How to Report Mileage for Reimbursement


If you have a reasonably dependable, fuel efficient vehicle, then you will probably come out ahead if you use your vehicle for work purposes and your employer reimburses you on the basis of mileage. To do so, you will need to keep accurate records of the number of miles you drive for reporting purposes. For your own purposes, it is also helpful to keep a record of the expenses you actually incur, such as gas, repairs, and maintenance. While these numbers don't actually figure into the reimbursement process, you can compare them with the amount of your reimbursement to determine whether the arrangement is worth your while.

Things You'll Need

  • Odometer
  • Mileage log

Purchase a small memo pad, or a log book designed specifically for reporting business mileage. You can also download mileage log templates (See Resources). A memo pad is more compact, but a printed mileage log is easier to read and decipher.

Record your odometer mileage before each trip during which you use your vehicle for work purposes. This does not include commuting miles driven between home and work. At the end of your excursion, again note the mileage on your odometer.

Subtract the starting mileage from the ending mileage to calculate the number of miles that you have driven for work. Note this number in your mileage log.

Multiply the number of miles you drove by the amount per mile that your employer pays. Mileage times mileage rate equals the amount your employer owes you for vehicle reimbursement. As of January 2009, the IRS standard mileage deduction was 51 cents per mile, put this number changes every year or two. Your employer may base your mileage reimbursement on the IRS standard mileage rate or they may choose to pay less, or even more.

Submit your mileage log to your employer at the end of each pay period, or transfer the information to the sheet or book that your employer uses to collect this data. Keep your entries legible and professional looking.

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