Manage mileage & reimbursement rates

Driversnote uses local mileage rates based on your tax authority's current mileage allowance. If you are reimbursed at a different rate from your employer, you can easily set that up with us as well. If you do not need a rate, you can set up a percentage split between business and personal trips.


In this article


Set up a mileage rate in the Driversnote app

  1. Go to Settings and tap on Mileage rates
  2. If you have more than one workplace, select the workplace you'd like the rate to be applied to
  3. Select the mileage rate 

You can choose between the following options:

Standard rates for the country: Use the standard tax-free mileage allowance rate for the country.

No reimbursement: Only show distances and percentage split. 

Custom rates: Set your own reimbursement rates. 

How to set rates in the app

Please note that you can only set rates on trips classified as Business. It is not possible to set a rate for Private/Personal trips. 


Set up a mileage rate on the Driversnote website

  1. Log in on the Driversnote website
  2. Go to Settings -> Mileage rates
  3. Select your Workplace
  4. Select the mileage rate that you would like to be applied to that workplace

You can choose between the following options:

Standard rates for the country: Use the standard tax-free mileage allowance rate for the country.

No reimbursement: Only show distances and percentage split. 

Custom rates: Set your own reimbursement rates. 

How to set rates on the web

Please note that you can only set rates on trips classified as Business. It is not possible to set a rate for Private/Personal trips. 


Set up a custom reimbursement rate

You can set up a custom rate for the app or the website. 

  1. Go to Settings -> Mileage rates
  2. Select your Workplace
  3. Select Custom Rates
  4. Confirm
  5. Click on + Create custom rate
  6. Enter the custom rate that you would like to be applied to your mileage within a certain time frame
  7. Tap Save to save your custom reimbursement rate and to apply it to all trips within your selected time period (including those you've already created)

To edit a custom rate you've set, simply select the rate from the list. You can edit the rate and time period. Press Save to save the edit, or Delete, if you'd like to delete the custom reimbursement rate.

Tip

Make sure that you have selected the correct custom reimbursement rate, or you may be required to pay taxes on incorrect mileage calculations.


Common questions

Q: I have tracked trips, but I cannot see any reimbursement applied, what can I do?

The most common reason users cannot see a reimbursement rate is that the previous custom reimbursement period has ended. All you need to do is follow the above steps to create a new rate for the current period.

Q: I set a new reimbursement rate, why didn't it change my reports?

Reports you have already created, can't be edited, so their reimbursement amount won't change either. Simply create a new report after setting up your custom reimbursement rate. The rate will be changed for your saved trips, but you will need to create new reports for them.

Q: How does Driversnote calculate reimbursement rates?

Tax authorities update reimbursement rates about once a year. We constantly update our system to ensure that you have the most up-to-date reimbursement rate for your region.

See the current rates for your country in our mileage guides for the US, Canada, Australia, the UK, Denmark, Sweden, and the Netherlands. You can also see the new mileage rates for 2022 here - US, Canada, UK, Denmark. For the Netherlands, you can read our article on how to calculate your mileage allowance.

Q: I have several mileage rates depending on the vehicle I drive. What do I do?

It is currently not possible to have multiple mileage rates for one workplace. We suggest creating a second workplace for the second vehicle. This will allow you to have two rates.

Q: I want to show the percentage split between personal/business trips. How do I do this? 

To do this, you need to: 

  1. Only log business trips on the relevant Workplace. 
  2. Set your Mileage rate to No reimbursement.
  3. Create an odometer reading at the beginning and end of the specified period.
  4. When you create the report, remember to select All trip types otherwise the business split will not show. 

Q: I need to show a percentage split of my driving. Can I still see how much I will receive in reimbursement or deductions?

You can use our mileage calculator to see the amount you can expect to be reimbursed or to get back in deductions. Check the reimbursement calculator for the US, Canada, Australia, the UK and Denmark.

Q: How do I edit the mileage rate if I am on a team?

If you are a team member, you cannot edit or change the rate. Contact your team admin. For admins, you can follow the steps above. Remember that the rate applies to the whole team.

Q: The rate for my country is wrong! What can I do?

If you think there is something wrong with the standard rate for your country, please contact us at support@driversnote.com and we can look into it. 

Some countries (most notably France and New Zealand) usually do not advertise a new rate until at or near the end of the financial year, so we only apply their rate when it is official. In those cases you can set a custom rate if you wish, or get your figures corrected when the rate is published. When we update the rate for your country, all trips within the relevant time frame will be updated automatically with the new reimbursement figure. You will need to create new reports to use these updated rates for your records.

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