Mileage reimbursement calculator (2026 IRS rate)
What to pay an employee for business miles in their own vehicle, at the 2026 IRS standard mileage rate or your company’s own rate, per trip, month and year.
Your numbers
See your resultResult
Reimbursement this month $912.001,200 miles × $0.76 Per year at this pace $10,944 For 1 employee per year $10,944 Stop working this out by handFor company vehicles, FleetZap keeps the odometer current from driver checks, fuel logs and telematics, and runs PM by miles.
See FleetZap Maintenance · Try the demoThe formula
Reimbursement = Business miles × Rate per mile
The IRS business standard mileage rate for 2026 is 72.5 cents a mile for January 1 to June 30 and 76 cents from July 1, after a mid-year change (IRS standard mileage rates). Companies can pay a different rate; the IRS rate is the usual benchmark for a tax-free reimbursement under an accountable plan. Each trip needs a record: date, miles, destination and business purpose. This is an estimate, not tax advice.
Using the numberWhat to do with it
- Ask for a mileage log, not a monthly total: date, start and end odometer, destination and purpose for each trip.
- When reimbursements for one employee run high every month, compare them with the cost of a company vehicle.
- Commuting between home and the regular workplace isn’t business mileage.
Guides behind this calculator
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The heart of FleetZap, and everything a maintenance team needs in one place: work orders and preventive maintenance, inspections and the field app, plus a parts store with purchasing, compliance and certificate tracking, multi-location assets with a full lifecycle, and the KPIs that prove it’s working.
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Good to know
What is the IRS mileage rate for 2026?The business standard mileage rate is 72.5 cents a mile for January 1 to June 30, 2026, and 76 cents a mile from July 1, 2026, after the IRS raised it mid-year.
How do you calculate mileage reimbursement?Multiply business miles by the rate per mile. 1,200 miles at 76 cents is $912.
What records do employees need for mileage?For each trip: the date, the miles (or start and end odometer), the destination and the business purpose, recorded at or near the time of the trip.
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