Business mileage log & trip tracker
Apex Hardware Supply
BUSINESS MILEAGE LOG
PERIOD: October 2026
RATE: $0.67 / miles
DRIVER / EMPLOYEE:
Alex Morgan
VEHICLE:
2023 Ford Transit (Plate: 7XYZ89)
Trips: 3
Total Distance: 142.5 miles
Reimbursement: $95.48
| Date | Purpose & Destination | Start | End | Distance | Amount |
|---|---|---|---|---|---|
| 2026-10-06 | Client site inspection - West Branch | 14250.0 | 14298.5 | 48.5 | $32.50 |
| 2026-10-08 | Wholesale supplier pickup & delivery | 14298.5 | 14346.0 | 47.5 | $31.83 |
| 2026-10-10 | Commercial customer hardware delivery | 14346.0 | 14392.5 | 46.5 | $31.16 |
Vehicle Mileage Log · sbon.org
Employee reimbursement statement · Retain with receipts
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Business mileage reimbursement & documentation best practices
Why keep contemporaneous mileage logs
Tax authorities require contemporaneous records to claim business vehicle deductions or tax-free reimbursements. Reconstructing mileage months later frequently fails audit verification.
- Record business purpose: Note the client, job site, or vendor visited for each trip rather than generic entries like "errands."
- Track odometer readings: Record beginning and ending odometer numbers for each trip to establish unambiguous distance traveled.
- Separation of personal use: Commuting between home and a primary workplace is generally personal mileage and should not be billed as business travel.
Reimbursement rate notice
Rates entered into this tool are user-defined. Standard rates vary by tax year and country. Verify appropriate mileage rates with official government sources or your accountant.