Mileage Reimbursement Form Template
A one-page form for claiming work miles from your employer: list the trips, and the miles, tolls and total to pay are added up for you.
What's inside
One workbook, in Excel + Google Sheets. A printable mileage reimbursement form that adds itself up:
- Start here: four steps, what the colors mean, and what to do if you have more than 25 trips.
- Form: a one-page, letter-size form. Company, employee name, ID, department, the period and the rate per mile at the top; up to 25 trips with date, from, to, business purpose, miles one way, round trip and parking or tolls. Total miles, mileage amount, parking and tolls and the total to reimburse are worked out, with signature lines for you and your approver.
- Blank form: the same form, empty, to print and fill in by hand.
- Sample check: a sample month of trips with the answers worked out separately. Every row shows ✓ when the formulas are right.
Print it, or save it as a PDF from Excel or Google Sheets and email it with your expense report.
Who it's for
A good fit if you
- Drive your own car for work and claim the miles back from your employer each month.
- Run a small business and want one simple mileage form for your staff.
- Are tired of adding up miles and tolls by hand on a paper mileage form.
Not for you if you
- Are self-employed and need a year-long log for your taxes. The Mileage Log Spreadsheet is made for that.
- Need your company's own required form. Check with your employer first.
How it works
- Open the file. The Form comes filled with a sample month: 12 trips and a $338.79 reimbursement.
- Check the sample. Open Sample check and see every row show ✓.
- Type in your own. Change the names, period and rate, replace the trips, then print or save as PDF and sign.
Questions
Does it work in Excel and Google Sheets?
Yes. You get an Excel file (.xlsx) and a Google Sheets version. Both print the form on one letter-size page.
Can I make a PDF of the form?
Yes. In Excel use File > Save As > PDF, in Google Sheets File > Download > PDF. The print area is already set to the form.
What rate per mile should I use?
The rate your employer pays. Many use the IRS standard rate, which was 70 cents a mile for 2025, and that is what the sample uses. Type your company's rate in the yellow cell.
What if I have more than 25 trips in a month?
Make a copy of the Form sheet and use two forms for the month, or claim twice a month.
Does a round trip count double?
Yes. Type the miles one way and choose Yes under round trip; the total miles for that line are doubled.
Can I get a refund?
Yes. If the template does not work for you, email [email protected] within 30 days of buying and you get your money back. See the refund policy.
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Disclaimer. For general information only. Not tax, legal or financial advice. Check the rules for your country or ask a qualified adviser. Read the full disclaimer.