA tax return.
Cell F2, WA Taxable Miles: all of the miles driven on Washington roads during the period.
Cell G2, WA Taxable Gallons: The template will calculate this figure.
Cell H2, Alt Percentage Approved: You must make a request in writing to the department before using an alternative credit factor. Don’t use this column until the department has approved a request.
Cell I2, Credit Factor %: This column is auto-filled based on your selection of the PTO type in column B.
Cell J2, Creditable Gallons: This column is auto-calculated.
Note: The totals on the right side of the AMPG should match the Washington totals on the IFTA tax return.
Note: If you have more than 1 vehicle without a PTO apparatus or vehicles that didn’t run in Washington during the quarter, you should include them on a single line on the last row of the schedule.
Example:
- Tab 3: INVOICE
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Row 2
If the claim is only for IFTA PTO, then enter IFTA TR for the Invoice Number
Cell A2, Invoice date: Should be the last day of the quarter you are claiming
Cell B2, Invoice gallons: The taxable gallons as indicated on the IFTA tax return
Example:
If your refund claim includes other refundable fuel besides IFTA PTO, you must itemize invoices for all of your Washington tax-paid fuel on the invoice tab.
After completing the template, access your License Express account. Then, follow the instructions to file a fuel tax refund claim. When you reach step 3, click on the Import button in the upper right hand corner to import the template.