Some positions, including but not limited to sales managers, event coordinators, delivery managers, and consultants, may require traveling for work. And while you can use the Expense Reimbursement Form to cover the broad range of your expenses, sometimes you might only require reimbursement specifically for the mileage. This is where a mileage reimbursement form can help you accurately document and claim travel expenses. 

What is a mileage reimbursement form?

A mileage reimbursement form is a document created to help employees who use their personal vehicles for business-related travel to get their costs back. This form covers the costs associated with wear and tear, fuel, and other vehicular expenses. 

How do you calculate mileage costs?

The mileage costs are calculated based on the IRS (Internal Revenue Service) rates. IRS rates are the amount per mile that companies can reimburse their employees for. 

The IRS mileage rate covers:

  • Fuel;
  • Oil changes;
  • Common maintenance;
  • Tires;
  • Insurance;
  • Registration;
  • License;
  • Taxes.

The IRS mileage rate doesn’t cover:

  • Food;
  • Parking;
  • Tolls;
  • Lodging.

The current IRS mileage rate (2023) is:

  • $0.655 for business and self-employed;
  • $0.22 for medical;
  • $0.14 for charity.

For example, if the mileage rate is $0.655 per mile and you traveled 100 miles for business, your reimbursement would be $65.50. 

The IRS mileage rate changes annually, so make sure to always consult with the current mileage rates when filling out the mileage reimbursement form.

Key components of a mileage reimbursement form template

A well-structured mileage reimbursement form template includes several fields that you must include:

  • Name of the employee;
  • Date of travel;
  • Reason for the trip;
  • Destination, including start and endpoint;
  • The total mileage covered for business purposes;
  • IRS mileage rate;
  • Total reimbursement calculated by multiplying the total miles by the mileage rate.

How to fill out a mileage reimbursement form?

Here’s how you can fill out the mileage reimbursement 2023 form. Follow these steps to ensure your form is completed correctly:

  1. Document each trip. Maintain a log of every business-related journey, noting the date, purpose, and destination.
  2. Record mileage. Use a reliable method to track the miles traveled, such as a mileage app or your vehicle's odometer.
  3. Calculate total mileage. Add up all the miles for each business trip to find the total mileage.
  4. Apply the IRS mileage rate. Multiply the total mileage by the current mileage reimbursement rate.
  5. Submit the form. Double-check everything and submit it to the designated department in your company.

Mileage Reimbursement 2023 Form Template

* The template here is provided for reference only, and you should always talk to a professional for all legal matters

Mileage reimbursement forms can help you accurately track and compensate your travel expenses. Follow the abovementioned steps and use our mileage reimbursement form template, and you will be able to get reimbursed without roadblocks. 

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