Mileage Report

Mileage Documentation

The Mileage Report compiles all logged trips into a professional, IRS-compliant document for tax deductions, employee reimbursements, and organizational record-keeping. Whether you need to reimburse staff, document volunteer contributions, or prepare for an audit, this report has you covered.

Report Contents

Each entry in the report includes all the details the IRS requires:

• Date: When the trip took place
• Starting Location: Where the trip began
• Ending Location: Where the trip ended
• Business Purpose: Why the trip was made (donor visit, supply pickup, event, etc.)
• Miles Driven: Total distance for the trip
• Reimbursement Amount: Calculated using the current IRS standard mileage rate
• Person: Who made the trip (staff member, volunteer, or board member)

Generating Reports

1. Navigate to Reports → Mileage
2. Select the date range
3. Filter by person, purpose, or department if needed
4. Choose summary view (totals per person) or detailed view (every individual trip)
5. Export to PDF or Excel

Summary vs. Detailed View

• Summary: Shows total miles and reimbursement amount per person for the selected period. Great for payroll processing and quick reviews.
• Detailed: Lists every individual trip with all fields. Required for IRS documentation and audit purposes.

IRS Compliance

The detailed report includes every piece of information the IRS requires to substantiate a mileage deduction: date, destination, business purpose, and miles driven. Keep these reports on file for at least 3 years as part of your tax documentation.

Connected to Expenses

Mileage reimbursements calculated in this report can be processed directly through the Expenses module. The expense entry links back to the original mileage log for a complete audit trail.