Mileage Reimbursement Calculator – Calculate Travel Expenses
Calculate mileage reimbursement for business travel expenses
Table of Contents
How to Use
- Enter the distance traveled in miles or kilometers
- Select your preferred distance unit
- Use the IRS standard rate or enter a custom rate
- Click calculate to see your total reimbursement
What is Mileage Reimbursement?
Mileage reimbursement is compensation paid to employees or self-employed individuals for using their personal vehicles for business purposes. The reimbursement covers costs like fuel, maintenance, insurance, and depreciation.
The IRS sets standard mileage rates annually that can be used to calculate deductible costs of operating a vehicle for business, charitable, medical, or moving purposes.
2024 IRS Standard Mileage Rates
| Purpose | Rate per Mile | Notes |
|---|---|---|
| Business | $0.67 | For business travel and work-related driving |
| Medical/Moving | $0.21 | For medical appointments or qualifying moves |
| Charitable | $0.14 | For volunteer work (set by statute) |
How to Track Business Mileage
Proper documentation is essential for mileage reimbursement claims:
- Record the date of each trip
- Note starting and ending odometer readings
- Document the business purpose of the trip
- Keep receipts for tolls and parking
- Use a mileage tracking app for convenience
- Maintain a separate log for personal vs. business miles
Reimbursement vs Tax Deduction
- Employees: Receive reimbursement from employer (not taxable if under IRS rate)
- Self-employed: Deduct mileage on Schedule C of tax return
- Actual expense method: Alternative to standard mileage rate
- Cannot switch methods mid-year for the same vehicle
Frequently Asked Questions
- What is the IRS mileage rate for 2024?
- The 2024 IRS standard mileage rate is $0.67 per mile for business use, $0.21 per mile for medical or moving purposes, and $0.14 per mile for charitable purposes.
- Can I use a higher rate than the IRS standard?
- Employers can reimburse at any rate they choose. However, amounts exceeding the IRS standard rate may be considered taxable income. Self-employed individuals can only deduct up to the standard rate or actual expenses.
- What records do I need to keep for mileage reimbursement?
- Keep a log with the date, destination, business purpose, and miles driven for each trip. The IRS requires contemporaneous records, meaning you should record trips at or near the time they occur.
- Can I claim mileage for my commute to work?
- No, regular commuting from home to your primary workplace is not deductible. However, travel from your workplace to other business locations, or from home to a temporary work location, may qualify.