Simple Mileage Log Template
Are you looking for a Free simple mileage log? Our template can be used in Excel, Google Sheets or downloaded as a PDF to print and keep in your vehicle. If it is kept in your vehicle, you can record each journey at the time. It may save you from forgetting any business mileage. You can also record your mileage on the Excel template on the go.
Claiming business mileage as an employee means you are not out of pocket on money paid out. As self-employed, it can help to reduce your tax bill.
What is a Mileage Log?
Generally, mileage logs are used by businesses in the UK to record business mileage claimed for tax purposes.
When businesses claim mileage expenses, they must be able to provide evidence of the mileage driven. This includes the date, mileage driven and details of the journey.
What are the Mileage Rates?
Businesses can reimburse for mileage driven on business up to certain limits. HM Revenue & Customs (HMRC) usually supervises these mileage allowances. The current mileage allowance payments (MAPs) rates are 45p per mile for the first 10,000 miles and then 25p per mile. The mileage rate is for all petrol, diesel, hybrid and electric vehicles. Other than parking, you can not claim any other expenses related to the vehicle.
With the rising costs of petrol and running a car, some companies might be tempted to reimburse more than 45p per mile. Employers who pay more than the allowance must report this on form P11D and add any additional amounts to the employee’s pay. Tax is then deducted as usual from the total pay.
Mileage Tracking Apps
Although using mileage logs is a good idea, an alternative is a mileage-tracking app. Several choices are available, and it is worth checking the app store.
Some accounting software packages have also included a mileage tracker app. The advantage of using them is that the figures are already available within the software, and separate records do not need to be kept. Two packages, including mileage tracking, are FreshBooks and QuickBooks.
Below is an illustrative example of how mileage tracking can be done using the QuickBooks app. With this user-friendly app, you can choose whether you want to record all your mileage or track individual trips. This feature lets you accurately monitor your mileage and conveniently manage your travel expenses. Stay organised and in control with QuickBooks!
Expense Management Software
Several good options are available if you are looking for an all-in-one expense management software.
Expense software will track your mileage and offer a payment card and photo receipts to upload into accounting software and provide expense reports.
Why keep a Mileage Tracking Sheet
In the UK, you can claim back up to 45p per mile for the first 10,000 miles and then 25p per mile. HMRC requires you to keep records of all transactions, including car use claims. Business miles for self-employed can also be claimed.
Simple Mileage Log – Information Needed
It is vital to keep full details of each trip; the information needed is:
- Date of the journey
- Reasons for travel can include customer and job description
- Miles travelled
There are two different versions of the form simple mileage log Excel and PDF. The download version will depend on whether you want to keep a paper version in your vehicle. The other option is to download an Excel version and update it on the go or when you return.
Why It’s Important to Keep A Mileage Log
However, when you file your business accounts, a full breakdown of business mileage may not be required. If HMRC does any checks, they may wish to see paperwork relating to business expenses. Having a valid log of all your business trips will help to show them that you try to keep your records complete.
You need to ensure that you only claim for the miles of a business trip and do not include claims between home and a regular place of work.
Simple Mileage Log Video
Our video includes business mileage rates and instructions on completing the mileage log form.
Claiming other business expenses
There may be other business expenses that you need to claim. We have a complete guide on what you can claim and expense templates to record all the information. Additional expenses may include meals, stationery, home office and other sundries.
If you prefer to record all your business expenses in one place, look at our expenses templates.
How to use the Excel Mileage Log Template
Download the PDF mileage claim form and print it out, or download the Excel version. Both versions require the same information: enter your name, month, and mileage brought forward from a previous month or sheet. In the main section, enter the travel date, the reason for the journey and either start and end mileage, which will calculate the miles or enter the total miles.
The total mileage will be calculated for you, and you can then make a reclaim.
Self-Employed Mileage Log Example
Below is an example of a completed mileage log.
Alternatives to using a Mileage Log Template
A Mileage log template is one option for keeping a record of business trips and mileage. Alternatives for mileage tracking include using a mileage log book.
A mileage book is ideal for keeping all of the business miles recorded in one place. If you prefer to keep a mileage record book, some are available on Amazon or other good retailers.
Download Simple FREE Mileage Log Template for Self-Employed and Employed
Conclusion for Mileage Log Form
Mileage tracking is an important part of any business, as it can help you save money on taxes. Our simple mileage log template makes it easy to keep track of your business miles, and our video tutorial shows you how to use the form.
If you have any questions, check out our comprehensive guide to claiming other business expenses.
Further Reading
Further information is available on the HMRC mileage site.
