Mileage Reimbursement Form
Overview of this form
The Mileage Reimbursement Form is a legal document used by employers to reimburse employees for work-related travel expenses. This form helps ensure accurate record-keeping and compliance with company policies. Unlike other reimbursement forms, this one specifically addresses mileage and related travel costs, providing clear guidelines for submission and approval.
Key components of this form
- Employee's signature: confirms the accuracy of the mileage reported.
- Mileage details: specifies the distance traveled for business purposes.
- Reimbursement calculation: outlines how the amount due is calculated based on mileage.
When to use this document
This form is necessary when employees travel for business and incur expenses related to mileage. Employers should use it to process reimbursements efficiently after employees submit their travel details. It is helpful in situations such as attending meetings, conferences, or other work-related events that require travel using a personal vehicle.
Who this form is for
- Employers seeking to reimburse employees for mileage expenses.
- Employees who incur travel costs while performing work-related duties.
- Human resources professionals involved in managing employee reimbursements.
How to prepare this document
- Enter your name and contact information at the top of the form.
- Detail the date and purpose of each travel entry in the mileage section.
- Calculate the total miles traveled for business and enter this figure.
- Apply the companyâs reimbursement rate to calculate the total reimbursement amount.
- Sign and date the form to certify that the information is correct.
Does this form need to be notarized?
This form usually doesn’t need to be notarized. However, local laws or specific transactions may require it. Our online notarization service, powered by Notarize, lets you complete it remotely through a secure video session, available 24/7.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Common mistakes
- Failing to provide detailed mileage records.
- Not signing the form, which can lead to denial of reimbursement.
- Using an incorrect or outdated reimbursement rate.
Why complete this form online
- Convenience of completing and submitting the form at any time.
- Editability allows for easy adjustments before submission.
- Reliability with structured fields to minimize errors.
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FAQ
Your mileage log must include the starting mileage on your vehicle's odometer at the beginning of the year and its ending mileage at the conclusion of the year. Each time you use your vehicle for business purposes, you must record the following information: The date of your trip.The purpose of your trip.
Self-employed individuals will report their mileage on the Schedule C form. In addition to providing the number of miles driven during the tax year, you'll also need to answer a few questions about the vehicle, including when it was placed into service for business.
By far the best way to prove to the IRS how much you drove for business is to keep contemporaneous records. Contemporaneous means your records are created each day you drive for business, or soon thereafter. A mileage tracker app like MileIQ may be one of the easiest ways to provide what the IRS wants.
IRS announced that Beginning on January 1, 2020, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) would be: 57.5 cents per mile driven for business use, 17 cents per mile driven for medical or moving purposes, 14 cents per mile driven in service of charitable organizations.
The IRS will also accept a written record, such as a diary, trip log or notebook, in which the employee notes each expense at or near the time it occurred. For mileage reimbursement, the record should contain the vehicle's beginning and ending odometer readings, the dates, and the purpose of the trip.
Mileage reimbursement is when employers offer employees reimbursement for expenses associated with driving on behalf of the business. These expenses can include fuel costs, maintenance and vehicle depreciation. Mileage reimbursement is typically set at a per-mile rate usually below $1 per mile.
Reimbursing Employees You can reimburse employees directly for their business driving costs by requiring them to turn in driving expense reports. You can pay for actual costs or the IRS standard mileage rate. All reports must show detailed mileage and business purpose for each trip.
If you choose the standard mileage deduction, you must keep a log of miles driven. The IRS is quite specific on this point: At the start of each trip, the taxpayer must record the odometer reading and list the purpose, starting location, ending location, and date of the trip.
56 cents per mile driven for business use, down 1.5 cents from the rate for 2020, 16 cents per mile driven for medical, or moving purposes for qualified active duty members of the Armed Forces, down 1 cent from the rate for 2020, and.
