Mileage Reimbursement Calculator
Calculate mileage reimbursement at the 2026 IRS rates. Enter your miles, pick business, medical/moving, or charity, or set a custom company rate, and see your total right away.
Mileage Reimbursement Calculator
Miles Driven
Purpose / Rate
Enter dollars per mile (e.g. 0.725).
Moving reimbursement is generally only qualified for active-duty Armed Forces moves under current law.
Number of Trips (optional)
Leave at 1 if Miles Driven is already your total. Set higher to repeat the same trip miles.
Estimate only. The standard rate already covers fuel, depreciation, insurance, and maintenance.
Track Hours and Travel in One Place
Log your shifts, travel time, and totals on the go. Get Timeclock44 to keep your hours and reimbursement records together.
How to calculate mileage reimbursement
The formula is simple: total miles multiplied by the per-mile rate equals your reimbursement.
Say you drove 500 business miles in a month. At the 2026 IRS business rate of $0.725 per mile, that works out to 500 x $0.725 = $362.50.
If you take the same trip more than once, set the trips field to multiply your per-trip miles. Ten trips of 50 miles each is 500 total miles, the same $362.50, with a per-trip amount of $36.25.
2026 IRS standard mileage rates
The IRS sets the standard rates each year in a notice. The 2026 figures come from IRS Notice 2026-10, effective January 1, 2026.
| Purpose | 2026 rate | Change from 2025 |
|---|---|---|
| Business | 72.5¢ / mile | Up 2.5¢ (from 70¢) |
| Medical / Moving | 20.5¢ / mile | Down 0.5¢ (from 21¢) |
| Charity | 14¢ / mile | Unchanged (set by statute) |
The business rate reflects both the fixed and variable costs of running a vehicle. The medical and moving rate reflects only variable costs, and the moving rate now applies only to active-duty Armed Forces moves under current law. The charity rate is fixed by Congress and does not move with inflation.
IRS rate vs. a custom company rate
Employers are free to set their own per-mile rate. Many simply match the IRS business rate because of how it is treated for taxes.
Under an accountable plan, reimbursement at or below the IRS rate, backed by proper records, is not taxable income to the employee. Pay above the IRS rate, or pay without documentation, can become taxable wages.
Federal law does not require most employers to reimburse mileage at all. Some states do. California, for example, requires reimbursement of necessary business expenses, which generally covers work mileage. Check your state and your company policy.
What mileage reimbursement covers (and recordkeeping)
The standard rate is meant to cover the full cost of operating your vehicle: fuel, depreciation, insurance, repairs, and maintenance. Because those costs are bundled into the rate, you generally cannot deduct them separately on top of the standard mileage rate.
Keep a log for every trip with the date, miles driven, destination, and business purpose. Clean records keep your reimbursement tax-free and make payroll faster. If you track travel hours too, our travel time pay calculator and timecard calculator pair well with this tool.
This calculator provides estimates only and is not tax or legal advice. Mileage rates and reimbursement rules change, and tax treatment depends on your specific situation. Consult the IRS or a qualified professional for guidance on your circumstances.
Frequently Asked Questions
Common questions about mileage reimbursement calculator
What is the 2026 IRS mileage reimbursement rate?
For 2026 the IRS standard mileage rates (Notice 2026-10, effective January 1, 2026) are 72.5 cents per mile for business, 20.5 cents per mile for medical and qualified moving, and 14 cents per mile for charity. The business rate went up 2.5 cents from 70 cents in 2025, the medical/moving rate dropped half a cent from 21 cents, and the charity rate is fixed by statute, so it never changes.
How do I calculate mileage reimbursement?
Multiply your total miles by the rate that applies: total miles x rate = reimbursement. For example, 500 business miles at the 2026 rate is 500 x $0.725 = $362.50. This calculator does the math for you and lets you switch between the IRS rates or enter a custom company rate.
Is my employer required to reimburse mileage?
Federal law does not require most employers to reimburse mileage, and the IRS standard rate is a guideline rather than a federal mandate. Some states do require it. California, for instance, requires reimbursement of necessary work expenses, which generally includes business mileage. Check your state rules and company policy.
Is mileage reimbursement taxable?
Reimbursement paid under an accountable plan at or below the IRS standard rate, with proper documentation, is not taxable income. Amounts paid above the IRS rate, or reimbursement without adequate records, can be treated as taxable wages. If your pay also includes overtime, our overtime calculator can help you see the rest of your gross pay.
Can my company use a rate other than the IRS rate?
Yes. Employers can set any per-mile rate they choose. Use the Custom rate option in this calculator to enter your company's rate. Keep in mind that any amount paid above the IRS standard rate may be taxable to the employee.
What is the difference between the business, medical, and charity rates?
The business rate (72.5 cents) reflects both the fixed and variable costs of running a vehicle, such as depreciation and insurance plus fuel and maintenance. The medical/moving rate (20.5 cents) reflects only variable operating costs. The charity rate (14 cents) is set by statute and is much lower than the others.
Does the mileage rate cover gas, insurance, and maintenance?
Yes. The IRS standard business rate is meant to cover all operating costs of the vehicle, including fuel, depreciation, insurance, repairs, and maintenance. Because the rate already bundles these costs together, you generally cannot also deduct them separately.
What records do I need for mileage reimbursement?
Keep a log with the date of each trip, the total miles driven, the destination, and the business purpose. Good records support an accountable plan and keep reimbursement tax-free. Pairing a mileage log with a timecard makes it easier to reconcile travel against hours worked.