Mileage Reimbursement Calculator
Skip handwritten logs: track trips here, calculate reimbursements instantly, and export a polished PDF or CSV with one click.
| Date | Starting Odometer | Ending Odometer | Miles | Tolls | Parking | Category | Start Location | End Location | Job Code | Notes | Amount |
|---|---|---|---|---|---|---|---|---|---|---|---|
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 | |||||||||||
$0.00 |
How mileage reimbursement works
Mileage reimbursement compensates team members for business miles driven in a personal vehicle. A common policy uses a standard mileage rate (a per‑mile rate) multiplied by business distance and then adds reimbursable expenses like tolls and parking.
The basic formula many businesses follow is: reimbursement = business miles × mileage rate per mile + tolls + parking. Your business may adopt the widely referenced IRS standard mileage rate or set an internal rate. As a reminder, everyday commuting from home to a regular office typically does not qualify as reimbursable mileage; trips between client sites, job locations, and temporary work sites generally do. When you finish logging trips here, export a polished PDF summary or a spreadsheet-ready CSV—both include the totals and company details captured in the calculator.
What to include in a mileage log
Keep a compliant mileage log with the core details below. This calculator is built around these fields so you can export or copy totals directly into your expense report or mileage reimbursement form.
- Date of the trip
- Start location and end location
- Trip purpose (business reason for travel)
- Starting and ending odometer readings (or enter miles directly)
- Any tolls or parking fees
- Optional category, job code, and notes for your policy
How to use this calculator
Set the mileage rate per mile (for example, $0.70) and enter your trip rows. You can either type odometer readings and let miles calculate automatically or enter miles directly. Add any related tolls and parking, and the tool will compute your total reimbursement in real time.
- Set your rate (per‑mile reimbursement) in the input above the table.
- Enter the date, locations, and either odometer readings or miles.
- Add tolls and parking if your business policy reimburses them.
- Use More Rows for longer logs and Clear Data to reset.
- Export a branded PDF report or download a CSV file to hand off totals to finance, accounting, or your expense system.
Other free tools you might find useful
Try the Hours & Minutes Calculator to add up shifts quickly and accurately.
Helpful resources
Always confirm the latest guidance before submitting an expense report. The links below point to authoritative sources with current rules and rates.
- IRS — Standard Mileage Rates (official per‑mile rates and guidance for each year)
- IRS Publication 463 — Travel, Gift, and Car Expenses (deductible vs. non‑deductible travel, recordkeeping, business use of a car)
- IRS Topic No. 510 — Business Use of Car (overview of methods and requirements)
- US GSA — POV Mileage Reimbursement Rates (federal travel rates; commonly used as a reference benchmark)
This page is for educational purposes only and does not constitute tax or legal advice. Consult your tax advisor or accountant for guidance tailored to your business.
Automate it with ShiftFlow
Integrated mileage tracking, expensing, and time tracking—all in one. ShiftFlow applies your pay rules, calculates mileage reimbursements, and exports timesheets and expense reports in a click. Keep your team’s mileage, hours, and approvals payroll‑ready every day.
Mileage reimbursement FAQ
What is mileage reimbursement?
Mileage reimbursement is a payment for business miles driven in a personal vehicle. Many organizations use a standard mileage rate (a per‑mile rate) to cover fuel, maintenance, insurance, and depreciation, then add reimbursable tolls and parking when applicable.
What is the IRS standard mileage rate?
The IRS publishes an annual standard mileage rate that many businesses reference when calculating mileage reimbursement. You can also use a custom rate set by your company policy. Check the current rate on the IRS site in the resources above.
Which trips count as business miles?
Travel between job sites, client locations, or temporary work sites typically qualifies. Daily commuting from home to a regular office generally does not qualify as reimbursable mileage.
How do I calculate mileage reimbursement?
Use the formula: reimbursement = business miles × mileage rate per mile + tolls + parking. This calculator applies that math in real time as you enter trips, miles, tolls, and parking.
Are tolls and parking reimbursable?
Many policies reimburse tolls and parking in addition to the per‑mile rate, but rules vary by business. Confirm your company’s mileage reimbursement policy.
What records should be in a mileage log?
Keep the date, start location, end location, trip purpose, starting and ending odometer readings (or miles), plus any tolls and parking. Include a category or job code if required by your policy.
Can my company set its own mileage rate?
Yes. Some businesses adopt the IRS standard mileage rate; others set a custom per‑mile rate. This calculator supports both—enter your chosen rate at the top of the table.
Is commuting mileage reimbursable?
Typically, commuting (home to your regular office and back) is not reimbursable. Travel directly to a temporary job site or client location may qualify—check policy details and the IRS references above.
Can I export my mileage log?
Yes. Download a print-ready PDF for clean paper copies, or a CSV you can open in Microsoft Excel, Apple Numbers, or import to Google Sheets. Use the export buttons below the table.
Is this mileage calculator free?
Yes. This mileage tracker is free to use with no sign-up, no credit card, and no hidden fees. Track unlimited trips and export as many reports as you need. Your data stays private in your browser—we don't store it on our servers.
Does this work on mobile?
Yes. This business mileage tracker online tool is fully responsive and works on phones, tablets, and desktops. You can log trips on the road and export reports from any device with a modern browser.
Is my data saved?
Yes. Your trip data is automatically saved in your browser's local storage. It stays on your device until you clear your browser cache or use the Clear Data button. Nothing is sent to our servers—your vehicle expense tracker records remain completely private.