Mileage Reimbursement Invoice Template is a standardized form set with the intention of gaining reimbursement for the miles driven while working for an Employer or other Hiring Entity. This is standard practice across the transportation industry as well as any other industries. When a Contractor or Employee drives to complete a job, costs in fuel, depreciation, as well as other considerations can be taken into account. Most Employers paying a mileage reimbursement will require some solid paperwork before releasing these funds. For example, the fuel receipts, bill of lading, airway bill, or even weigh station documents may be required. An invoice that presents itself as an easy to read document will aid anyone dealing with this paperwork by giving its Recipient a basic summary of the requested mileage reimbursement.
I.R.S. Release of Standard Mileage Rates By Purpose:
- Business Miles: Up To $0.58/mile
- Medical Miles: Up To $0.20/mile
- Moving Miles: Up To $0.20/mile
- Charity Miles: Up To $0.14/mile
How to Write in PDF and MS Word
Download: Adobe PDF & Microsoft Word (.docx)
Step 1 – Save The Mileage Reimbursement Invoice To Your Machine
The template used to gain repayment for spent miles can be worked on as either a “Word” document or as an “Adobe PDF” file. Notice that you may access both these files with the buttons or links bearing the appropriate labels on this page.
Step 2 – Identify The Entity Seeking Reimbursement
The top of this page will satisfy the standard prerequisite of identifying the Sender of a business correspondence however, this can only be accomplished with your entries. Starting with the “Company Name” text box introducing this template, report the legal name of the Business Entity that shall act as the Driver or Payee to be reimbursed. 
After producing the Driver’s legal business name, we will have to deliver a few more specific details. The block of labeled lines at the top of the page will begin with one attached to “Name.” This refers to the individual in charge of this paperwork and intends to receive the repayment either as the Payee or on behalf of the Payee. The official mailing address where a response, notice, or reimbursement may be sent to the Driver or Payee is necessary for our purpose. This will be furnished one line at a time. Record the Driver’s building number, street, and if necessary, suite/office number on the “Street Address” line then, continue with the material labeled “City, State, Country” on the next line. Use the line designated as “Zip Code” to complete this address. Our next task will be to document the current “Phone” number and a well-monitored “E-Mail” where the Driver can be contacted.
Step 3 – Submit A Recording Of The Reimbursement Invoice Filing Details
The bookkeeping system employed by the Reimbursement Payee to keep track of such paperwork will likely attach a unique document or filing number, commonly referred to as an invoice number, to unify all the facts we present in this request. The “Invoice #” line presents itself as a presentation area for this reference. Input this number accordingly. 
The right side of this page displays a blank “Date” line for your use. In general, this is the first calendar date the reimbursement request is made.
Step 4 – Name The Party Obligated To Provide The Repayment Of Funds
Naturally, one party must be held accountable for repaying the mileage expenses of the Driver behind this invoice. The intended Recipient or Payer of this reimbursement should be solidified as such in the “Bill To” section. The “Name” line in this area will give you a specific place where the Payer can be presented in his or her role. 
Continue through this section with the billing or accounts payable address of the Invoice Recipient or Payee. The next two labeled lines here will need the Recipient or Payer’s “Street Address” along with the “City, State, Country” reported to their contents while the third expects the accompanying “Zip Code” for this address.
Step 5 – Claim The Funds That Must Be Reimbursed
Now that we have clearly identified both the Payee expecting the reimbursement and the Payer who will supply it, we must proceed to list the mileage that must be paid for. You will need to supply material such as the date when the drives occurred and the number of miles that must be paid for. In many cases, this will be supported with a driver’s log which will include fuel receipts along with other supporting information. The “Description” box will accept all of the above items depending upon what your Client or Employer will require. 
Now, refer to your records to see how much per mile you will be paid then record the dollar amount you expect for the fuel consumption and general wear and tear on the vehicle in the “Amount” column. You may or may not need to be compensated for the taxes involved separately. In either case, you must present a base cost without any taxes that will summarize all the numbers recorded in “Amount.” This numerical summary should be supplied in “Subtotal” If you are required to add “Tax” to reimbursement items in the Driver’s locality or any that he or she has driven through, then report them in the box labeled “Tax.” The final item required by the “Amount” column is the “Total” box. This value must be the dollar amount entered in “Subtotal” plus the amount in “Tax.”
Step 6 – Instruct The Client When To Submit The Total Reimbursement
This invoice will continue with instructions on the length of time the Client or Payee will be allowed to gather the funds necessary to repay the Driver for the miles spent. This will need to be expressed as a number of “Days” and should be used to supplement the language used the “Payment Is Due…” statement. 
If there are any topics, instructions, or additional documentation required for the completion of this request, then produce directly onto the blank lines after the label “Comments Or Special Instructions.”
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Gain Access To This Template To Seek Reimbursement For Spent Mileage
The reimbursement request can be downloaded as a spreadsheet by choosing the button displaying the Excel icon and the label “Excel.” You can find this button directly beneath template’s preview. If you prefer text links, one has been provided above this section.
Step 2 – Record The Driver’s Name Along With His Or Her Contact Information
The Driver seeking compensation for the money spent driving a specific number of miles should be identified with his or her professional logo in cell A1. 
Continue to cell A2 and dispense the Driver’s business or professional name. The next block of cells in this column (cells A3 through cell A6) expect the Driver’s full given “Name” then his or her official address. The first of these items should be the Driver’s “Name” as it appears on his or her license. Produce this in cell A3 as your first entry for this area. Produce the Driver’s “Street Address” (cell A4), his or her “City, State, Country” (in cell A5), and the Driver’s “Zip Code” (A6). Cell A7 and A8 are reserved for the Driver’s “E-Mail” address and telephone number and should accompany a display of contact information.
Step 3 – Identify The Reimbursement Request With A Distinct Reference Number
The invoice number that will keep track of this document in the Driver’s filing system should be produced for display in cell F4. Continue to the right of the invoice number you recorded. Here, in cell H4, the calendar “Date” defining the official day the reimbursement is requested should be displayed. The current day is the default however, you may replace this at will.
Step 4 – Hold Your Client Or Employer Responsible For The Spent Mileage
The Party expect to reimburse the Driver must be placed in this role through this paperwork. We will use the words “Bill To” as a way to obligate this document’s Recipient. Record this entity’s “Name” in cell A11, underneath this heading. 
The next segment of the “Bill To” section will expect the full billing or mailing address where the Payer of this reimbursement receives mail.
Step 5 – Present A Summary Of The Miles Driven
It is important that we give an account of the reimbursable miles the Driver requires repayment for. This will be the task for the table with the “Description” and “Amount” headings. First, in cell A17, produce a summary of the driven miles eligible for reimbursement. 
In cell H17, enter the exact “Amount” the Driver expects to regain from the miles driven. This should include all the expenses associated with these miles that both the Driver and the Payer have already agreed should be reimbursed. Cell H18 will continue the final column of this table with a “Subtotal” requirement. This is the total amount of money the Driver expects to be paid back without any applicable taxes added. Any applicable taxes that the Driver must charge must be reported separately in cell H19. Now, we will summarize the reimbursement “Total” expected by the Driver. For this, you must add its “Subtotal” with its “Tax” amount so the result may be placed in cell H20
Step 6 – Describe A Timely Reimbursement
Cell A21 will handle our next task by containing a basic statement defining the longest time frame allowed for an on-time payment to be made. The brackets along with the hashtag symbol should both be deleted then replaced with the number of “Days” allowed to the Client before he or she is late. 
The final cell in this sheet that may be filled out is cell A22. The “Special Instructions Or Comments” label will introduce additional topics that you may need to discuss or include for the purpose of gaining reimbursement.
