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Mileage Reimbursement Invoice Template

A mileage reimbursement invoice is a request made by someone seeking to be re-paid for travel in accordance with the IRS. The rates are issued periodically and automatically adjusted at the start of every year in relation to the price of gasoline.

2020 Mileage Rate (IRS) – $0.57/mile for business use, $0.17/mile for medical or moving purposes, and $0,14 for services related to charitable organizations.

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Same as Company Address

DescriptionPriceQtyAmountTax
Subtotal
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$
%
Tax
$
%
Shipping
Total
Account/unlimited
Account/unlimited

Table of Contents

  • What is IRS Mileage Reimbursement?
    • What’s Included?
    • Other Fees
  • IRS Mileage Reimbursement Rate
    • Current Rate
    • Past Rates
    • Examples of Use
  • How to Request an IRS Mileage Reimbursement

What is IRS Mileage Reimbursement?

The IRS Mileage reimbursement is a rate used when reimbursing someone for their travel costs. The rate is published by the IRS and is used by employees, contractors, and business associates when repaying for their travel-related expenses.

What’s Included?

The IRS mileage reimbursement rate covers the

Other Fees

In addition to the rate per mile ($/mi) you may also be reimbursed for tolls and any parking fees.

Current and Past Mileage Rates (10 years)

How to Request Mileage Reimbursement

To correctly invoice an employer for the mileage driven on a personal vehicle, the worker will need to learn their employer’s system for mileage reimbursement. Overall, the procedure generally follows the following steps:

Step 1 – Learn exactly what types of trips the employer permits mileage reimbursement for. For some, reimbursement will only be for client visits and work-related errands. For others, it may include anything remotely related to the employee’s job.

Step 2 – Immediately before beginning the trip, take a picture or write-down the mileage displayed on the odometer. This value should be recorded on the invoice or in a mileage log, such as this mileage log template.

Step 3 – Upon arriving to the destination, record the reading on the odometer. Subtract the final reading from what the odometer displayed before the trip began. Take this value and multiply it by the employer’s reimbursement rate. Note that if the number is something like “58,” that refers to “58 cents per mile,” and should be used as a decimal (.58) when multiplied by the total miles driven. Write the total reimbursement owed by the employer on the invoice, and deliver to them in-person or electronically.

IRS Mileage Reimbursement Rates

The Internal Revenue Service (IRS) mileage reimbursement rates are recommended (not mandatory) rates that come out on a yearly basis. There a total of three (3) rates the IRS provides, which include 1) Business, 2) Charity, and 3) Medical Moving. The rates are listed in cents/mile. For example, if a standard business worker is required to drive 120 miles for an event (in the year 2019), the employer would be responsible for reimbursing (120 miles x $0.58) = $69.60.

Year
Business
Charity
Medical Moving
2019
58 cents / mile
14 cents / mile
20 cents / mile
2018
54.5 cents / mile
14 cents / mile
18 cents / mile
2017
53.5 cents / mile
14 cents / mile
17 cents / mile
2016
54 cents / mile
14 cents / mile
19 cents / mile
2015
57.5 cents / mile
14 cents / mile
23 cents / mile

 

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