Tips for Tracking Mileage

Tips for Tracking Mileage

When documenting mileage reimbursement, there are a few items to keep in mind:


What’s the current rate?

-      The 2023 IRS rate is $0.655 per mile on the use of cars, vans, or panel trucks.

What type of travel time should be reimbursed?

-      Time spent traveling from work-to-home or vice versa, is not mandated to be reimbursed. If it’s part of their normal commuting time, it’s unpaid.
-      Worksite-to-worksite travel is where most mileage reimbursement comes into play. If an employee must travel to complete a day’s work, this counts as paid time. 

How should you track mileage? Be sure to include these items when logging mileage:

  • Date of trip

  • Starting point

  • Destination

  • Purpose of trip

  • Vehicles starting mileage

  • Vehicles ending mileage

  • Keep a record of any tolls or other trip-related expenses


What format does the mileage log need to be in?

-      This is up to the employer. These logs can be kept in a journal, account book, excel sheet, PDFs, etc. The format of the record is less important than the tracking items mentioned above. However, it is recommended to keep a uniform method when tracking time in case an audit occurs.

How long should you keep travel records?

-      Generally, the IRS recommends keeping mileage logs for about 3 years. 

----


It is important for both the employer and employee to keep detailed records of travel time. Find a system of tracking that works effectively for both you as an employer, and the employee.


If any specific questions arise regarding mileage reimbursement, reach out to our team for more information on this HR topic and others.