The Complete Guide to Business Mileage Log Management

Every day, technology makes the world smaller and smaller. For some businesses, however, this has the opposite effect: As the business landscape gets more advanced, some workforces are more and more spread out, with infrastructure that increasingly supports mobile or remote employees. For businesses employing large numbers of mobile workers, wrangling employees can be more difficult than ever without the proper procedures in place, especially when it comes to managing mileage logs.In this article, we’ll explore why it’s so important to maintain an accurate business mileage log, the complexities that arise when handling multiple logs, and introduce strategies to simplify this essential task. 

The ABCs of a Business Mileage Log

What’s in a log? Well, for your employees’ work mileage logs to be IRS-compliant, they need to follow a couple of simple guidelines. To get the Internal Revenue Service’s coveted seal of approval, a compliant business mileage log must include the mileage traveled for each work-related trip, the time and date of each trip, its destination and the business-related reason for this trip. The IRS also prefers that this information be logged in a timely manner, but weekly updates are usually considered acceptable. They also don’t dictate the format for these logs, so how exactly this information is recorded is up to your organization.

Understanding and following the IRS guidelines for mileage logs is important not just for the sake of compliance, but also a strategic move for maximizing tax benefits. For one thing, familiarity with these guidelines will help protect your business from costly audits and penalties. For another, following IRS log regulations will make these mileage logs accountable, making employee travel mileage eligible for deductions you’ll be thankful for when tax season arrives. 

Effective Management Strategies for Multiple Mileage Logs

With multiple mobile employees constantly on the move, managing mileage logs could become a logistical nightmare for supervisors and management, but some simple steps can help preserve order. Ensuring that every log entry is accurate and compliant with relevant tax laws is a non-negotiable one. Make this the norm by conducting regular audits of business mileage log information. Conducting regular audits helps foster early detection of discrepancies and errors in logs, and promotes a workplace culture of accountability. 

Additionally, introduce clear guidelines for logs and mileage tracking to your employees. Training employees effectively on the importance of accurate logging aids in compliance, and also fosters a sense of responsibility. 

Leveraging Technology for Streamlined Mileage Tracking

As mentioned above, the IRS doesn’t care so much how exactly your employees keep their mileage logs as long as they’re compliant, so the format is ultimately up to your organization. This raises the question: What’s the best way to keep a business mileage log? 

That question raises another question: Have you considered introducing technology into your business’s mileage tracking processes? By implementing mileage tracking apps, you can automate everything from distance recording to trip categorization, minimizing the need for manual data entry. Many of these apps also offer location-specific tracking, which helps keep mileage records accurate. They also take the onus of detailed record-keeping off of your busy employees by providing automated, categorized reports for both business and personal travel. 

Besides helping to keep logs accurate and organized, integrating mileage tracking tools with your organization’s accounting and payroll systems greatly streamlines the process of mileage reimbursement. This integration allows for automatic calculation of reimbursement based on an employee’s logged miles, reducing administrative workload. Crucially, it ensures that your mobile employees will be compensated for their work-related travel accurately and in a timely manner, enhancing the satisfaction and trust of your workforce. 

Crafting and Implementing Mileage Log Policies

Even if you choose the automation route and implement mileage tracking apps and technology for mobile employees, you’ll have trouble if you don’t develop comprehensive guidelines for mileage logs for those employees. Those guidelines should include defining what exactly constitutes business travel, setting standard rates for mileage reimbursement, and outlining the process for log submissions. 

Regular submission cycles and a structured review process will help make sure that logs are accurate and up-to-date. Consider setting weekly or monthly submission deadlines to maintain a steady flow of submissions while preventing backlogs.

Managing a Business Mileage Log is Easy With CompanyMileage

To keep your business on track and IRS-compliant, it’s vital that your mobile employees have the proper tools for the best possible business mileage log. CompanyMileage was created specifically to provide those tools with our suite of automated mileage reimbursement tools and applications. 

SureMileage makes maintaining accurate mileage logs a snap. Using a unique point-to-point calculation system, our software calculates the best route for reimbursement based on starting and ending points. This way, your workers never need to worry about adding up odometer readings or separating work and personal mileage. Instead, employees just need to report their starting locations quickly and easily on our SureMobile app on their smartphones. To ensure timely reimbursement, they simply need to take a few minutes at the end of each day to organize their trips, snap photos of any relevant receipts, and submit expense reports for review. 

Once submitted, expense reports move through an automatic, customizable workflow, and supervisors are automatically notified when their approval is needed. Our software is compatible with all major account and payroll software, so your employees will always receive reimbursement in an efficient and timely manner. 

Before you start stressing about keeping track of employees’ business travel mileage logs, find out how CompanyMileage can save you time, trouble, and money. Contact us to schedule a demo today!