If driving is part of your job, keeping an accurate record of your business trips can help you document travel expenses and submit reimbursement claims.
This document records work-related mileage and calculates the corresponding reimbursement amount. It is usually maintained by an employee who travels for business purposes.
(Create your free online template below.)
Mileage Log with Reimbursement Amount
Track business trips, calculate reimbursable mileage, and prepare a reimbursement report.
Employee & Vehicle
Business Mileage Entries
Add each trip with a date, route, business purpose, odometer readings, and optional mileage override.
Reimbursement Settings
Enter your organization's approved reimbursement rate for the selected unit. No official tax rate is assumed.
Additional Reimbursable Expenses
Review & Approval
Why is a mileage log with a reimbursement amount used?
It records the destinations visited, the purpose of each trip, and the distance traveled. Companies use this information to review reimbursement claims and distinguish business travel from personal journeys. The log also provides a record that can be checked against the company’s travel policy.
What are the benefits of using the log?
A mileage log with a reimbursement section offers several benefits:
- It provides an organized record of business mileage for employees and employers.
- It allows employees to submit trip details and reimbursement calculations in writing, reducing confusion.
- It helps employers verify the business purpose of each trip and check that the correct reimbursement rate has been applied.
- It supports consistent record-keeping and makes previous claims easier to review.
What should be included in the log?
The mileage log should include the following details:
- Claim number
- Employee’s name
- Employer’s name
- Trip date
- Starting point and destination
- Starting odometer reading
- Ending odometer reading
- Vehicle details
- Business purpose of the trip
- Eligible business miles traveled
- Reimbursement rate per mile
- Calculated reimbursement amount
At the end of the log, include the total eligible mileage and the total amount requested for reimbursement. If the travel relates to a specific project, include the project name or reference number so the employer can allocate the expense correctly.
Calculate the mileage reimbursement by multiplying the eligible business miles by the applicable rate per mile. List any separately reimbursable expenses, such as parking or tolls, only where permitted by company policy.
The mileage log is often created in Microsoft Excel, where formulas can calculate distances and reimbursement totals. Ready-made templates provide a structured format that users can adapt to their organization’s requirements.
To use the template, enter the trip details, check the applicable reimbursement rate, and review the totals before submitting the claim.
MS Excel Template
File: Word (.docx) 2007+ and iPad
Size 15 KB
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