Mileage Reimbursement Calculator
Enter your reimbursement type, rate period, and miles driven. This mileage reimbursement calculator estimates your total due reimbursement in seconds.
How to use the mileage reimbursement calculator
Enter your reimbursement type, rate period, and miles driven, and the calculator does the rest. Here's what each field does:
- 01
Choose your reimbursement type
Select Business, Charity, Medical/Moving, or Custom Company Rate. The first three pull directly from IRS mileage rates; custom lets you enter your own driving reimbursement rate. Medical/moving shares one rate, but eligibility differs, as this option isn't available to anyone moving homes and generally applies only to specific groups such as active-duty military relocating under orders.
- 02
Select the rate year or period
IRS mileage rates change by year, and 2026 has two separate periods (Jan 1–Jun 30 and Jul 1–Dec 31). Pick the one that matches your trip dates. If your driving spans both periods, calculate each portion separately using its own rate, then add the totals together; don't apply one rate to the full year.
- 03
Enter miles driven
Enter only reimbursable miles. Regular commuting between home and your usual workplace generally shouldn't be entered as business mileage when using IRS business-mileage rules. Follow your employer's reimbursement policy for your specific situation.
- 04
Add additional expenses
This field covers tolls, parking, and any other approved reimbursable cost from the trip. Add them together as a single total. If you're using the IRS standard mileage rate, don't add gas again in this field just because you paid for fuel on the trip, as vehicle operating costs like fuel are already built into the standard mileage rate. Only add tolls, parking, or other costs your reimbursement policy specifically permits.
- 05
Enter any amount already reimbursed
This field tells the calculator how much is still outstanding.
- 06
Review your output
You'll see the full breakdown of the estimated mileage reimbursement, rate used, miles counted, additional expenses, total reimbursement, amount already reimbursed, remaining amount due, and rate breakdown.
Current IRS mileage reimbursement rates for 2026
The current federal mileage reimbursement rate for gas mileage that businesses use is 76 cents per mile, effective July 1, 2026. Before that, from January through June, the rate was 72.5 cents.
Here's the full breakdown:
| Rate year/period | Business | Charity | Medical / moving |
|---|---|---|---|
| 2026: Jul 1–Dec 31 | $0.76/mile | $0.14/mile | $0.235/mile |
| 2026: Jan 1–Jun 30 | $0.725/mile | $0.14/mile | $0.205/mile |
| 2025: Full year | $0.70/mile | $0.14/mile | $0.21/mile |
| 2024: Full year | $0.67/mile | $0.14/mile | $0.21/mile |
Rates verified against IRS standard mileage rates guidance, August 2026.
The IRS publishes standard mileage rates for business, charity, medical, and military moving mileage each year. For 2026, there's a mid-year adjustment: the business rate moved from 72.5¢ to 76¢ per mile starting July 1, and medical/military moving went from 20.5¢ to 23.5¢. Charity mileage, which is set by statute rather than adjusted annually, held at 14¢.
The moving rate is not available for ordinary employee relocations. For 2026, qualifying moving expenses can apply to certain active-duty Armed Forces members and certain intelligence-community members who meet the applicable rules.
Note: Moving-mileage eligibility varies by year and taxpayer category; check current IRS rules before using this rate.
How to calculate mileage reimbursement
Mileage reimbursement is calculated by multiplying your miles driven by the applicable rate per mile, then adding any approved expenses. The formula is straightforward once you know which rate applies.
- Mileage reimbursement = Miles driven × Rate per mile
- Total reimbursement = Mileage reimbursement + Additional expenses
- Remaining amount due = Total reimbursement − Already reimbursed
Example: If you drove 100 business miles between July and December 2026, you're working with the $0.76 rate. That's 100 × $0.76 = $76 in mileage reimbursement. Add $20 in tolls and parking, and your total reimbursement estimate comes to $96. If $30 has already been paid out, the remaining amount due is $66.
For mileage spanning both 2026 periods, calculate each period separately before adding the results. For example, 60 miles in May at $0.725 and 60 miles in August at $0.76 come to $89.10 combined, instead of 120 miles at a single rate.
Note: For tax purposes, eligible taxpayers may sometimes use actual vehicle expenses instead of the IRS standard mileage method. This calculator does not calculate actual vehicle costs or determine tax-deduction eligibility.
IRS mileage rate vs. custom company rate
The IRS standard mileage rate is often used as a benchmark for reimbursing business mileage. However, companies may use their own internal reimbursement policy.
If your company runs its own reimbursement policy, select "Custom company rate" in the calculator. It ignores the IRS rate table entirely and calculates using the exact rate per mile you enter. The output will clearly label it as a custom rate, so nobody downstream mistakes it for the federal number.
Businesses may use their own mileage reimbursement policy rather than the IRS standard rate. However, tax treatment and employer reimbursement obligations can depend on the amount, the accountable-plan requirements, and applicable state law. If your company uses a custom rate, enter that rate in the calculator and follow your company's policy.
What counts as reimbursable mileage?
Reimbursable mileage calculation generally covers driving done for work purposes beyond your normal commute. For example, client visits, business meetings, work errands, travel between job sites, and airport or event travel tied to work.
What typically doesn't count:
- Your regular commute from home to your usual workplace
- Personal errands run in between work stops
- Any driving outside what your company's reimbursement policy defines as business use
Regular commuting to your usual workplace is generally personal travel under IRS rules. Business travel between qualifying work locations may be treated differently. Follow your employer's policy and applicable tax rules.
What to include in additional expenses
Additional expenses is one combined field for tolls, parking, and any other approved reimbursable cost from the trip. For this field, you don't need to itemize each cost type separately.
Say, if you paid $8 in tolls and $12 for parking on the same trip, enter $20 total in the additional expenses field. The calculator adds that number directly to your mileage reimbursement to produce the total reimbursement figure.
Keep your receipts regardless, as the calculator gives you the estimate. Your company's policy will likely require documentation for anything beyond mileage itself. When using the IRS standard mileage rate, don't enter fuel or normal vehicle operating costs again unless your company policy specifically uses a different reimbursement method.
Why mileage records matter
Accurate records help employers substantiate mileage reimbursements and help drivers support business-use mileage where documentation is required. Keep these details for every trip:
- Date of the trip
- Miles driven
- Business or trip purpose
- Destination
- Receipts for tolls, parking, or other expenses
- Amount already reimbursed, if any
A running log, even a simple one, saves you from reconstructing trips from memory weeks later.
How businesses can manage reimbursements better
Manual mileage reimbursement breaks down fast once you're managing more than a handful of employees. Spreadsheets get outdated, receipts get lost in email threads, and finance ends up chasing people down instead of closing the books.
Aspire's Claims feature lets employees submit mileage and other out-of-pocket expenses for reimbursement, routes them through approval, and pays employees directly, all in the same place you manage company spend and accounting. Mileage doesn't have to live in a separate spreadsheet disconnected from the rest of what your team is spending.
Frequently asked questions
A mileage reimbursement calculator estimates what you're owed by multiplying miles driven by the applicable rate, then adding approved expenses and subtracting anything already paid. It replaces manual math with an estimated reimbursement amount.
The 2026 business rate is 72.5 cents per mile from January through June, rising to 76 cents from July 1 onward. Charity mileage holds at 14 cents year-round. Medical and eligible moving mileage runs 20.5 cents through June, then 23.5 cents for the rest of the year. These are IRS optional standard mileage rates, not a universal federally mandated employer reimbursement rate.
Multiply miles driven by the rate per mile for the correct period, then add any approved expenses like tolls or parking. Subtract whatever's already been reimbursed, and the remainder is what's still due.
Yes, however, employer policy, tax treatment, and state reimbursement requirements may still apply. Select Custom company rate and enter your own per-mile figure if your company sets its own policy instead of following the IRS. The calculator uses that rate exclusively and labels the output "custom" so it's never mistaken for the federal number.
The IRS standard mileage rate does not prevent business-related parking and tolls from being handled separately, and this calculator lets you include approved amounts in Additional expenses. Don't add gas again when using the standard mileage rate.
Generally no. Regular commuting between home and a usual workplace is generally personal rather than business mileage under IRS rules.
Yes. The IRS standard mileage rate already incorporates fuel as part of the vehicle costs represented by the per-mile rate. Don't add gas separately to this calculator when using an IRS standard mileage rate. Business-related tolls and parking can be added separately where appropriate.
Keep the date of each trip, miles driven, business purpose, destination, receipts for any additional expenses, and the amount already reimbursed. This documentation is what supports your claim if it's ever questioned.
There's no mandatory federal rate businesses are required to pay. The IRS optional standard mileage rate exists, which many companies use as a benchmark. For 2026, that rate is 76 cents per mile (Jul–Dec) and 72.5 cents per mile (Jan–Jun) for business use.
Split the calculation. Miles driven January 1–June 30 use the 72.5 cents per mile rate; miles driven July 1–December 31 use 76 cents per mile. Calculate each portion separately, then add the two totals together. Don't apply a single rate to miles that span both periods.
The IRS standard mileage rate is not a universal federal requirement that every private employer must use. Businesses may use different reimbursement arrangements, while tax treatment and state reimbursement laws can affect how those policies work.
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