Mileage Tracker

Track Business Miles

When staff or volunteers drive for organization business—visiting donors, picking up supplies, attending meetings—those miles are either tax-deductible or reimbursable. The Mileage Tracker makes it easy to log trips, calculate reimbursement amounts, and generate IRS-ready reports.

Logging Trips

1. Go to Tools → Mileage Tracker (or log mileage directly from an Hour Tracking entry)
2. Enter the start and end locations
3. Record the date and business purpose
4. Alignmint automatically calculates the distance and applies the current IRS standard mileage rate
5. The reimbursement amount is calculated instantly

IRS Mileage Rate

Alignmint uses the current IRS standard mileage rate for business use. The rate is updated automatically when the IRS publishes changes (typically in January each year). For 2024, the rate is $0.67 per mile.

Who Can Log Mileage

• Staff: Employees driving for organization business can log trips and submit for reimbursement
• Volunteers: Volunteers can log mileage alongside their hour entries. Mileage flows into the volunteer's profile and can be included in in-kind contribution reports.
• Board Members: Board members traveling to meetings can log trips for reimbursement or tax documentation

Reports

Generate mileage reports filtered by:

• Person: Individual mileage summary with trip details
• Date Range: Monthly, quarterly, or annual totals
• Purpose: Group trips by business purpose (donor visits, events, errands)

Export to PDF or CSV for tax documentation, reimbursement processing, or grant reporting.

Connected to Expenses

Mileage reimbursements can be processed through the Expenses module. When a mileage entry is approved, it creates an expense record with the proper journal entry automatically.