Free Download Mileage Reimbursement Forms

What Is A Mileage Reimbursement Forms?

As a business owner, you must have so many things to do so sometimes you ask your employee to handle certain task such as going somewhere. With such hustle, your employees sometimes use their own vehicle. If you find this, you might need to consider the mileage reimbursement forms.

Mileage Reimbursement Request Form in EXCEL

Mileage reimbursement forms are documented that enables the company or business organization to reimburse the expense of traveling due to business purpose. This form will also help your company to track and record the traveling details as well as the destinations. This is good for you so you can sort out and minimize unnecessary business travel.

To use this form, there are several conditions to underline such as:

  • Driving for meeting a customer
  • Driving for a business transaction in the bank
  • Driving for picking up the supplies of the office
  • Other business-related activities

Interestingly, this mileage reimbursement rate changes each year, but there is no obligation from law to force the employes to use the rate. It depends on the industries that make companies use certain rates for this matter.

Let’s take an example, the reimbursement for moving purpose is 20 cents/mile in 2019. Meanwhile, the charity-related mileage is 14 cents/mile.

What Can the Mileage Reimbursement Cover?

Keep in mind that the mileage rates depend on the variable and fixed costs. This includes oil, gas, registration fees, insurance, depreciation and also standard maintenance.

Official Visit Mileage Reimbursement Form

Note that you only give the reimbursement when your employee uses it for business purposes. If your employees use the companies car then you don’t need to use this.

How Do The Mileage Reimbursement Forms Work?

Note that the employee cannot just claim the reimbursement request without records. The employees should keep track of the business trip with the form. You can download our form on this page for free. It is available in various format and layouts. Next, your employee can easily record the document and you can easily track it down.

Student Mileage Reimbursement Form

In the mileage reimbursement forms, you will need to detail the business trip. The information is usually including destination, purpose, origin, traveled, miles, total miles, and date.

It usually comes in multiple lines so the employee can add details on it. Next, you can determine and track down your employee business trip and sort out the important business trip and not. So, in the future, you can decide more effective trip.

How To Make A Mileage Reimbursement Form?

Making a mileage reimbursement form is very easy. The format, samples, and templates are available on this page for free. Next, put the details of the driver or employee on the form. Every time your employee is doing a business trip, he/she can write the details on it.

Vehicle Mileage Reimbursement Form

The main reason why you need the reimbursement form is to help you track the miles of your employee’s business trip. All the forms should be simple and easy to use. By using our template you can edit it and customize it as you need.



Workers Compensation Mileage Reimbursement Form Car Mileage Reimbursement Form Mileage Expense Reimbursement Form Mileage Log and Reimbursement Form Mileage Log for Employee Reimbursement Form Mileage Reimbursement Claim Form Mileage Reimbursement Form

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Free Download Mileage Reimbursement Forms

As a business owner or an employer, you must have no time in doing some technical things so sometimes you ask your employee to help you. Even you send them out of town to handle the task. When they are handling your business, they might be using their personal car for their business. If this happens, you need to start to consider the mileage reimbursement form. This will help your employee and yourself to examine their spending during that task.

Mileage Reimbursement Form 1


What Is A Mileage Reimbursement?

Mileage reimbursement is compensating the employee’s expense when they used their personal tool or money to run the errands. However, there are some rules related to the reimbursement that you can do it if the condition is as follow.

  • Your employee or staff drive to the bank for doing a business transaction.
  • Your employee goes outside of the office to meet the potential customers or suppliers
  • Driving to meet the potential client
  • Your employee driving to pick up the office stuff
  • Others that are related to the business

Mileage Reimbursement Request Form in EXCEL 1

Furthermore, the mileage reimbursement rate always changes each year. This 2019, it should be 58 cents per mile. However, there is no law that the employers should follow this rate because each company has a different policy and industry. Usually, the rate for moving or medical purpose will be charged 20 cents each mile and 14 cents for charity-related activities.

Then, what can be covered when it comes to reimbursement? Usually, the mileage depends on the variable costs of the vehicle used. This reimbursement includes:

  • Oil
  • Gas
  • Registration fee
  • Insurance
  • Standard Maintenance
  • Depreciation

And, the employer is supposedly only to give the reimbursement when the employe uses the personal car for business. But if they use the company’s car, then there is no reimbursement.

How to Get The Mileage Reimbursement?

To obtain the mileage reimbursement, the employee who uses the personal car for business should record it. We provide you the mileage reimbursement forms that are easy for recording the mileage. Most companies provide these forms, so if you are a business owner, you should provide this.

Official Visit Mileage Reimbursement Form 1

The mileage reimbursement forms such details about the drive should be included. This includes business purpose, date, origin, destination, miles traveled and also the total miles. This will ease the employers to examine the record and have arguments to accept o refuse it.

Some companies typically allow mileage reimbursement monthly and the rest of them annually. As an employer, it is important to turn the mileage information consistent.

How To Reimburse for Mileage

Mileage reimbursement can be done in a few steps and you should consider two important factors which are:

  • Are you going to pay the reimbursement with direct deposit or paper checks?
  • Are you planning to add the reimbursement along with the regular wages?

Student Mileage Reimbursement Form 1

Besides, the employees don’t have to pay the taxes but it still gives the employers benefits such as:

  • Employees’ satisfaction
  • Employees will likely have the willingness to run the errands
  • Receive business mileage deduction



Vehicle Mileage Reimbursement Form 1 Workers Compensation Mileage Reimbursement Form 1 Car Mileage Reimbursement Form 1 Mileage Expense Reimbursement Form 1 Mileage Log and Reimbursement Form 1 Mileage Log for Employee Reimbursement Form 1 Mileage Reimbursement Claim Form 1

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