Mileage Reimbursement Form Template

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A mileage reimbursement form is an essential document for managing employee travel expenses systematically and transparently. Whether you're an employer aiming to maintain an organized record of employee travel costs or an employee seeking reimbursement for business travel expenses, this form provides a clear roadmap to keep track of mileage and payments. Download this pre-made PDF form and fill it out to suit your needs. 
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Paper titled "Mileage Reimbursement Form"; pen, coins, bank notes, car, male driver in the car

A mileage reimbursement form is an essential document for managing employee travel expenses systematically and transparently. Whether you're an employer aiming to maintain an organized record of employee travel costs or an employee seeking reimbursement for business travel expenses, a gas reimbursement form provides a clear and efficient roadmap to keep track of mileage and the corresponding repayment. 

With a customizable mileage reimbursement form template from Lawrina, you can ensure that your organization's handling of travel-related expenses aligns with industry standards while meeting your specific needs.

What Is a Mileage Reimbursement Form?

A sample mileage reimbursement form is an essential tool companies use to effectively track and manage the business-related travel undertaken by their employees using their vehicles. This form plays a vital role in accurately calculating the reimbursement amount an employee should receive for the miles they have driven during these work-related trips.

By utilizing an employee mileage reimbursement form, companies can maintain proper documentation of employee travel expenses and ensure fair compensation for using their vehicles. This form allows employees to report the details of their trips, including the starting and ending locations, the purpose of the trip, and the total number of miles driven.

The information provided in the printable mileage reimbursement form calculates the reimbursement amount based on the company's predetermined reimbursement rate per mile. This rate is typically set according to the current standard mileage rate established by the Internal Revenue Service (IRS) or the company's internal policy.

Parties of the Mileage Reimbursement Form

In a simple mileage reimbursement form, two key parties are involved.

  • The Employer: This refers to the company, business, or organization employing the individual who has traveled for work purposes. It is responsible for calculating the necessary reimbursement and paying the agreed amount to the employee.

  • The Employee: This refers to the person traveling for business matters who has incurred mileage expenses during the process. This individual is responsible for accurately tracking and reporting the mileage for reimbursement purposes.

Key Terms

  1. Mileage Rate: This is the predetermined amount that the employer reimburses per mile driven for work-related trips. This rate might vary by company and is often set according to the standard mileage rate determined by the Internal Revenue Service (IRS) annually. 

  2. Business Travel: This refers to the travel undertaken to conduct work tasks or fulfill job responsibilities. Examples can include visiting clients, attending meetings off-site, or traveling to different branches or offices of the company. It is crucial to note that the regular commute between an employee's home and workplace is not considered business travel for reimbursement purposes.

  3. Total Mileage: This denotes the number of miles an employee has driven for business-related activities during a specific period. It's calculated by recording the starting and ending odometer readings for each trip, then subtracting the former from the latter to gain the total miles driven.

  4. Reimbursement Request: This is a formal application made by an employee to their employer, requesting reimbursement for miles driven on company business. It needs to be supported by a completed mileage reimbursement form template that accounts for all the miles driven and the purpose of each trip.

  5. Approval Process: This is the internal procedure within a company by which an employer verifies the accuracy and authenticity of an employee's mileage reimbursement claim. 

What Is Included in the Mileage Reimbursement Form

A comprehensive IRS mileage reimbursement form should highlight several key elements to provide a full record of the employee's business-related travel and to ensure that reimbursement is calculated correctly.

  • Date of travel: It's important to include each date the employee traveled for business purposes. Having these dates recorded provides transparency and aids in any necessary auditing.

  • Purpose of the trip: Briefly describing the reason for the business-related travel helps to verify that the mileage accrued was indeed for valid work purposes.

  • Miles traveled: Clearly state the miles driven during the work-related trip. This should ideally be split into start and end odometer readings to ensure accuracy.   

How To Write a Mileage Reimbursement Form

Whether you're an employer or employee tracking mileage, download a professional mileage reimbursement form 2023 from Lawrina and create your legal document. Start with a template and discuss reimbursement terms. To craft a free mileage reimbursement form:

  1. Understand travel details discussed with involved parties

  2. Use other mileage forms as guides

  3. Include names and contact details of all parties

  4. Specify the reimbursement period

  5. Define crucial terms like 'mileage rate' clearly

  6. List travel details: start and end locations, miles traveled, purpose, and associated expenses

  7. State the consent clause for employee agreement

  8. Ensure all parties understand the form and revise it as necessary

  9. Have the employee sign and date the form for validity. Explicit language and precise terms will ensure your arrangement is easily understood and effective

When To Use a Mileage Reimbursement Form

Mileage reimbursement forms should be used when:

  • An employee travels for business meetings, client visits, or business-related errands.
  • Employees attend business-related conventions, trade shows, or training outside their usual workplace.
  • An employee needs to travel between different workplaces owned by the same company.
  • An employee purchases office supplies or conducts other business operation tasks on behalf of the employer.
  • An employee is tasked with picking up or dropping off colleagues, clients, or business associates for work-related purposes.

Common Use Cases

Mileage reimbursement templates are typically employed in a variety of business scenarios. For instance, sales representatives often use their vehicles for client meetings and thus require reimbursement for their travel expenses. 

Insight

Similarly, field engineers might need to visit different sites while home healthcare professionals drive to patients' homes, making the form essential. Corporate employees might also need to travel between multiple office locations or go out for business supplies. In addition, business-related trips to conferences, seminars, trade shows, or training can necessitate using a mileage reimbursement form in PDF. 

Any time an employee uses a personal vehicle for reasons directly tied to their role or tasks, they should file a mileage reimbursement request form to recoup the costs of such business-purpose travels.

When Not To Use a Mileage Reimbursement Form

Using a mileage reimbursement sheet isn't applicable in all travel circumstances. It's critical to understand which travel situations do not warrant a reimbursement request. Specifically, the form should not be utilized in the following circumstances:

  • When an employee is commuting between their home and their normal workplace, these miles don't usually qualify for reimbursement, as they're viewed as personal travel.

  • When an employee is using a vehicle provided by the company. In this situation, the costs associated with vehicle use, including fuel, maintenance, and insurance, are typically taken directly by the company.