Free Excel Mileage Reimbursement Form
The IRS rate is a field, not a hidden assumption
Most mileage forms you'll find - from Vertex42 to Microsoft's own templates - are single-purpose and business-only, and some bury the mileage rate in a formula you have to go find and edit yourself when it changes.
This form puts the rate right in its own column, labeled to remind you it's a manual entry: look up the current IRS standard mileage rate before logging trips, then type it in. Nothing is calculated with a rate you can't see.
Because the rate lives on every row rather than one locked cell, you can also log trips from different periods (with different historical rates) in the same log without breaking anything.
How reimbursement and the rollups work
Reimbursement per trip is simply miles times the rate you entered on that row. The Month column is a label you type - like "January 2026" - rather than something extracted from the date, so you have full control over how trips get grouped.
Employee Rollup and Month Rollup are separate tabs: list each employee or month label once, and their total miles and total reimbursement pull automatically from the Mileage Log using SUMIF - the same linked-tab pattern our Trust Accounting template uses for its Client Ledger.
Keep the month label and employee name spelled exactly the same way across the Mileage Log and the rollup sheets - the totals match on exact text, so "Jan 2026" and "January 2026" would be treated as two different months.
Who this template is for
Employees submitting their own mileage for reimbursement, and small-business owners or bookkeepers processing a handful of employees' mileage without expense-management software.
It calculates reimbursement amounts for your records - it doesn't file anything with the IRS or replace your accountant's guidance on which trips qualify as deductible business mileage versus personal, medical or charity mileage.
How to use it
- Log each trip: month label, date, employee, purpose, miles, and the current IRS rate.
- Reimbursement calculates automatically as miles times the rate you entered.
- List each employee and month once on the Rollup sheets - totals pull in automatically.
Download the free Free Excel Mileage Reimbursement Form
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Small Business Bookkeeping & Tax Dashboard
If you need full bookkeeping beyond mileage tracking, the paid Bookkeeping template ($19) adds Schedule C categorization, a quarterly tax dashboard, and CPA-ready export.
See the full versionFrequently asked questions
Is the IRS mileage rate built into this template?
No, on purpose. The rate changes at least once a year (and sometimes mid-year), so you enter it yourself on each row after checking the current published rate - nothing is hardcoded.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. The reimbursement and rollup formulas keep working.
Why do I need to type the Month label myself instead of it coming from the date?
The formulas don't extract month/year from the date column - you type a label like "January 2026" so you control exactly how trips group, and so the Month Rollup can match on that same text.
Does this split business, medical and charity mileage automatically?
Not with separate calculated categories - log the purpose in the Trip/purpose column and use the current rate for that trip type, since the IRS publishes different rates for business, medical and charity mileage.
Do the Employee and Month Rollup totals update if I add more trips later?
Yes, as long as the new rows are within the Mileage Log's existing range and the employee name or month label matches exactly what's listed on the Rollup sheet.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.