Template

Employee mileage reimbursement policy template

Copy and adapt this template for your organization. Have your HR, finance, or legal advisor review it before you adopt it. It is not legal or tax advice.

1. Purpose

[Organization] reimburses employees for approved business use of a personal vehicle.

2. Eligibility

Business travel such as trips between work locations, client or site visits, and approved errands. Normal commuting between home and the regular workplace is not reimbursable.

3. Rate

Reimbursement is $[rate] per mile [or: the IRS standard business mileage rate in effect on the date of travel]. Mileage covers fuel, wear, and insurance; tolls and parking are reimbursed separately with receipts.

4. Documentation

For each trip, record the date, start and destination, business purpose, and miles, at or near the time of the trip. Use [form or app].

5. Submission

Submit a monthly log by the [day] of the following month. Claims older than [number] days may not be paid.

6. Approval

The employee signs the log, the supervisor reviews and approves, and Finance processes payment by [method/date].

7. Compliance

False claims may result in discipline. [Organization] may audit logs.

See also: IRS mileage log requirements. Waypoint Team and Organization plans support this approval chain.