Mileage Reimbursement Calculator

Multiply business miles by the applicable rate. Some schemes use a two-tier structure with a lower rate above an annual threshold, in which case the miles split between the two rates.

Fuel, depreciation, insurance, road tax, servicing, tyres and repairs — the full cost of running the vehicle, not just the fuel burned. That is why it sits well above the fuel cost for the same distance.

Almost never. Travel between home and a regular workplace is treated as private in most systems. Travel between sites during the working day generally is reimbursable.

Yes, in practice. Tax authorities expect date, destination, purpose and distance for each business journey. Reconstructing a year of trips from memory is exactly what an audit will not accept.

In several jurisdictions you can claim tax relief on the shortfall. Where the employer pays above the published rate, the excess is usually treated as taxable income.

From your national tax authority, which publishes it and revises it at least annually. The defaults on this page are illustrative — enter the current published figure for your country and tax year.

A higher rate for the first block of business miles each year and a lower one above it, on the reasoning that the fixed costs of running the car are recovered within the first block and only running costs remain.

A cash allowance is usually taxable as income while a mileage rate within the published limit usually is not, so high-mileage drivers often do better on mileage. Low-mileage drivers with an expensive car often do better on an allowance.

Many tax authorities publish separate advisory rates for electric vehicles, reflecting much lower per-mile energy costs. Applying the petrol rate to an EV can create a taxable excess.

Date, start and end points, purpose, and distance for each journey. Apps that log automatically from location data have become the practical answer, since reconstructing from memory does not survive scrutiny.

Usually yes, subject to rules about how long an assignment can last before the location counts as permanent. The distinction between temporary and permanent workplace is where most mileage claims are challenged.

Not up to the published rate. Anything above it is generally taxable, and anything below it may create a claim for tax relief on the shortfall depending on your jurisdiction.