# How to create business mileage policies

> Practical guide to establish fair and efficient mileage reimbursement policies in your company.

**Author:** Marina Costa — Brazilian Tax & Compliance Specialist  
**Published:** 2025-10-01  
**Updated:** 2025-10-01  
**URL:** https://quilometragem.com/blog/how-to-create-business-mileage-policies

**TL;DR:** Practical guide to establish fair and efficient mileage reimbursement policies in your company.

- Practical guide to establish fair and efficient mileage reimbursement policies in your company.
- Creating an effective mileage reimbursement policy starts with clearly defining which trips are eligible.
- Establish objective criteria about what constitutes a work trip.
- Determine fair reimbursement rates based on market research and actual operational costs.

Creating an effective mileage reimbursement policy starts with clearly defining which trips are eligible. Establish objective criteria about what constitutes a work trip.[^rfb-substantiation]

Determine fair reimbursement rates based on market research and actual operational costs. Consider differentiating rates by vehicle type: passenger cars, SUVs, motorcycles, etc.

Set daily or monthly distance limits when applicable. Some companies establish caps to prevent abuse, while others prefer more flexible policies with managerial approval.

Establish clear deadlines for receipt submission, typically between 30 and 90 days after the trip. This facilitates financial management and prevents backlog accumulation.

Document everything in a manual accessible to all employees. Use tools like Quilometragem that allow configuring these policies directly in the system, ensuring automatic and consistent rule application.

## Frequently asked questions

### Why is a formal mileage policy important?

A formal policy standardizes expectations, protects the company in audits and eliminates case-by-case decisions that create inequality among employees.

### How often should the policy be reviewed?

Review the rate table quarterly tracking fuel price and review the full text at least annually to align with regulatory changes.

### Who must approve the mileage policy?

Approval involves HR (compensation impact), accounting (tax impact) and leadership (budget), with formal publication and signed acknowledgment from each employee.

## Sources

- [Receita Federal — Despesas com veículos](https://www.gov.br/receitafederal/pt-br) — Receita Federal do Brasil (2026-04-28)