How to Fill Out a Mileage Reimbursement Form

A mileage reimbursement form allows employees to claim compensation for business-related travel using a personal vehicle. Its purpose is to ensure individuals are reimbursed for costs incurred while performing job duties, aligning with company policies and tax guidelines.

Gathering Required Details

Before filling out a mileage reimbursement form, collect specific information to ensure accuracy and compliance. Identify the dates and times of each business trip. Document the starting and ending locations for each journey, typically using street addresses or recognizable landmarks.

A clear business purpose for each trip is paramount, explaining why the travel was necessary. Examples include “client meeting” or “pickup of supplies.” Record odometer readings at the start and end of each trip, or the total miles driven. This provides evidence for calculating the total mileage eligible for reimbursement.

The applicable reimbursement rate might be company-specific or the IRS standard. For 2025, the IRS rate is 70 cents per mile, which covers expenses such as fuel, maintenance, and depreciation. This rate is adjusted annually to reflect changes in vehicle operating costs. Supporting documentation, such as receipts for tolls or parking fees, should also be gathered, though these are typically considered supplemental to the core mileage data. The blank mileage reimbursement form is usually available from human resources, a supervisor, or a company’s digital system.

Entering Information on the Form

With all the necessary details gathered, the next step involves systematically transferring this information onto the mileage reimbursement form. Begin by accurately filling in personal identifying details, such as your full name, employee identification number, and department. Next, input the dates of travel for each individual trip in the designated fields, ensuring they correspond to your records.

For each journey, clearly write the starting and ending locations, providing enough detail for verification. Directly beneath or adjacent to the location entries, specify the business purpose for that particular trip. This explanation should be brief yet descriptive, directly linking the travel to a company activity or objective. Then, accurately record the total miles driven for each trip.

If your form requires odometer readings, enter the start and end readings, then calculate the difference to determine the miles for that trip. Sum all individual trip mileages to arrive at the total miles being claimed for the entire reimbursement period. Multiply this grand total mileage by the approved reimbursement rate to calculate the total monetary amount you are claiming. Maintain legibility, as unclear entries can lead to processing delays. Finally, sign and date the form in the designated spaces, affirming the accuracy of the information provided, often with an additional line for managerial approval.

Submitting the Completed Form

Once the mileage reimbursement form is meticulously completed and signed, the final step involves its submission through the designated company channels. Submission methods can vary, often including physical delivery to a specific department like accounting or human resources, or directly to a supervisor. Many organizations also utilize digital submission processes, where the form can be scanned and emailed, or uploaded directly into an online expense management system.

Any necessary attachments, such as receipts for tolls or parking, should be securely included with the form. It is important to note that receipts for fuel purchases are generally not required, as the standard mileage rate is designed to cover such costs. After submission, the form typically undergoes an internal review and approval process, starting with a supervisor and then moving to the finance department. Employees can generally expect the processing time for reimbursement to range from a few business days to a couple of weeks, depending on the company’s payroll schedule and internal procedures. The reimbursement itself is commonly issued via direct deposit into a bank account, or occasionally through a physical check.