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Mileage Log & Reimbursement Form
IRS-ready mileage log and reimbursement form with the 2026 rates (72.5 cents to June 30, 76 cents from July 1), trip fields, examples and approvals.
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What you get
- A trip-by-trip mileage log with every field the IRS expects: date, destination, business purpose and miles
- A monthly reimbursement form with the 2026 split rate built into the calculation
- Worked examples, including a trip that starts from home and a month that spans the July 1 rate change
- A policy checklist for approvers: commuting rules, deadlines, and what makes a claim non-taxable
- State reimbursement rules (California, Illinois and others) plus UK and India notes
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
2026 IRS standard mileage rates
Source: IRS Notice 2026-10 (January 1–June 30) and IRS Announcement 2026-11, Internal Revenue Bulletin 2026-29 (from July 1, after a fuel-price increase). See irs.gov/tax-professionals/standard-mileage-rates.
| Purpose | Jan 1 – Jun 30, 2026 | Jul 1 – Dec 31, 2026 | 2025 (full year) |
|---|---|---|---|
| Business | 72.5 cents per mile | 76 cents per mile | 70 cents per mile |
| Medical and military moving | 20.5 cents per mile | 23.5 cents per mile | 21 cents per mile |
| Charitable (fixed by statute) | 14 cents per mile | 14 cents per mile | 14 cents per mile |
The rate that applies depends on when the trip took place, not when the claim is paid. A September reimbursement for June trips uses 72.5 cents. Check irs.gov each year: the rate is normally announced in December and is only rarely changed mid-year, as it was in 2022 and 2026.
Employee and vehicle details
- Employee name and ID
- Department / cost center
- Manager (approver)
- Vehicle make, model and year— Personal vehicle only; company cars follow the fleet policy
Trip log
One row per trip. Business miles = total miles minus any commute you would normally drive. Use odometer readings or a saved map route.
| Date | From | To | Business purpose | Odometer start / end | Total miles | Business miles |
|---|---|---|---|---|---|---|
| 09/03/2026 | Office, 400 Main St | Client site, Acme Corp, Oak Park | Quarterly benefits enrollment session | 41,210 / 41,244 | 34 | 34 |
| 09/10/2026 | Home | Job fair, Convention Center | Recruiting booth, then home | 41,390 / 41,446 | 56 | 32 |
| 09/17/2026 | Office | Warehouse B, then Warehouse C, then office | Safety audit, two sites | 41,601 / 41,648 | 47 | 47 |
How the example rows were calculated
September 10: the employee drove 56 miles from home to the job fair and back. Their normal round-trip commute is 24 miles (12 each way), so business miles are 56 – 24 = 32. If the employee had driven straight from home to the job fair on a day off with no office visit, many employers still deduct the normal commute to keep the rule simple and consistent. September 3 and 17 started and ended at the office, so all miles are business miles.
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How to use this template
- 1
Log each trip on the day it happens
Record the date, start and end point, business purpose and odometer readings or mapped miles. A log written at the time is far stronger evidence than one rebuilt at year end.
- 2
Exclude commuting miles
Miles between home and the regular workplace are personal. Deduct the normal commute when a business trip starts or ends at home.
- 3
Apply the rate for the trip date
For 2026, use 72.5 cents a mile for trips on or before June 30 and 76 cents for trips from July 1, unless your policy sets a lower flat rate.
- 4
Submit monthly with the reimbursement form
Total the month, sign the certification and send it to your manager within your policy deadline (60 days at the latest for an accountable plan).
- 5
Approve, pay and retain
The approver checks purpose and distances, payroll reimburses through accounts payable or a non-taxable payroll line, and finance keeps the log with the payment record.
Frequently asked questions
What is the IRS mileage rate for 2026?
For business driving, 72.5 cents per mile for trips from January 1 to June 30, 2026 (IRS Notice 2026-10) and 76 cents per mile from July 1, 2026 (IRS Announcement 2026-11, issued after fuel prices rose). The medical and moving rate went from 20.5 to 23.5 cents; the charitable rate stayed at 14 cents.
What does a mileage log need to include for the IRS?
For each business trip: the date, the destination, the business purpose and the miles driven. Record trips at or near the time they happen. Odometer readings at the start and end of the year, and of each trip if you can, strengthen the record. A mapping printout can support mileage but does not replace the purpose and date.
Are mileage reimbursements taxable?
Not if they are paid under an accountable plan: the trips are for business, the employee substantiates them within a reasonable time (60 days is the IRS safe harbor), and any advance above the substantiated amount is returned. Reimbursement at or below the IRS rate is then excluded from wages. Anything above the IRS rate is taxable.
Do employers have to reimburse mileage?
Not under federal law, unless unreimbursed costs would push a non-exempt employee below minimum wage. California, Illinois and several other states require reimbursement of necessary business expenses, which includes business driving in a personal car. Many employers reimburse everywhere for consistency and to avoid wage disputes.
Can employees claim miles driven from home?
Driving from home to the regular workplace is commuting and is not reimbursable or deductible. When a trip starts at home and goes to a client or temporary work site, most policies reimburse the total miles minus the employee's normal commute. Write whichever rule you choose into the policy and apply it the same way for everyone.
How often should mileage be submitted?
Monthly is the most common schedule. Under an accountable plan, the IRS treats substantiation within 60 days of the expense as timely. Illinois defaults to 30 days unless a written policy allows longer. A monthly deadline keeps logs accurate and keeps reimbursements non-taxable.