Mileage Reimbursement Policy — Template ======================================= Replace bracketed fields with your company data. 1. Purpose ---------- This policy governs the reimbursement of mileage expenses incurred by employees and contractors of [COMPANY NAME] (EIN [EIN]) in the course of their professional duties, ensuring standardization, financial control, and tax compliance. 2. Eligibility -------------- Eligible for reimbursement: employees in field-facing roles; contractors with an active MSA contemplating travel; interns authorized by their manager. Not eligible: home-to-work commute, personal-use trips. 3. Per-mile rate ---------------- Effective rate: $[RATE] per mile, based on the IRS standard mileage rate or a documented company-specific cost-per-mile (fuel, maintenance, depreciation, insurance, registration). The rate will be reviewed annually in January. 4. Calculation and substantiation --------------------------------- Reimbursement equals miles driven (origin-destination, round trip, shortest reasonable route) multiplied by the effective rate. Substantiation is via daily log including origin, destination, business purpose, and date — our log template is available at https://quilometragem.com/resources. 5. Limits --------- Monthly cap: [CAP] miles per employee. Overages require manager justification. Tolls and parking are reimbursed separately, with physical or digital receipts. 6. Deadlines and submission --------------------------- Monthly reimbursements must be submitted by the 5th of the following month via [SYSTEM]. Late submissions will be paid in the next pay cycle, without interest. 7. Approval ----------- Reimbursement is approved by the direct manager and validated by Finance. For amounts above $[AMOUNT], additional approval from the department director is required. Payment is processed with the next payroll cycle following approval. 8. Review --------- This policy will be reviewed annually, or immediately upon material regulatory change. The current version is always available in the employee handbook. Free template by Quilometragem.com — calculate reimbursement in seconds: https://quilometragem.com/mileage-calculator