Business Mileage Tracking for Employees
Small business owners need employees to track mileage accurately and consistently, but fleet management software is overkill — and expensive — when all you need is a reliable log and a clean report at the end of each month.
MileHawk is a free mileage tracker that employees can install on their own phones in minutes. Each person logs trips manually with odometer readings, adds a business purpose, and exports a PDF or CSV report whenever reimbursement is due. No seat licenses, no admin portal to manage, no subscription for the business owner to worry about.
Frequently asked questions
How do employees submit mileage reports to their employer?
Each employee logs trips in MileHawk on their own phone, then exports a PDF or CSV report from the Reports section. They share that file — by email, message, or file drop — with their manager or payroll contact. The report includes each trip's date, starting and ending odometer reading, purpose, and mileage total.
What is the difference between employee mileage reimbursement and a tax deduction?
Reimbursement is paid by the employer to the employee for business miles driven in a personal vehicle. A tax deduction reduces the employee's own taxable income and is relevant mainly for self-employed workers. MileHawk supports both scenarios: it can track business trips for employer reimbursement or for personal Schedule C deductions.
Can multiple employees use MileHawk simultaneously?
Yes. Each employee installs MileHawk on their own device and maintains their own independent log. There is no shared account or per-seat fee. The owner or manager never needs access to individual employees' accounts — employees simply export and share their own reports.
Does MileHawk support multiple vehicles per employee?
Yes. Employees who use more than one vehicle — for example, a personal car and a company van — can add both to MileHawk and log trips separately per vehicle. Each vehicle has its own history and can be included in or excluded from a given report.
What mileage rate should employees use for reimbursement?
MileHawk defaults to the IRS standard Business rate, which most employers use as a baseline. If your company reimburses at a custom rate, employees can set that custom per-mile amount in MileHawk so the exported report already reflects the correct dollar total.
Is MileHawk compliant with IRS accountable plan requirements?
MileHawk generates records that include all the fields the IRS requires for an accountable plan: date, origin, destination, business purpose, and miles. Employees should export reports regularly and submit them within the timeframe your company policy requires.