Mileage claim form for business trips

This mileage claim form lets employees declare the kilometres driven with their own vehicle for work, trip by trip, and attach their supporting documents. Finance receives a clear, complete claim each month instead of scattered notes and spreadsheets.

What is this mileage claim form for?

Each employee indicates the month concerned, the type of vehicle and its tax horsepower, then lists the trips: date, departure and destination, purpose and return distance. An extra field covers additional trips, followed by the monthly total and a certification that the information is accurate. Supporting documents such as an agenda extract, toll or parking receipts can be uploaded directly with the claim. It acts as both a mileage log and a mileage allowance claim, ready for checking and reimbursement.

Who is it for?

• Sales representatives and field technicians who use their own car
• HR and payroll departments handling travel reimbursements
• Associations reimbursing volunteers for their journeys
• Small businesses without a dedicated expense tool

How to adapt it in Mailpro

• Change the questions and texts: add trip lines, rename the power brackets or remove those that do not apply in your country.
• Add your logo and company colours so employees recognise an internal document.
• Keep the file upload field for receipts and proof of trips.
• Share the form by link, by QR code or in an internal Mailpro newsletter; every claim arrives in Mailpro.

Tips

• State in the introduction which reimbursement scale you apply and the deadline for submitting claims.
• Ask for return distances only, as in the template, to avoid double counting.
• Require a clear business purpose for each trip: it speeds up approval.
• Check the applicable tax rules with your accountant; this template does not replace professional advice.

Frequently asked questions

Is this the same as a mileage reimbursement form?

Yes. The employee declares the business kilometres and the company calculates the reimbursement according to its own scale or the official rates in force.

Why ask for the engine power?

In several countries the rate per kilometre depends on the vehicle's tax horsepower. If your scale is a flat rate, simply delete the question.

Can I use it as a mileage claim form template for other countries?

Absolutely: rename the fields, switch to miles if needed and adapt the certification text to your local rules.

Questions in this template

You and your vehicle

1. First and last name
2. Department
3. Month concerned
4. Vehicle type
   Car · Motorbike or scooter · Electric car
5. Engine power (tax horsepower)
   3 hp or less · 4 hp · 5 hp · 6 hp · 7 hp or more

Your trips

1. Trip 1: date, from – to, purpose
2. Trip 1: kilometres (return)
3. Trip 2: date, from – to, purpose
4. Trip 2: kilometres (return)
5. Trip 3: date, from – to, purpose
6. Trip 3: kilometres (return)
7. Other trips (optional)
8. Total kilometres for the month

Supporting documents

1. Supporting documents (agenda, tolls, parking)
2. Certification