Imagine yourself being mandated to attend a company conference that’s only accessible by car. Or maybe you have to buy items for your workplace using your company’s vouchers, yet the store is ten streets away. It should be easy when you use your own car, right? But, what about the additional mileage and other expenses that you will incur as you travel? Well, that’s when you should start reporting your mileage expenses to your company. And, you can do that by utilizing a mileage reimbursement request form.
What Is a Mileage Reimbursement Request Form?
Schools, business companies, banks, and even libraries use varying types of request forms. And, one of the most used is the mileage reimbursement request form. In it, the requestor can document the mileage that his car acquired as he traveled for purposes required by his employer. Other details which are necessary that the employer must know will also be indicated, such as the names of the passengers for a meeting, or the list of items bought for the office. Apart from that, the form will also have a record of the travel dates to adequately document and validate the reimbursement claim and request.
Mileage Reimbursement: How Important Is It?
Every year, the Internal Revenue Services of IRS releases the standard mileage rates that companies and organizations can use as a guide for granting mileage reimbursement payments. And in the IRS’ 2019 release, mileage rates included 14 cents per mile for vehicles serviced for nonprofit organizations, 20 cents per mile for traveling for medical purposes, and 54 cents per mile for business purposes. But why is mileage significant? And why do companies have to reimburse it?
The term “mileage” refers to the measurement of the number of miles a vehicle has traveled. The higher the mileage, the lower the market value of the vehicle unit if it’s going to be sold. Why is that? Well, because there are parts of a vehicle that needs to be replaced when it arrives at a specific mileage. And that’s also the reason companies must reimburse their employees who use personal cars for work transportation, for replacing vehicle parts can become expensive.
Why Companies Must Use Mileage Reimbursement Request Forms
Companies value the importance of having accurate documents on hand. The reason why is to ensure that not a single transaction goes out of place. And that also applies as to why mileage reimbursement request forms must be used, in specific, for documentation purposes. With it, employers and employees will be able to present and explain details for reimbursement.
Also, the form will allow companies to be financially responsible in terms of knowing how much to allocate for mileage reimbursements. They can prepare for an estimation, which could be one of the inclusions of the annual company budgeting.
10+ Mileage Reimbursement Request Form Samples
Don’t know what format or what sorts of designs you will add and incorporate into your mileage reimbursement request form yet? Well, then worry no more, for our sample templates below are specifically made for your various preferences and needs. Simply compare each template and decide which one you will use:
1. Mileage Reimbursement Request Form Sample
2. Basic Mileage Reimbursement Request Form Template
3. Travel Reimbursement Request Form Sample
4. Reimbursement Request Form for Mileage Template
5. Mileage Reimbursement Request Form in PDF
6. Mileage and Food Reimbursement Request Form
7. Standard Mileage Reimbursement Request Form
8. Mileage Record Reimbursement Request Form Sample
9. Mileage Reimbursement Request Invoice Form Template
10. Printable Mileage Reimbursement Request Form Sample
11. Request for Reimbursement of Expenses Form in DOC
Steps in Making a Mileage Reimbursement Request Form
If you’ve ever wondered whether a mileage reimbursement is taxable, well, the answer is, yes, it is! But, it will only be eligible if it’s beyond what the IRS current standard rate is. Now, that’s another reason for making a request form that you can use a valid proof to the IRS. And, don’t worry if you are not entirely an expert in drafting documents, for you can follow the steps below to make the mileage reimbursement request form right away:
Step 1: Prepare Your Canvas
Everything starts with a blank canvas, including the mileage reimbursement request form that you’re about to make. Specifically, you must open a word-processing software application program of your choice, such as Microsoft Word. The empty sheet will be your canvas, and that’s where you’ll place all the contents of your form. Also, you must update the margins, fonts, line-spacing, and other design preferences for your canvas.
Step 2: Make Your Header
There are lots of options that you can choose to make a header. The most common is by typing your company name and the title of the form at the topmost center part, then you’re done! But, if you want to be more creative, or yet want to make it look professionally-made, you can opt for creating a header separately using editing applications. After you make and edit the header, you can paste it directly at the top area of your blank canvas.
Step 3: Add an Area for the Details of the Requestor
Getting and documenting the details of the requesting employee is essential for knowing to whom the payment will be addressed. And, for this section, you can use lines to indicate spaces for inputting the data of the requestor. His name, address, employee number, and vehicle plate number will be some of the information you can collect.
Step 4: Use a Table
In your table, you must have a column for the travel dates, location, mileage, and travel purpose. You can add up to five rows below the table header, as well as an area for indicating the overall total mileage.
Step 5: State a Certification
The certification must aim to document that the requestor indeed stated facts and accurate data in the form. Along with the certification should be a request date and signature block for the requestor.
And, after you complete all the steps in making the form, you should review its content and design first, before printing it out or using it. You can also retain a softcopy of your request form, so you can have a copy of it anytime and anywhere you need it. All you need to do is save it in your preferred file format and in your most accessible device.
Mileage reimbursement request forms are genuinely essential for companies and organizations, especially in the areas of financial record-keeping and maintaining an employee-employer relationship. But, employees should be able to provide proofs of their mileage and travel expense claims, so a grant will be given. And lastly, making the form should not be a time-consuming and challenging task, for there are already templates readily available to be used.
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