If you use a vehicle for business purposes or employ others who drive for work, accurately logging mileage is essential. One simple method for keeping track of these business miles is filling out a manual mileage log. Here, we’ve provided two mileage log templates that you can easily download, fill out, and save for tax season. One for daily mileage tracking, and one for weekly tracking. We’ve also included some helpful information and tips about mileage logs and mileage tracking.
Our simple mileage log template includes all the necessary fields for keeping track of business miles on a daily basis. This template is practical for employees who make several trips throughout their workday, with ample space to record the details of their vehicle usage.
Download your preferred version, available for free in Word, Excel, Google Docs, and Google Sheets.
This mileage tracker form is best used for recording weekly work trips. It includes rows for filling out dates, odometer readings, trip descriptions, and other required mileage tracking information.
Download yours and keep track of weekly vehicle usage. Choose from Word or Google Docs, or download a spreadsheet version in Excel or Google Sheets for an easy-to-fill-out digital version.
This simple mileage tracker spreadsheet makes keeping track of monthly vehicle usage straightforward. Here, employees can record the purpose of their trips and the total miles driven for work each month.
Download for free! Available in Word, Google Docs, PDF, Excel, and Google Sheets.
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Mileage logs are forms that employers can use to keep track of vehicle usage. They are used to record the distance driven to and from locations for work and reimbursement or tax deduction purposes.
When filling out a mileage log, it’s essential that you are recording all of the right information. Doing so can ensure you are following IRS guidelines, and help you maximize deductions during tax season.
Information you should fill out out includes:
Dates: Each entry must include the date and time of travel.
Purpose of travel: In your logs, you must record both business and personal travel for the vehicle being used. Personal entries can simply be recorded as “Personal”, however business trips must include specific details of the purpose of your trip.Odometer start and finish: Recording the odometer reading before and after each trip allows you to have a more accurate log. At the end of the year, you can take your odometer reading to assess total mileage.
Miles Driven: You must record the total miles driven for each business trip. To do so, simply subtract your trips ending odometer reading from your beginning odometer reading.
Mileage Rate: Depending on the state you are in, or your employment contract, the mileage you use may differ from others. If you’re using the IRS standard mileage rate, the number you should use in 2023 is 65.5 cents per business mile.Totals: Each log should include a totals section. Calculating total mileage and reimbursement can be done manually, or through the templates we’ve provided in Google Sheets and Excel.
Additional Items: While additional items such as parking, tolls, and other expenses are separate deductibles, you may wish to record these on your mileage log forms. Doing so can help you stay organized with all vehicle related expenses.
Manual mileage logs work great for some employers, however there is no question that they can be somewhat of a hassle to deal with. For example, if an employee loses their mileage log, there is no way to accurately record their business trips for that period, which can lead to losses in valuable tax deductions.If you’re looking for a sure-fire way to accurately record business mileage and increase tax deductions, GPS time clock apps are the way to go. With apps like Workyard, you will receive daily logs of exactly where and when trips took place, total miles driven, the purpose of the trip, and all other required information without having to manually log or calculate totals. Furthermore, the Workyard app lets you keep everything in one secure place, from time sheets, to schedules, and more.
If you’re self-employed and use your vehicle for work purposes, or employ others who use work vehicles frequently, you must log mileage. By doing so, you can receive a tax deduction for the costs associated with utilizing a vehicle for work. Failure to properly log mileage will often result in the loss of these deductions, and may even lead to penalties from the IRS.
In the case that your business is audited by the IRS, having the correct mileage log can help make the audit process much smoother. To ensure you meet all of the requirements for your log, you must keep a clear, specific record of all business trips. To do so, always include the correct date, time, odometer readings, miles driven, and specific details of each trip.
Here is a short breakdown of what your trip details should look like:
An example of what you should write for a business entry would be “drove to 1243 Smith Street to deliver roofing materials”. Along with the date, time, odometer readings, and total mileage for the trip.
An example of what not to write under “purpose of travel” for business would be “drove to a meeting”. As there are no specific details outlined, the IRS could argue that this is an invalid entry. Your entry may also be deemed invalid if any of the other required fields are not filled out.
Calculating mileage in excel is fairly straightforward. By downloading one of the templates we have provided in Excel or Google Sheets, you will automatically receive a total as we have pre-entered the formulas. If you are creating an Excel template from scratch, you will need to manually enter a formula to calculate total mileage. To do so, enter the SUM function in the cell next to the “Total Mileage” cell and highlight the range you wish to calculate a total for. Next, enter the mileage rate you provide in the cell next to the “Rate” cell. Lastly, in the cell next to “Total for reimbursement, enter a formula that multiplies the total mileage by the rate. This formula will look something like this: =H23*H24, only the cell names will be different depending on where your total and rate cells are located.
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Track mileage reimbursements effortlessly with our free mileage reimbursement form. Available in PDF, Word, Excel, and Google formats. Get started by downloading, customizing, and printing yours today.
In this guide we cover everything you need to know about employee mileage reimbursement including the rules, the current IRS rates in 2023, tax benefits and the practical tools you can use to effectively manage mileage reimbursements for all of your employees.
In this article, we’ll cover how to calculate mileage reimbursement in 2023 and go over the best tools for tracking mileage to reduce admin burden whilst remaining compliant with IRS regulations.
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