Mileage Reimbursement Agreement & Log

If your team is driving to client jobs, product runs, and vendor pickups, they deserve to be reimbursed fairly. And you deserve a clean, consistent process for making that happen without chasing people down for scribbled notes at the end of every pay period.

This two-part template gives you a signed reimbursement policy and a ready-to-use mileage log — all in one Google Doc.

What's included:

Part 1 — Reimbursement Policy Agreement:

• Eligible travel definitions
• Minimum distance threshold field (set your own — most organizing businesses use 20 or 25 miles)
• Reimbursement rate field with IRS standard rate option or set your own company rate
• Submission requirements and deadlines
• Approval process
• Signed acknowledgment from both team member and manager

Part 2 — Mileage Log:

• 20-row log table capturing date, starting location, destination, purpose of trip, miles, rate, and total
• Alternating row shading for easy reading
• Total reimbursement due line at the bottom
• Certification statement and dual signature lines for submission and approval

How it works:

Purchase this template and you'll receive a PDF with a direct link to your own editable Google Doc copy. Set your rate and minimum distance threshold, add your logo, have your team member sign the policy, and hand them the log to fill out each pay period.

Perfect for:

You're a professional organizer whose team members use their own vehicles to get to client jobs, make product runs, or pick up supplies — and you need a fair, documented system for reimbursing them without the chaos of informal requests and inconsistent tracking.