Mileage Reimbursement Calculator
Add trips using the 2026 IRS benchmark or your agreed rate. Review the total and download your worksheet.
From trips to a usable record
How to calculate mileage reimbursement
Multiply each trip’s business miles by the rate that applies to it. If your rate changes during the year, keep the dates and calculate the trips separately. This mileage reimbursement calculator does that work and gives you a trip worksheet to keep.
- Choose the rate you should use
Select the dated 2026 IRS business benchmark, or enter the dollar-per-mile rate agreed with your employer or program.
- Enter the total distance once
Include both directions if you drove them. A 12-mile outward trip and a 12-mile return mean 24 total miles, not 12.
- Keep the trip details you need
Add dates, starting locations, destinations and business purposes. The calculator supplies the arithmetic; your organization sets its record requirements.
- Review the ledger and download
Check each resolved rate and amount, then save the CSV. It includes all trips, period totals, sources and the rounding rule.
A checked 2026 example
Two trips across the rate change
You drive 10 business miles on June 30 and another 10 on July 1. The first trip uses $0.725 per mile; the second uses $0.760. Together, the 20-mile worksheet totals $14.85.
Using the later 76-cent rate for all 20 miles would give $15.20. Keeping the dates makes the benchmark calculation match the two periods.
Official source, effective dates
2026 IRS business mileage rates
| Trip dates | USD / mile | Official source |
|---|---|---|
| January–June 2026 | 0.725 | Original 2026 announcement |
| July–December 2026 | 0.760 | Announcement 2026-11 |
Checked against the IRS standard mileage rate table on 2026-10-05. This worksheet uses the trip date to select a business benchmark. The July announcement also has payment and expense timing conditions for mileage allowances; a trip date alone does not establish tax treatment.
For general recordkeeping context, see IRS Publication 463, currently the 2025-return edition. Its prior-year rate is not the source for these 2026 amounts. Use your employer’s or program’s required rate and travel rules.
Before you share the worksheet
Mileage calculator questions
Can I enter one total for the whole of 2026?
A full-year total alone cannot distinguish the two 2026 rates. For the IRS benchmark, enter trips with their dates, or separate totals that fall entirely within one verified period and label them in the purpose field. Keep the underlying trip records your organization needs.
What if my employer uses a different mileage rate?
Select “My agreed rate” and enter dollars per mile. For example, 0.70 means 70 cents per mile. The worksheet applies that one rate to every included trip. Dates are optional for the arithmetic in this mode, but your employer may still need them in the record.
How are fractions of a cent handled?
Each trip is rounded half up to the nearest cent, then the rounded trip amounts are added. Three separate one-mile trips at $0.725 become $0.73 each, totaling $2.19. Rounding all three miles together would give $2.18. Follow your required policy if it uses another convention; this worksheet makes its own convention visible in the ledger and CSV.
Should I enter a one-way or round-trip distance?
Enter the total business miles actually driven for that trip. The calculator does not double the number. If you drove 18 miles each way, enter 36. Your employer or program decides which travel qualifies.
What is in the CSV trip worksheet?
Every included trip has its entered distance, date, optional route and purpose, resolved rate and rounded amount. Period totals and the complete worksheet total reconcile to those rows. IRS records include the effective period, official source and verification date. Formula-like free text receives one reversible apostrophe prefix, identified in the file’s csv_prefix_added_columns field.
Are my trip details saved or uploaded?
Your entries stay in this tab’s memory. This workspace has no analytics, upload or automatic saving. Download the CSV before leaving or reloading the page. A copied summary and a downloaded file are local actions you choose.
Can I use this for a different year?
The verified IRS mode supports 2026 only. For a different year or policy, choose your agreed rate and enter it yourself. The calculator never carries a 2026 IRS rate into an unverified year. Custom-mode dates, when supplied, can be from 2024 through 2035.