Mileage Reimbursement Calculator — guide

The Mileage Reimbursement Calculator adds up reimbursements for one or more business trips. You enter each trip's distance, optionally a purpose and date, and the rate to apply. The tool totals all trips and produces per-trip and overall reimbursement amounts you can download as a statement.

It is designed for employees who need to submit mileage expense claims, and for managers or administrators who want to verify or pre-calculate reimbursement amounts.

Employees who use a personal vehicle for work and need to submit a reimbursement claim.

Managers or HR staff who want a quick reference total before approving expense reports.

Self-employed individuals billing clients for travel at a per-mile rate.

Anyone comparing an employer's reimbursement rate to the IRS reference rate.

Required — Miles per trip: the distance in miles for each trip to include.

Required — Reimbursement rate: choose the current IRS standard business mileage rate as a reference, or enter a custom rate matching your employer's policy.

Optional — Trip date: used for documentation in the downloaded statement.

Optional — Trip purpose or description: a short note (e.g. 'Client visit — Acme Corp') that appears in the statement.

For each trip: reimbursement = miles × rate. All trip reimbursements are summed for the grand total.

If you select the IRS rate option, the tool applies the IRS standard business mileage rate for the relevant period. The IRS publishes this rate; verify current rates at irs.gov.

Custom rate: enter any per-mile rate in dollars that matches your company's reimbursement policy. Many employers set rates that differ from the IRS figure.

The results table lists each trip with miles, rate, and reimbursement subtotal. A grand total row shows the overall reimbursement amount.

If you are comparing IRS and employer rates, note that the IRS rate is a reference — employers are not legally required to reimburse at exactly the IRS rate. Reimbursements above the IRS rate may be treated as taxable income; consult a tax professional for specifics.

Click the download button to save a formatted reimbursement statement. The statement includes your name (if entered), the trip list with dates and purposes, the rate used, per-trip subtotals, and the grand total. This document is suitable for attaching to an employer expense report or keeping for your own records.

Three business trips in a week at an employer rate of $0.70 per mile:

Monday — Client meeting: 45 miles × $0.70 = $31.50.

Wednesday — Industry conference: 112 miles × $0.70 = $78.40.

Friday — Supply run: 28 miles × $0.70 = $19.60.

Total: 185 miles, reimbursement $129.50.

At the IRS 2026 H1 reference rate of $0.725: 185 miles × $0.725 = $134.13 — useful if your employer reimburses at the IRS rate.

The tool does not verify that trips qualify for reimbursement under your employer's policy or IRS rules — it calculates what you enter.

Commuting miles (home to primary workplace) are generally not reimbursable or deductible. Do not include commuting unless your employer's policy explicitly covers it.

The tool is not connected to payroll or expense management systems. The downloadable statement is for your own records only.

Submitting reimbursements requires accurate records, not just a total. MileLedger logs trip purpose, dates, and miles in the phone app as you drive, so building your reimbursement claim takes minutes rather than hours of reconstruction.

Learn more at /features/reports.