Mileage Reimbursement Calculator
Paste or type your business trips, one per line, and get the total mileage reimbursement with tolls and parking. Use any rate per mile or kilometer, double one-way distances for round trips, and download the mileage log as a CSV file.
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Date and tolls/parking are optional. Separate fields with commas or tabs (paste from a spreadsheet works); don't use thousands separators.
Editable. IRS 2025 business rate: 70¢ per mile. Use your employer's rate or the current official rate.
How to use the Mileage Reimbursement Calculator
- Enter your trips, one per line: date, purpose, distance and optional tolls/parking.
- Choose miles or kilometers and enter the reimbursement rate.
- Tick the round-trip box if you entered one-way distances.
- Add other tolls and parking that aren't in the list.
- Download the mileage log as CSV or copy the summary for your expense claim.
Mileage reimbursement formula
Reimbursement = business distance × rate per mile (or km) + tolls + parking.
For one-way distances, round-trip distance = one-way × 2. To convert, 1 mile = 1.609344 km and 1 km = 0.621371 miles; if your rate is per mile and your distances are in km, convert the distance or the rate first.
Example: four trips of 24.5, 41.2, 8.7 and 63 miles (137.4 miles) at $0.70 = $96.18, plus $23.50 in tolls and parking = $119.68.
Reimbursement at common rates
| Miles | At $0.14 (charity) | At $0.21 (medical) | At $0.70 (business 2025) |
|---|---|---|---|
| 10 | $1.40 | $2.10 | $7.00 |
| 25 | $3.50 | $5.25 | $17.50 |
| 50 | $7.00 | $10.50 | $35.00 |
| 100 | $14.00 | $21.00 | $70.00 |
| 250 | $35.00 | $52.50 | $175.00 |
| 500 | $70.00 | $105.00 | $350.00 |
| 1,000 | $140.00 | $210.00 | $700.00 |
| 5,000 | $700.00 | $1,050.00 | $3,500.00 |
Trip list format
Each line is one trip. Fields can be separated by commas, tabs, semicolons or vertical bars, so you can copy rows from a spreadsheet. A date at the start (2026-10-01 or 10/1/2026) and a tolls/parking amount at the end are optional. The last number on the line is read as the distance, or, if there are two numbers at the end, the distance followed by tolls and parking. Lines starting with # are ignored.
Frequently asked questions
How do I calculate mileage reimbursement?
Multiply the business miles driven by the reimbursement rate, then add tolls and parking. 160 miles at $0.70 per mile is $112.00; with $8.50 in parking the claim is $120.50.
What is the IRS mileage rate?
For 2025 the IRS standard mileage rate is 70 cents per mile for business use, 21 cents for medical or moving purposes (moving only for qualifying military members) and 14 cents for charitable driving. The IRS announces new rates each year, so check irs.gov for the year you are claiming. The rate field here is editable.
Are employers required to use the IRS rate?
No. The IRS rate is the maximum that can be reimbursed tax-free under an accountable plan, and many employers use it, but a company may pay less or more. Some US states, such as California, require employers to reimburse necessary business expenses, which can include mileage.
Can I claim tolls and parking on top of mileage?
Yes. Under IRS rules, business tolls and parking fees can be claimed in addition to the standard mileage rate, because the rate covers only the cost of running the car (fuel, maintenance, depreciation and insurance).
What should a mileage log include?
For each trip: the date, the destination or route, the business purpose and the miles driven. Odometer readings at the start and end of the year are also useful. Keep records made at or near the time of the trip.
Does commuting count as business mileage?
Generally no. Driving between your home and your regular workplace is commuting and isn't reimbursable as business mileage. Trips from your workplace to clients or other work sites usually are.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.