An Excel mileage log records vehicle journeys using dates, destinations, purposes, and distance readings. It helps distinguish business travel from personal use and connects each trip to a clear record.
Look for start and end odometer readings, trip purpose, destination, and distance units. Keep a separate vehicle identifier when more than one vehicle is being logged.
Template previews and downloads
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How to use the Excel mileage log template
Step 1. Record the journey date and business purpose at the time of the trip. Submit approved travel costs using expense claim forms.
Step 2. Enter starting and ending readings and calculate the difference in miles or kilometres. Include journey summaries in expense report templates.
Step 3. Review totals against vehicle records and separate personal journeys before preparing a claim.
Trip purpose should explain the business reason in a way that makes sense later. A destination alone may not be enough to distinguish a work visit from personal travel. Record the vehicle and driver where several people or vehicles are involved.
Keep the log close to the journey date rather than reconstructing months of trips from memory. Compare unusual distances with the route and vehicle readings. A missing reading or duplicate journey should be corrected with an explanation instead of being hidden in the monthly total.
Example and checks
An odometer changing from 24,120 to 24,155 records 35 distance units. If the vehicle uses kilometres, label the log accordingly rather than describing the result as miles.
A mileage log does not guarantee a tax deduction or determine the applicable reimbursement rate. Eligibility and rates depend on the jurisdiction, date, and policy. Keep vehicle maintenance records separately with service log templates.
Frequently asked questions
Can I mix miles and kilometres?
Keep one unit per log or use a clearly documented conversion; never total mixed units directly.
Is commuting automatically business travel?
Do not assume so. Check the rules relevant to your employer and jurisdiction.
