# Year-end preparation for mileage reimbursement

> Essential checklist to organize mileage documentation before tax year-end.

**Author:** Marina Costa — Brazilian Tax & Compliance Specialist  
**Published:** 2025-08-20  
**Updated:** 2025-08-20  
**URL:** https://quilometragem.com/blog/year-end-preparation-for-mileage-reimbursement

**TL;DR:** Essential checklist to organize mileage documentation before tax year-end.

- Essential checklist to organize mileage documentation before tax year-end.
- Tax year-end is a critical time to review and organize all mileage reimbursement documentation.
- Start with complete reconciliation: compare total reimbursements paid with registered receipts.
- Any discrepancy must be investigated and corrected before closing.

Tax year-end is a critical time to review and organize all mileage reimbursement documentation.[^rfb-fechamento-23]

Start with complete reconciliation: compare total reimbursements paid with registered receipts. Any discrepancy must be investigated and corrected before closing.

Review all year's receipts, ensuring each has complete information: date, origin, destination, mileage, rate, and business purpose. Correct or complete missing documentation.

Prepare consolidated annual report showing total mileage, reimbursed amount, and distribution by department or project. This facilitates next year's budget planning.

File all documentation in organized and secure manner. You'll need these records for at least 5 years for tax audit purposes.

Use the year-end period to evaluate whether reimbursement policies are still adequate or need adjustments for the following year.

## Frequently asked questions

### When to start year-end tax preparation?

Start in October consolidating monthly reports and validating pending receipts; leaving it to December makes accounting corrections impractical.

### What annual report should I generate?

Generate a consolidated report by employee and by cost center, grouping trips by tax category and including total reimbursed plus withheld taxes.

### How to consolidate trips by tax category?

Use the tags defined in the policy (sales visit, training, support) and export a per-tag summary, easing reconciliation with accounting.

## Sources

- [Receita Federal — Obrigações Acessórias e prazos fiscais](https://www.gov.br/receitafederal/pt-br/assuntos/orientacao-tributaria/declaracoes-e-demonstrativos) — Receita Federal do Brasil (2026-04-28)