Mileage Quick Entry

Track business mileage for reimbursement using quick manual entry. For real-time GPS tracking, see GPS Tracking.

Why Track Mileage?

When you use your personal vehicle for business:

• The IRS allows reimbursement per mile driven
• Current rate: $0.70 per mile (2025)
• Expensed calculates reimbursement automatically

IRS Mileage Rate

The IRS mileage rate is updated annually. Expensed automatically uses the current rate when calculating reimbursements.

Creating a Mileage Trip

1. Go to Mileage in the sidebar
2. Click New Trip
3. Fill in the trip details
4. Click Save or Submit

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Trip Form Fields

Field	Required	Description
Origin	Yes	Where you started (address or landmark)
Destination	Yes	Where you ended up
Distance	Yes	Miles driven (auto-calculated or manual)
Date	Yes	When the trip occurred
Category	Yes	Type of trip (see below)
Vehicle	No	Which vehicle you used
Notes	No	Business purpose of the trip

Trip Categories

Category	When to Use
Business	Client visits, meetings, work errands
Commute	Home to office (usually not reimbursable)
Charitable	Volunteering, charity work
Medical	Doctor visits, medical appointments

Commute Not Reimbursable

Regular commute (home to office) is typically not eligible for reimbursement. Check your organization's policy.

Address Autocomplete

When entering origin or destination:

1. Start typing an address
2. Google Maps suggestions appear
3. Select the correct address
4. Expensed saves the exact location

Use Landmarks

You can type business names like "Starbucks on Main Street" and Google will find the exact address.

Automatic Distance Calculation

Expensed can calculate distance for you:

1. Enter both origin and destination addresses
2. Click Calculate Distance
3. Google Maps calculates the driving distance
4. The distance field auto-fills

Calculation Options

Route Type	Description
Driving	Standard car route
Shortest	Minimum distance route

Manual Distance Entry

If you prefer to enter distance manually:

1. Leave origin/destination blank or
2. Enter them and ignore the calculation
3. Type the distance in miles directly
4. Expensed won't override your manual entry

Reimbursement Calculation

Expensed automatically calculates:

Distance × IRS Rate = Reimbursement

Example:
45 miles × $0.70 = $31.50

The calculation appears in real-time as you enter distance.

Round Trips

For a round trip:

Option 1: Single Trip

• Enter total round-trip distance
• Origin and destination are the same
• Notes: "Round trip to client site"

Option 2: Two Trips

• Create one trip for each leg
• More accurate for different routes
• Useful if you made stops

Saving and Submitting

Save as Draft

• Trip is saved but not submitted
• You can edit it later
• Add to an expense report later

Submit

• Trip is sent for approval
• Calculates reimbursement
• Shows in approval queue

Adding Trip to a Report

Like expenses, trips can be added to reports:

1. Save the trip as draft
2. Go to Reports
3. Open or create a report
4. Click Add Expenses
5. Select your mileage trip
6. It appears alongside other expenses

Common Trip Types

Trip	Notes to Include
Client meeting	"Meeting with ABC Corp re: contract renewal"
Site visit	"Equipment inspection at warehouse"
Training	"Attending safety certification course"
Delivery	"Delivered samples to customer"
Errand	"Picking up office supplies from store"

Always Include Business Purpose

Notes explaining the business purpose make approvals faster and satisfy audit requirements.

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Next: GPS Tracking →