🚗 Mileage Reimbursement Calculator 2026
Calculate Business, Medical & Charity Mileage with IRS Standard Rates
📊 Understanding Mileage Reimbursement
The mileage reimbursement calculator helps you calculate the amount you can claim or receive for driving your personal vehicle for business, medical, or charitable purposes in 2026. The IRS sets standard mileage rates annually that cover the costs of operating a vehicle including gas, maintenance, insurance, and depreciation.
Who needs this? Employees driving for work, self-employed individuals, volunteers for charities, and anyone who travels for medical appointments. Benefit: Accurately calculate your reimbursement or tax deduction to ensure you're not leaving money on the table—track every mile and maximize your savings!
📝 How to Use the Mileage Reimbursement Calculator
- Select the mileage purpose — Choose Business (highest rate), Medical (for healthcare travel), Charity (for volunteer driving), or Custom (if your employer uses a different rate).
- Enter total miles driven — Input the total miles you drove for the selected purpose. Track odometer readings or use a mileage app for accuracy.
- Add number of trips (optional) — If you want to know your average reimbursement per trip, enter how many individual trips the total miles represent.
- Select the time period — Choose whether this is a single trip, weekly total, monthly total, or annual total. This helps estimate your yearly reimbursement.
- Choose the tax year — Select 2026 for current rates. Historical years are available if you're filing amended returns or need past rate calculations.
- Click Calculate — View your total reimbursement, rate used, per-trip average, and annual projection.
📐 Mileage Reimbursement Formula & Calculation Method
Basic Mileage Reimbursement Formula
Variables: Miles = Total miles driven for qualifying purpose, Rate = IRS standard rate (70¢ business, 21¢ medical, 14¢ charity for 2026). Example: 500 business miles × $0.70 = $350.00 reimbursement.
Annual Mileage Projection
Use case: Estimate your yearly tax deduction or expense report total. If you drive 400 business miles monthly: 400 × 12 × $0.70 = $3,360 annual reimbursement.
Per-Trip Average Calculation
Purpose: Understand the average value of each business trip. If $350 reimbursement from 10 trips: $350 ÷ 10 = $35 per trip average.
📊 Mileage Reimbursement Examples
Example 1: Sales Representative — High Business Mileage
Scenario: Sarah is a pharmaceutical sales rep who drives to visit doctors and hospitals throughout her territory.
- Monthly Miles: 1,200 miles | Purpose: Business
- Tax Year: 2026 | IRS Rate: 70.0¢/mile
- Number of Trips: 45 trips (visiting clients)
- Calculation: 1,200 × $0.70 = $840.00/month
- Per Trip: $840 ÷ 45 = $18.67 average per visit
- Annual Projection: $840 × 12 = $10,080/year
Result: Sarah's employer should reimburse $840 monthly or $10,080 annually for business driving. If self-employed, she can deduct this on Schedule C.
Example 2: Patient — Medical Travel Deduction
Scenario: Robert drives to dialysis treatments 3 times per week, 12 miles round-trip each visit.
- Weekly Miles: 36 miles (12 × 3) | Monthly Miles: 156 miles
- Purpose: Medical | IRS Rate: 21.0¢/mile
- Annual Miles: 156 × 12 = 1,872 miles
- Calculation: 1,872 × $0.21 = $393.12/year
Result: Robert can include $393.12 in his medical expense deduction on Schedule A (subject to 7.5% AGI threshold). He should also track parking and tolls.
Example 3: Volunteer — Charity Driving
Scenario: Maria volunteers for Meals on Wheels, delivering food to seniors twice a week with 25 miles per route.
- Weekly Miles: 50 miles (25 × 2) | Monthly Miles: 200 miles
- Purpose: Charity | IRS Rate: 14.0¢/mile
- Annual Miles: 200 × 12 = 2,400 miles
- Calculation: 2,400 × $0.14 = $336.00/year
Result: Maria can deduct $336 as a charitable contribution on Schedule A. She can also add parking fees and tolls paid while volunteering.
📊 IRS Standard Mileage Rates Reference Table 2026
| Year | Business Rate | Medical/Moving Rate | Charity Rate | Notes |
|---|---|---|---|---|
| 2026 | 70.0¢ | 21.0¢ | 14.0¢ | Current year rates |
| 2025 | 70.0¢ | 21.0¢ | 14.0¢ | 3¢ increase from 2024 |
| 2024 | 67.0¢ | 21.0¢ | 14.0¢ | 1.5¢ increase from 2023 |
| 2023 | 65.5¢ | 22.0¢ | 14.0¢ | 3¢ mid-year increase |
| 2022 (Jul-Dec) | 62.5¢ | 22.0¢ | 14.0¢ | Mid-year adjustment |
| 2022 (Jan-Jun) | 58.5¢ | 18.0¢ | 14.0¢ | Original 2022 rates |
What Each Rate Covers
| Rate Type | Covers | Who Can Claim |
|---|---|---|
| Business (70¢) | Gas, oil, repairs, insurance, registration, depreciation | Self-employed, reimbursed employees, gig workers |
| Medical (21¢) | Gas and oil only (out-of-pocket costs) | Anyone traveling for medical care (subject to 7.5% AGI) |
| Moving (21¢) | Gas and oil for relocation | Active duty military only (since 2018) |
| Charity (14¢) | Gas and oil only (set by statute) | Volunteers driving for qualified 501(c)(3) organizations |
Source: IRS Standard Mileage Rates. Charity rate set by Congress, not adjusted for inflation.
💡 Important Tips for Mileage Reimbursement
- Keep contemporaneous records: The IRS requires you to log mileage at or near the time of travel. Reconstructed logs may be disallowed in an audit.
- Commuting doesn't count: Driving from home to your regular workplace is never deductible, no matter how far. Only travel between work locations or to temporary worksites qualifies.
- Standard vs. actual expenses: You can choose the standard mileage rate OR track actual expenses (gas, depreciation, insurance, repairs). Must elect standard rate in the first year the car is used for business.
- Add parking and tolls: In addition to mileage, you can deduct parking fees and tolls paid for business, medical, or charity travel—track these separately.
- W-2 employees limited: Since 2018, unreimbursed employee business expenses are no longer deductible for most W-2 workers. Ask your employer to reimburse instead.
- State requirements: California, Illinois, and Massachusetts require employers to reimburse business mileage. Check your state's labor laws.
❓ Frequently Asked Questions
For 2026, the IRS standard mileage rate is 70 cents per mile for business use, 21 cents per mile for medical/moving purposes, and 14 cents per mile for charitable driving. The business rate increased 3 cents from 2024.
Yes, you can choose either method. Standard mileage rate is simpler—just track miles. Actual expenses require tracking gas, insurance, repairs, and depreciation. You must elect standard rate in the first year the car is used for business if you want that option.
Federal law doesn't require employers to reimburse mileage, but California, Illinois, and Massachusetts do. Many employers reimburse at the IRS rate voluntarily. If not reimbursed, W-2 employees generally cannot deduct business mileage (since 2018 tax reform).
No. Commuting from home to your regular workplace is never deductible, regardless of distance. However, driving from your regular workplace to a second work location, or from home to a temporary worksite, typically qualifies as business mileage.
The IRS requires contemporaneous records showing: date of each trip, destination, business purpose, and miles driven. Use a mileage log (paper or app) and record immediately after each trip. Keep records for at least 3 years after filing.
The charity rate (14¢) is set by statute (Congress) and has been the same since 1997. Unlike the business and medical rates, it is not adjusted for inflation or fuel costs. It only covers out-of-pocket expenses like gas and oil.
Yes! Gig workers are self-employed and can deduct business mileage on Schedule C. Track all miles driven while waiting for rides, picking up passengers/deliveries, and driving to/from the first and last job. This is often the largest deduction for gig workers.
🔗 Related Calculators
📚 Official IRS Resources
- IRS Standard Mileage Rates
- IRS Publication 463 - Travel & Entertainment
- IRS Publication 529 - Miscellaneous Deductions
- IRS Form 2106 - Employee Business Expenses
⚠️ Disclaimer: This calculator provides estimates based on IRS standard mileage rates. Actual deductions depend on your specific situation and require proper documentation. Consult a tax professional for personalized advice.
Last updated: January 2026 | Created by Omnicalculator.space
