Mileage guide
Mileage reimbursement form: free CSV and a worked example
By FlatMile ·
General US federal recordkeeping information, not individual tax advice. Tax treatment depends on your circumstances; consult a qualified adviser for your claim.
At a glance
A mileage reimbursement form records the work journeys you want your employer to repay, the rate used and any separately claimed costs. Start with your employer's required form or expense system. If you need a supporting trip sheet, the free CSV below gives you a consistent record to complete and submit for approval.
Download the blank form or worked example
- Download the blank mileage reimbursement form (CSV).
- Download the fictional completed example (CSV).
Both downloads are free, with no account or app required. Open them in a spreadsheet application. The blank file contains column headings and an empty row. The example contains three fictional journeys and plain values, with no spreadsheet formulas or automatic calculations. Replace the example data; do not submit it as your own claim.
Check the employer's rules first
Before filling in amounts, confirm the reporting period, approved rate, eligible journeys, receipt requirements, submission deadline and approver. Ask how to treat ordinary commuting, personal detours and journeys involving more than one purpose. Do not mark every drive on a working day as reimbursable.
Use the rate your employer instructs you to use under its applicable policy. An IRS standard mileage rate is not automatically the rate for your claim. If the policy refers to the federal rate, confirm which date applies and use the dated IRS mileage-rate guide and its official sources.
Complete one row for each journey
The template records the employee, employer and reporting period alongside each trip. Repeating those fields keeps the context attached if someone filters or copies individual rows.
For each entry, add:
- The journey date and vehicle identifier.
- Starting location, destination and a specific business purpose.
- Distance in miles and the employer's rate in US dollars per mile.
- The calculated mileage amount, with parking and tolls recorded separately.
- Receipt references and any note that explains a correction or exception.
Keep units consistent. These columns use miles and US dollars; convert or rename them deliberately if your employer uses kilometres or another currency. Record enough detail to identify the work without putting unnecessary client information in the file.
Work through a fictional claim
Assume an employer's hypothetical policy permits the following three journeys at $0.65 per mile. This is an illustrative employer rate, not an IRS rate. Assume the employer also permits the listed parking and toll costs, supported by receipts.
| Journey | Miles | Mileage amount | Parking | Tolls |
|---|---|---|---|---|
| Office to client meeting | 12.4 | $8.06 | $2.50 | $0.00 |
| Client meeting to work site | 12.1 | $7.87 | $0.00 | $1.00 |
| Work site to office | 9.6 | $6.24 | $0.00 | $0.00 |
| Total | 34.1 | $22.17 | $2.50 | $1.00 |
For each row, multiply miles by $0.65 and round the result to the nearest cent: 12.1 × $0.65 is $7.865, rounded to $7.87. The example totals the rounded rows, giving $22.17 in mileage. Adding $2.50 parking and $1.00 tolls produces a $25.67 claim for review. Follow your employer's rounding convention if it differs.
The amount is neither a guaranteed payment nor a tax deduction or refund. Approval and tax treatment are separate questions.
Keep the reimbursement record understandable
IRS Publication 463 explains that an accountable reimbursement arrangement generally requires a business connection, adequate accounting and the return of excess reimbursements within a reasonable period. A completed spreadsheet alone does not establish that an arrangement meets those rules. Ask payroll about the employer's process. IRS reimbursement and accountable-plan guidance
Before submitting, check duplicate journeys, dates, distance units, rate changes and arithmetic. Match parking and toll entries to their receipt references. Retain the original trip records and a copy of exactly what you submitted, then follow the employer's approval process and requested file format.
If your journeys are already in FlatMile, review the unlocked records before sharing a report. FlatMile's CSV and PDF exports require a subscription or eligible trial; the two CSV downloads on this page are free. Its sample mileage report illustrates the app's report format, which you can compare with your employer's requirements.
Related guides
- Commuting Miles vs. Business Miles: What Counts?
- How to prepare a mileage report for your accountant
- What an IRS Mileage Log Should Record
- UK self-employed mileage records: choosing a useful log
- UK employee mileage claims: build the employer and tax-relief records
- Mileage deduction, reimbursement and tax savings are different amounts