Mileage Expense Report Template

Some business activities involve employees travelling to different locations for the company. The employee may use their vehicle for this activity, which is on behalf of the company. The employee must be reimbursed for any expenses they incur for the business, including fuel used for travel to pursue company activities.

You must report the miles you have traveled so that your company is aware of this. The employee will need to professionally inform the company how many miles they travelled for it. A mileage expense report can help here.

Mileage Expense Report Template for Excel

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See also: Business Trip Expense Report given below.

What is a Mileage Expense Report?

The mileage expense report helps people whose travel expenses are paid by their company. The report tracks the person’s mileage for the company for a specific period. It is a good tool for requesting a car allowance or mileage reimbursement from the company.

It will have sections that can include the employee name, employee ID, description of the vehicle, pay period, mileage rate, date, start location, destination, total miles, description, and total reimbursement.

What does a Mileage Expense Report do?

The mileage expense report will help the company determine how many miles the employee has travelled for business purposes. The company can then decide how much reimbursement the employee requires. The report can also indicate whether an employee spends too much on business travel and where to cut expenses.

The report enables employees to professionally communicate the mileage they have traveled for the company, ensuring they receive the correct reimbursement for this.

Creating a report from scratch

If you want to create this report in a way that can adequately communicate the mileage details, you can consider the following points:

Choose the right application

You need to choose the correct application to create the report, ensuring it is professionally presented and allowing you to communicate these details to the reader easily. Microsoft Excel can help you here because it allows you to create tables and perform calculations easily.

Personal details

The reader must know which employee is sending the report and what it is about. This is why you can give it a heading like “Mileage Expense Report.” You can then enter the employee’s information, including their full name and position. You will provide details about the vehicle being used and the pay period.

Details about travel

You should enter the mileage rate based on the rate in your area per mile. It is essential to enter the travel date, as the reader needs to verify that the travel occurred. It is necessary to describe every trip so that the company can understand why the travel occurred for business purposes. The starting location, along with the destination of each trip, will also need to be stated.

The total miles covered for every travel is also important to include. When you have entered the figures in the total miles column, the amount column will automatically calculate the mileage expenses for every trip. The mileage expense will be the product of the area’s mileage rate and the total miles covered by the trip. The sum of the mileage expenses must be automatically displayed beneath the total reimbursement section.

Signatures

You can include areas where employees and managers can enter their signatures to validate the report.

It is important…

This report is important as it provides a formal and professional way for employees to inform their company about their travel arrangements and whether they require reimbursement for the expenses incurred.

The report may be kept in the company’s records, allowing the company to track where expenses are being incurred. If the company wants to cut costs, it can examine whether business travel expenses are significant. This report communicates these details.

Business Trip Expense Report

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