Mileage Reimbursement Policy

{{company_name}}

{{company_address}}

Phone: {{phone}} | Email: {{email}} | Web: {{website}}

Mileage Reimbursement Policy

Mileage Reimbursement Policy

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

1. Purpose

The purpose of this policy is to establish clear guidelines for the reimbursement of mileage expenses incurred by employees who use their personal vehicles for authorised company business. This ensures fair compensation for employees and proper expense tracking for the company.

2. Scope

This policy applies to all employees of {{company_name}} who are required to use their personal vehicles for company-related travel, including client meetings, site visits, training, and other approved business activities. Commuting between home and the primary place of work is not considered reimbursable business travel.

3. Reimbursement Rate

Mileage will be reimbursed at a rate of {{reimbursement_rate}} per kilometre. This rate is reviewed annually and is subject to change based on prevailing fuel costs, vehicle maintenance, and other relevant factors. Employees will be notified of any changes to the reimbursement rate.

The reimbursement rate covers expenses such as fuel, maintenance, insurance, depreciation, and wear and tear on the vehicle.

4. Eligible Mileage

Reimbursable mileage includes:

a. Travel from the employee's primary workplace to a business destination and back.

b. Travel directly from the employee's home to a business destination (if it is not their primary workplace) and back, provided the distance exceeds the employee's normal commute.

c. Travel between different business locations during the workday.

d. Approved travel for training, conferences, or other company-sponsored events.

Ineligible mileage includes:

a. Normal commuting between an employee's home and their primary place of work.

b. Personal travel.

c. Mileage that has already been reimbursed from another source.

5. Submission of Claims

Employees must submit mileage reimbursement claims using the '{{expense_claim_form_name}}' form within {{number_of_days}} days of incurring the expense. Claims submitted after this period may not be reimbursed.

Each claim must include:

a. Employee's full name: {{employee_name}}

b. Employee ID: {{employee_id}}

c. Dates of travel: {{start_date}} - {{end_date}}

d. Starting and ending points of each journey: {{start_location}} - {{end_location}}

e. Purpose of travel: {{travel_purpose}}

f. Total kilometres travelled: {{total_kilometres}}

g. Digital or physical odometer readings (if required for verification): {{odometer_start}}, {{odometer_end}}

All claims must be approved by the employee's direct manager, {{manager_name}}, before processing.

6. Vehicle Requirements and Insurance

Employees using personal vehicles for company business must ensure their vehicle is in good working condition, roadworthy, and legally compliant with all relevant traffic regulations.

Employees are responsible for maintaining valid motor vehicle insurance coverage, including third-party liability insurance, for their personal vehicle. It is the employee's responsibility to confirm that their insurance policy covers business use of the vehicle and to be aware of any limitations or exclusions.

The company will not be responsible for any traffic fines, vehicle damage, or accidents incurred by an employee while using their personal vehicle for business purposes.

7. Record Keeping

Employees are required to maintain accurate records of all business travel, including dates, destinations, and kilometres travelled. These records may be subject to audit.

The company will retain copies of all mileage reimbursement claims for a period of {{record_retention_period}} years for auditing and tax purposes.

8. Policy Violations

Any false or fraudulent claims for mileage reimbursement will result in disciplinary action, up to and including termination of employment, and may result in legal action.

9. Policy Review

This policy will be reviewed periodically, at least every {{review_period}} months, to ensure its continued relevance and compliance with current legislation and best practices.

Authorised by:

___________________________

{{Authorising_Officer_Name}}

{{Authorising_Officer_Title}}

Date: {{date}}