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About this tool
Work out travel reimbursement from distance and a per-kilometre or per-mile rate, including two-tier rates and tolls.
Mileage reimbursement is distance multiplied by an approved per-unit rate, plus out-of-pocket costs like tolls and parking, and this calculator does that with the tiering real schemes use. It handles a two-rate structure such as HMRC's Approved Mileage Allowance Payments — 45p per mile for the first 10,000 business miles of the tax year and 25p after that — by tracking the miles already claimed, and it supports flat rates such as the IRS standard mileage rate or an employer's own per-kilometre figure. Enter your fuel price and efficiency and it also shows how much of the payment is left once fuel is paid for.
Open Mileage Reimbursement Calculator on AltFTool — it loads instantly in your browser.
Enter the values you already know.
Fine-tune the options to match your scenario.
Read the result and use it in your planning or reporting.
Miles already claimed this year are deducted from the higher-rate allowance, so a claim that straddles the threshold splits correctly.
Passenger supplements, tolls and parking are added separately, and the blended rate per unit is shown.
Fuel cost for the same distance is calculated so you can see what is left to cover tyres, servicing and depreciation.
For cars and vans the approved rate is 45p per mile for the first 10,000 business miles in the tax year and 25p per mile beyond that; motorcycles are 24p and bicycles 20p with no threshold. A further 5p per mile per passenger may be paid where colleagues travel on the same business journey. Payments at or below these rates are free of tax and National Insurance.
No. There is no statutory per-kilometre reimbursement rate in India, so employers set their own — commonly ₹8 to ₹15 per kilometre for a self-owned car. What the Income-tax Rules do fix is the perquisite value where the employer provides the car: Rule 3(2) values it at ₹1,800 a month for engines up to 1.6 litres and ₹2,400 a month above that, with ₹900 a month more if a driver is provided.
Double the one-way distance, multiply by the number of trips, then apply the rate: 120 miles each way for one return trip is 240 miles, which at 45p comes to £108. Add tolls and parking separately, since those are actual costs rather than part of the per-mile allowance.
It depends on the rate. In the UK, amounts up to the HMRC approved rates are not taxed and anything above them is treated as taxable pay. In the United States an accountable-plan reimbursement at or below the IRS standard mileage rate is not income to the employee. Treatment varies by country and by how your employer's scheme is set up, so confirm it with your payroll team or a tax adviser.
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