Fillable Form Mileage Tracking and Reimbursement Form

What is the Mileage Tracking and Reimbursement Form?

The Mileage Tracking and Reimbursement Form, or also referred to as the Mileage Tracking Log or the Business Mileage Tracking Log, is used by company representatives and employees to refund the cost of mileage associated with the use of their private automobiles or motor vehicles for company purposes such as business meetings, deliveries, traveling between their office and certain worksites, and other important tasks. Moreover, the form is also used to track an employee’s total mileage for deduction.

A complete Mileage Tracking and Reimbursement Form must contain the following information:

• Full name of the company
• Department of the representative or the employee
• Full legal name of the representative or the employee
• Start date of the mileage tracking
• End date of the mileage tracking
• Actual expenses deduction information
  • Odometer reading at the start of the mileage tracking
  • Odometer reading at the end of the mileage tracking
  • Total distance the representative or the employee has covered in miles
  • Business percentage
• Optional standard mileage rate per mile
• Total number of miles traveled during the trip
• Total amount of reimbursement

To make sure that a company representative or employee is correctly claiming his or her reimbursement or deduction, he or she can speak to a local tax expert or accountant to determine what is applicable in his or her county of residence. Some examples of business purposes you can claim deductions or reimbursement for may include but are not limited to the following:

• If the representative or employee travels between offices at two different work locations
• If the representative or employee travels from home to a temporary job site outside his or her permanent work location where he or she expects to work less than one year
• If the representative or employee travels for tasks related to business such as depositing bank slips, buying supplies for his or her office, or supervising the work of employees in other locations
• If the representative or employee travels to meet his or her clients
• If the representative or employee travels for business meals or entertainment while meeting his or her clients
• If the representative or employee travels to the airport for business trips

The Internal Revenue Service (IRS) announces optional standard mileage rates each year for employees, self-employed individuals, or other taxpayers to use in computing the deductible costs of operating an automobile or motor vehicle for business, charitable, medical, or moving expense purposes.

Company representatives and employees may be required to drive their own automobiles or motor vehicles for business trips. The expenses involved in the use of their private automobiles or motor vehicles for purposes related to the company are required to be refunded to company representatives and employees under the optional mileage reimbursement regulation established by the Internal Revenue Service (IRS). The standard mileage rates set by the U.S. government will vary each year. Furthermore, the standard mileage rates are dependent on factors such as gasoline prices.

A company representative’s or employee’s mileage is tracked by using an odometer. An odometer is a device that is used for measuring the distance traveled by an automobile or a motor vehicle. The odometer can normally be found in the dashboard of an individual’s automobile or motor vehicle which can be mechanical, electronic, or a hybrid of both technologies called electromechanical. This device is sometimes called an odograph or a mileometer.

Most odometers today can keep track of an automobile’s or a motor vehicle’s mileage by recording its wheel rotations. The distance an automobile or a motor vehicle has traveled is then calculated by multiplying the number of wheel rotations by the circumference of its tire. The circumference of a tire can be calculated by multiplying the diameter of the tire by pi (3.1416).

How to fill out the Mileage Tracking and Reimbursement Form?

Company representatives or employees can write their own Mileage Tracking and Reimbursement Form or download a PDF copy from a website that offers document templates. For convenience, they can also fill out the Mileage Tracking and Reimbursement Form electronically on PDFRun.

To fill out the Mileage Tracking and Reimbursement Form, you must provide the following information:

Company Name

Enter the full name of your company.

Department

Enter which department you are currently in.

Name

Enter your full legal name.

Start Date

Enter the date you plan on starting your mileage tracking.

End Date

Enter the date when your mileage tracking will end.

For Actual Expenses Deduction Use Only

Start Odometer

Enter the first odometer reading at the start of your trip.

End Odometer

Enter the last odometer reading at the end of your trip.

Total Miles

Enter the total distance you have traveled in miles.

Business Percentage

Enter the business percentage for the deduction of your actual expenses.

Rate per Mile

Enter the current business rate per mile according to the standard mileage rates posted by the Internal Revenue Service (IRS) using U.S. dollars.

Miles

Enter the total distance you have traveled in miles.

Total Reimbursement

Enter the total amount of your reimbursement.

Mileage Tracking Log

You are required to print out this mileage tracking log and keep a copy of it in your automobile or motor vehicle. Furthermore, you are also required to record the exact purpose of your trip. This mileage tracking log is important for supporting any possible tax write-offs for your deductions or reimbursement.

The instructions stated below will apply to all of the rows contained in this section of the Mileage Tracking and Reimbursement Form.

Date

Enter the current date.

Miles

Enter the total distance you have traveled in miles.

Start Odometer

Enter the first odometer reading at the start of your trip.

End Odometer

Enter the last odometer reading at the end of your trip.

Purpose

Enter the task you were assigned to do which included driving to a certain destination.

Remarks

Enter any information about the odometer reading, miles, and other important details about your trip.

Signature

Affix your signature.

Date

Enter the current date of signing.