Mileage Reimbursement Calculator

Mileage Reimbursement Calculator 2026. Calculate Business Travel Allowances Online

This tool allows you to calculate vehicle mileage allowances quickly and accurately for business travel using private vehicles (kilometrówka). Enter your rate per kilometer, monthly reimbursement limit, and trip logs. The calculator automatically computes total distance and statutory reimbursement amounts.

Who is this calculator for

• Employees using private vehicles for business duties.
• Self-employed contractors and entrepreneurs settling business travel costs.
• Accountants and payroll specialists verifying mileage expense logs.
• Fleet managers and team leaders calculating travel budgets.
• Anyone needing a transparent log of driving distances and reimbursements.

How to use the calculator

1. Select the month for which you are calculating mileage.
2. Enter the reimbursement rate per kilometer (default statutory rate ~PLN 1.15/km, or enter your company's custom rate).
3. Set the monthly mileage distance limit (if applicable).
4. Add trips: date, route (origin and destination), purpose, and distance in kilometers.
5. Click "Add Route" to add the entry to your itemized ledger table.
6. The calculator totals all trips and displays the net reimbursement due.

How it works

The calculator multiplies verified business kilometers by the specified kilometer rate and caps the total at your monthly limit if set. Results are formatted in a clean, printable ledger table with dates, routes, and business purposes, ready for accounting submission and tax archiving.

Example calculations

Example 1: 500 km per month at PLN 1.15/km

Total reimbursement to settle = 500 km × PLN 1.15 = PLN 575.00.

Example 2: 800 km per month at PLN 1.15/km with a 600 km limit

Reimbursement = 600 km × PLN 1.15 = PLN 690.00 (the calculator respects the monthly ceiling).

Example 3: Multi-leg business trip

Adding routes such as Warsaw–Łódź (130 km), Warsaw–Poznań (310 km), and Warsaw–Katowice (290 km) automatically aggregates the total distance (730 km) and calculates total compensation.

Sample rate reference table

Key advantages

• Automatically totals multi-stop journeys within any billing period.
• Simplifies tax expense records and reimbursement reporting.
• Eliminates manual arithmetic and bookkeeping errors.
• 100% free, browser-based, and confidential.

Frequently asked questions

Do I need to know the official statutory rate?

You can use the default standard rate or enter any custom contractual rate agreed with your employer.

What happens if I exceed the monthly limit?

The calculator logs the full distance but caps total payable compensation at the defined ceiling, matching official accounting rules.

Is this ledger suitable for official accounting records?

Yes. The table export includes all statutory fields: date, route from/to, business purpose, distance, rate, and total settlement amount.

Common mistakes to avoid

• Forgetting to specify the business purpose of the trip.
• Confusing one-way distance with round-trip mileage.
• Entering rates in full currency amounts rather than rate per kilometer.