3 Mid-Year Tips to Slash Mileage Costs in 2025

With 2025’s midway point in the rearview mirror, now might be a good time to take stock of your organization’s processes for mileage reimbursement. Reimbursing mobile employees for work-related travel in their personal vehicles can be a costly business, especially when you aren’t following best practices. With the IRS raising the mileage rate by 3 cents to 70 cents per mile, it’s clear that the high costs of owning and operating a vehicle aren’t abating any time soon.

The good news is that mileage costs may be climbing, but so are opportunities to cut them. While gas prices and vehicle maintenance costs are (probably) not something your business can control, what it can do is find ways to curb unnecessary costs without sacrificing clarity, accuracy, or efficiency. CompanyMileage has compiled some tips for cutting costs to help you get started. 

1) Encourage Better Trip Planning

One effective way to reduce excess mileage reimbursement costs is by analyzing how employees accumulate mileage in the first place. With smarter route planning between work-related destinations, your company can eliminate unnecessary travel, increase productivity, and improve overall efficiency.

There’s multiple ways to streamline trips for work-related travel. CompanyMileage’s mileage reimbursement software, SureMileage, employs point-to-point calculation for route planning. The system takes the starting and ending points of each work-related trip and automatically calculates the most direct route between them, which is used to determine the mileage total for reimbursement. 

This method encourages the most streamlined and efficient trip planning possible, without necessitating that you or your workers take extra time and energy to painstakingly, manually plan out more cost-efficient trips. 

2) Keep An Eye on Compliance

Maintaining employee compliance is absolutely vital to maintaining the best possible workflows for mileage reimbursement. Summer is a good time for your business to tighten the belt on employee compliance with reimbursement and expense policies. 

While certain behaviors might seem innocuous, fostering a company culture where noncompliance goes unremarked is a slippery slope. If workers know their employer won’t enforce company policies, then they might feel emboldened to push those behaviors further—up to and including committing expense fraud. 

Are employees trying to claim reimbursement for ineligible mileage, such as personal or side trips, or even their home-to-work commute? Have your workers been submitting duplicate reimbursement claims or reports with curiously high mileage calculations? These are telltale signs of fraud. 

If your business doesn’t have processes in place for identifying this kind of noncompliance, it might be losing more money than you realize. That’s why SureMileage allows managers and supervisors to set automated alerts for problematic behaviors, such as duplicate reporting. Once flagged by the system, leadership can isolate the report in question for further review. 

3) Encourage Better Trip Logging

If your business wants to cut unnecessary reimbursement costs, it might be time to take a long, hard look at the format your organization uses for mileage logs. Manual methods such as paper logs and manual-entry digital spreadsheets have a high margin for error; one mistyped number or miscalculated total can render an entire reimbursement report inaccurate. Manual logging also makes these errors difficult and incredibly time-consuming to catch. 

Instead, consider embracing automated methods for mileage logging. For example, CompanyMileage fully automates mileage logs, using the aforementioned point-to-point method to track and calculate mileage. By greatly reducing the chance for human error, SureMileage facilitates faster and more accurate mileage logs, and eliminates the risk of accidental overpayment on employee reimbursements. 

SureMileage and its mobile app, SureMobile, also make it fast and easy for users to record trip data, even letting them log mileage right from their phones with the simple tap of a button. 

One More Hot Tip: Save Up to 30% on Mileage Costs with CompanyMileage! 

CompanyMileage and its suite of smart software solutions for mileage reimbursement are the perfect way to cut unnecessary costs while making reimbursement more accurate and efficient, from logging all the way to payment distribution.

Our automated systems only track eligible mileage, ensuring that personal detours and home commutes stay out of trip data—and expense reports. CompanyMileage’s digital workflows are also easily customizable to meet the unique needs of every business we serve. Additionally, our systems integrate with all major accounting and approval software, safeguarding seamless reimbursement payments for your hardworking employees. 

Our dedication to saving businesses money also extends to our contracts. With month-to-month billing instead of annual contracts, our customers only pay for CompanyMileage as much as they actually use it. 

Don’t finish 2025 in the red—contact CompanyMileage to learn more and request a demo today!