RouteMetrics

Mileage Reimbursement Calculator for Excel

A free Excel calculator that turns business miles into dollars — with the 2026 IRS rates, before and after the mid-year change, built in.

Mileage reimbursement is simple arithmetic: miles driven × the mileage rate. The free Excel calculator below does it for you — a quick total-miles calculator, a per-trip breakdown, and the current IRS rates ready to use.

Download the free Excel calculator (.xlsx)

No email required. Works in Excel for Windows, Mac, and the web.

How to calculate mileage reimbursement in Excel

  1. Enter your total business miles for the period in a cell, say B5.
  2. Enter the mileage rate in another cell, say B6 — 0.76 for miles driven on or after July 1, 2026, or 0.725 for miles driven earlier in the year.
  3. Multiply the two: =B5*B6 gives your reimbursement.
  4. For an itemized record, list each trip on its own row, put its miles in a Miles column, and use =E12*$B$6 per row (the $ locks the rate). Then =SUM(...) the column.

The downloadable calculator has all of this set up, plus the sample numbers so you can see it working.

The 2026 IRS mileage rates

Most reimbursement uses the IRS standard mileage rates. 2026 is unusual: the IRS raised the rates part-way through the year, so which figure you use depends on when the trip happened, not when you file.

Miles driven July 1 – December 31, 2026:

Miles driven January 1 – June 30, 2026:

If you drove in both halves of the year, split the trips into two groups and apply each rate to its own group — a single blended rate is not accepted. The charitable rate is set by statute and did not change.

Confirm the current figures at irs.gov. The calculator keeps the rate in one cell so a single edit updates every total, and the rate card on the sheet lists both halves of 2026.

Skip the manual distance lookups

The calculation is easy; gathering the miles is the tedious part. Instead of reading an odometer or checking Google Maps for every trip, RouteMetrics adds a ROUTE.DISTANCE formula to Excel that returns real driving miles between two addresses:

=ROUTE.DISTANCE("123 Main St, Pittsburgh PA", "456 Market St, Philadelphia PA")

→ returns the road distance in miles, which the calculator multiplies straight into a dollar amount. Fill it down and a whole month reimburses itself.

ROUTE.DISTANCE calculating driving miles for a column of trips in an Excel reimbursement calculator
Driving miles filled down a column of trips, ready to multiply by the rate.

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Frequently asked questions

How do you calculate mileage reimbursement?

Multiply business miles by the mileage rate. At the $0.76/mile business rate for miles driven on or after July 1, 2026, 100 miles = $76.00.

What are the 2026 IRS mileage rates?

The IRS revised them mid-year. For miles driven July 1 – December 31, 2026: $0.76/mile business, $0.235/mile medical or moving. For January 1 – June 30, 2026: $0.725/mile business, $0.205/mile medical or moving. Charitable is $0.14/mile all year. Check irs.gov before you file.

Is the calculator free?

Yes — download it above and use it however you like.

Related: How to calculate route mileage in Excel · Free mileage log template for Excel · IFTA mileage worksheet (trucking) · All Excel templates & guides

This guide is general information, not tax advice. Rules and rates change; confirm current requirements with the IRS or a tax professional.

Who built this

This calculator was built by Adam Steinfurth, CPA, around the one detail that trips people up in a split-rate year: which rate applies depends on when the trip happened, not when you file. The itemized table multiplies each row by the rate in effect on that trip's date, rather than asking you to blend one rate across the whole year.

The quick-total box is kept separate from the itemized table on purpose — a lump-sum monthly total spanning July 1 almost always applies the wrong rate to part of the month. Splitting trips into their own half-year group and applying each group's own rate is what the IRS actually expects for a mixed-period reimbursement, not a single blended figure.

It is a calculator, not a filing. It applies the rate you enter to the miles you enter; it does not verify your mileage log or substitute for records the IRS may ask to see. Confirm the current rate at irs.gov before you rely on it.