Ready-to-use mileage reimbursement resources

Field-tested spreadsheets, policies, and forms — download and edit in minutes. No mandatory signup.

Logs & spreadsheets

• Daily mileage log spreadsheet — CSV template ready to fill daily — opens in Excel, Google Sheets, and LibreOffice. (CSV)
• Vehicle log (fuel + maintenance + miles) — Comprehensive spreadsheet tracking fuel, maintenance, and miles — basis for actual-expense method deduction. (CSV)

Policy templates

• Mileage policy template — Complete mileage reimbursement policy — ready to customize with your EIN and internal rate. (TXT)
• Expense policy template (T&E) — Complete corporate expense (T&E) policy — mileage, meals, lodging, entertainment. (TXT)

Reports

• Monthly expense report (with mileage) — CSV with all monthly expense categories — mileage, fuel, meals, lodging, tolls. (CSV)
• Annual mileage deduction worksheet — CSV that auto-computes your annual mileage tax deduction — standard rate vs. actual expense, side by side. (CSV)
• Monthly mileage summary (consolidated) — Consolidated CSV by employee and cost center — basis for monthly accounting close. (CSV)

Forms

• Mileage reimbursement form (PDF) — Printable PDF to attach to the reimbursement process — signature fields for employee, manager, and finance. (PDF)
• Driver onboarding checklist — PDF for fleet managers — 20 items to onboard a new driver or external collaborator. (PDF)

Reference

• Trip purpose checklist (auditable) — PDF reference with 30 business-purpose categories accepted by IRS, CRA, and HMRC. (PDF)
• Mileage audit checklist — PDF for finance and internal audit teams — 25 verification points before monthly or annual close. (PDF)
• Mileage rate cheatsheet (by country) — PDF quick reference with official and suggested rates per country, updated annually. (PDF)

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