Mileage Reimbursement Request Form

As HR professionals, you need to process all employees’ mileage reimbursement request process accurately. This would ensure that every stakeholder follows the company policies and promotes transparency and fairness in expense handling. So, you need to streamline the process, allowing staff to submit their request efficiently while maintaining the integrity of financial records. To help you with that, we have created a mileage reimbursement request form template that will help your organization manage employee claims effectively and ensure timely reimbursements.

Mileage Reimbursement Request Form Template

Employee Information

• Name:
• Employee ID:
• Department:
• Supervisor:

Trip Information

Total Miles Driven: 80

Reimbursement Rate (per mile): $0.65

Total Reimbursement Amount: $52.00

Employee Signature

I certify that the information provided is accurate and the mileage claimed was driven for business purposes.

• Signature:
• Date:

Supervisor/Manager Approval

• Approved By:
• Date:

Eligibility for Mileage Reimbursement

Employees may be eligible for mileage reimbursement if they meet the following criteria:

• The travel is work-related (e.g., attending client meetings, visiting supplier locations, attending training sessions).
• The employee uses a personal vehicle for the trip.
• The employee submits documentation of the trip details, including dates, destinations, and purpose.

Reimbursement Rate

The reimbursement rate can vary depending on company policy or local regulations. The IRS sets a standard mileage rate each year, which is commonly used by organizations. For example, in 2024, the IRS mileage reimbursement rate is $0.65 per mile. However, companies can set their own rate, provided it is reasonable and follows local labor laws.

Approval Process

Once employees submit their mileage reimbursement request, the process typically involves the following steps:

• Supervisor Review and Approval: The employee's supervisor reviews the request to ensure it meets business travel criteria and is accurate.
• HR or Finance Review: Depending on company policy, HR or the Finance department may conduct a final review and process the reimbursement.

Common Issues to Avoid

• Late Submissions: Delays in submitting requests can cause processing issues.
• Incomplete Forms: Ensure all required fields are filled out accurately to avoid rejection.
• Personal Errands: Employees should not include personal trips in their reimbursement request.

Conclusion

In conclusion, accurately submitting mileage reimbursement requests is essential for maintaining fair and transparent practices within the organization. You should ensure that employees are aware of the proper procedures for completing these requests. By following the outlined steps and using the template, both employees and HR can streamline the reimbursement process, ensuring efficiency and consistency while minimizing errors.