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Mileage Log Template Excel
Business mileage log and travel & subsistence claims for Ireland – civil service rates, claim form and the employer's records
€49incl. VAT
Every business journey logged once – the mileage, the allowances and the claim form follow
9sheets
1,200trips · 600 expenses
0macros
- Trip log with start, destination, finish, purpose and km – the details Revenue expects you to keep
- Mileage at the civil service rates across the four km bands of the year, by engine size (electric cars included)
- Journeys from home: the workbook pays the lesser of home or normal place of work to the site
- Day and overnight subsistence from hours away, nights and distance – 5 h / 10 h, 8 km and 100 km rules
- Parking, M50 and other tolls, trains, taxis, hotels and meals with receipts and who paid
- Monthly A4 claim form per person, annual summary per person and ERR totals by month
STARTSETTINGSPEOPLEVEHICLESTRIP LOGEXPENSESCLAIM FORMANNUAL SUMMARYDASHBOARD
Found an error in the template? We'll fix it – or refund you.
A mileage log that works out the Irish rates for you
Log each business journey once. The workbook pays the km at the right civil service band, applies the rule for trips that start at home, adds the day or overnight allowance and fills a monthly claim form ready to sign.
Most mileage claims in Ireland are still a page of handwritten journeys and a calculator. The rates change by engine size and by how many business km the person has already done this year, trips that start at home are paid only from the nearer point, and subsistence depends on hours away and distance. Get it wrong and a tax-free allowance becomes pay – and the employer has to report every tax-free payment to Revenue anyway.
This workbook keeps the log the way Revenue describes it: who travelled, when, why, where from, where to and back, how many km and on what basis. It splits each journey across the km bands of the year, flags anything that looks like commuting or is too close for an allowance, and turns the month into an A4 claim form with a declaration and approval. The annual summary gives the employer the totals per person and by ERR category.
Without a template
- Mileage worked out with one rate per km, ignoring the bands and engine size
- Journeys from home claimed in full – or the commute slipped in
- Day and overnight allowances paid without checking hours and distance
- Receipts, tolls and claim forms scattered when Revenue or the accountant asks
With ExcelGrand
- Civil service rates across the year's bands, per person and vehicle
- The lesser-of rule for trips from home, and commuting marked 'not paid'
- 5 h / 10 h, 8 km and 100 km rules built in, with checks on every line
- One log, a signed monthly claim form and an annual summary kept for 6 years
What's in the file
START
Key figures, quick links and a step-by-step guide.
SETTINGS
Employer, tax year, flat company rate or civil service rates, subsistence policy, the motor travel rates by engine size and km band, day and overnight rates – with the source and date checked – and a short summary of the Revenue rules.
PEOPLE
Everyone who claims: role (employee, director, self-employed), home address, normal place of work, main vehicle, approver, opening km and the band they are in now.
VEHICLES
Private cars, motorcycles and bicycles: rate category from type and engine size, business-use insurance, odometer readings and business use %.
TRIP LOG
1,200 journeys: date, start, destination, finish, purpose, journey type, km, claimable km, km already done this year, mileage, hours, nights, subsistence and a check per line.
EXPENSES
600 expense lines: parking, M50 and other tolls, bus, Luas, DART, train, taxi, flights, hotels and meals – with receipt, who paid, what to repay and the ERR group.
CLAIM FORM
Monthly A4 claim per person with the claimant's home address: journeys, expenses, amount due, declaration and signatures for the claimant and the approver.
ANNUAL SUMMARY
Per person for the tax year: km, mileage, maximum at civil service rates, excess to put through payroll, allowances and vouched expenses – plus ERR totals by month.
DASHBOARD
Business km, total repaid, excess and lines to check, with charts by month, by type and by person.
Take a look inside
Specifications
Format.xlsx
RequiresExcel 2016+ / Microsoft 365
Sheets9
Capacity20 people · 25 vehicles · 1,200 journeys · 600 expense lines
RatesCivil service motor and subsistence rates checked 22/10/2026 – all editable
MacrosNone
Who is it for?
- Employers repaying staff mileage
- Company directors using their own car
- Engineers, technicians and sales reps on the road
- Payroll and bookkeepers
- Self-employed people logging business km
Frequently asked questions
How do I create a mileage log in Excel?
Use one line per business journey with the date, start point, destination, finishing point, purpose and km, and keep a column for the basis of any allowance. This template already has those columns, works out the km at the right rate and adds up each person's months – you only type the journey.
What should a mileage log include in Ireland?
Revenue's guidance lists the name and address of the employee or director, the date, the reason for the journey, the km travelled, the start point, destination and finishing point, and the basis of the payment (for example an overnight stay). Records are kept for six years after the end of the tax year, with receipts for any vouched expenses.
What are the civil service mileage rates in 2026?
The workbook includes the civil service motor travel rates in force since 1 September 2022 – four km bands by engine size, with electric cars in the 1,201–1,500cc column. They are in SETTINGS, checked on revenue.ie on 22/10/2026, and you can update them if a new circular is issued.
Can I claim mileage from home to a client's site?
If the journey starts or ends at home, the tax-free km are the lesser of home to the site and your normal place of work to the site. Travel between home and your normal place of work is commuting and is not a business journey. The TRIP LOG asks for both distances and uses the lower one.
When can an employer pay subsistence tax-free?
A day allowance applies after 5 hours or more away at a place more than 8 km from home and the normal place of work (a higher rate from 10 hours); an overnight allowance needs an overnight stay more than 100 km away. The workbook checks hours, nights and distance on each line. Employers also report these payments to Revenue under ERR.
Can I use it if I'm self-employed?
Yes, as a log. The civil service rates are for employees and directors; sole traders claim the business share of their actual motor costs and capital allowances. Set the person's role to 'Self-employed' and the log records business km and the business-use % of the vehicle without calculating a repayment.
Guide for this template
- Civil Service Mileage Rates 2026: How to Calculate Tax-Free Mileage in IrelandThe Revenue table by engine size and km band, a full-year example where one car crosses three bands, and the rules and records that keep mileage tax-free.
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Mileage Log Template Excel
Business mileage log and travel & subsistence claims for Ireland – civil service rates, claim form and the employer's records · €49
Mileage log template in Excel with Irish civil service rates
A mileage log template keeps every business journey in one place: date, route, purpose and km. This Excel version is built for Ireland – it works as a mileage claim form, applies the civil service mileage rates by engine size and km band, and handles the rule for journeys that start at home.
It is also a travel and subsistence claim form for Irish employers: day and overnight allowances, parking and toll receipts, a monthly claim per employee or director and an annual summary for the records you keep and the payments you report under ERR.
Mileage Log Template Excel€49