Mileage Expense Reimbursement Form Excel Template (Free Download)
Need a simple yet professional way to track and request mileage reimbursement? Our Mileage Expense Reimbursement Form Excel template is designed for freelancers, employees, and small businesses who want to record mileage accurately for tax purposes or internal reimbursement.
This ready-to-use spreadsheet makes it easy to log each trip, calculate reimbursements using the current IRS mileage rate (or your company's rate), and generate monthly totals with formulas already built in.
📥 Download the Free Template
📌 What Is a Mileage Expense Reimbursement Form?
A mileage reimbursement form is a document used to log business-related travel in a personal or company-owned vehicle. It allows companies to compensate employees or contractors based on a standard per-mile rate.
In the U.S., the IRS provides a standard mileage rate, which for 2025 is $0.67 per mile (check current rates for updates).
📊 Template Features
| Field | Description |
|---|---|
| Date | Record the date of the trip |
| Starting Location | Where the trip began |
| Destination | Where you traveled to |
| Purpose | Brief reason for the trip (e.g., client meeting) |
| Miles Driven | Total miles covered |
| Reimbursement Rate | Editable — default is $0.67/mile |
| Total Amount | Auto-calculated: Miles × Rate |
🧮 Built-In Excel Formula
=E4*$G$2This formula multiplies the miles driven (cell E4) by the reimbursement rate (G2), ensuring all calculations update automatically when data is entered or the rate changes.
🛠️ How to Use the Template
- Download and open the Excel file
- Enter the mileage rate in the designated cell (or leave the default)
- Fill out each row for every business trip
- Excel will calculate the total reimbursement amount
- Submit the form to HR or your client along with any necessary approvals
✅ Benefits of This Template
- Easy to edit and reuse each month
- Compatible with Microsoft Excel, Google Sheets, and LibreOffice
- Print-friendly layout for physical submission
- Great for tax reporting and expense documentation
Tags
mileage reimbursement template, mileage tracker excel, business travel log, mileage log sheet, IRS mileage rate, employee expense report, Excel reimbursement form, trip expense tracker
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