What this log is for
This is a vehicle trip mileage record for one driver operating one light-duty vehicle for a set period. It's intended to be used as a US vehicle trip record. Fill in on screen and then download either as a CSV or PDF file.
IRS Publication 463 Table 5-2 uses the same trip idea: date, miles, destination, and business purpose. Table 5-1 lists the car-expense elements a written record should support. Schedule C Part IV asks for business, commuting, and other miles, and whether evidence is written (Instructions for Schedule C). This template is not an IRS form.
What it is not
- It is not a fuel log and not a CMV hours-of-service (RODS) log. Check that box on the header so the page is not treated as either.
- It is not a tax return, a Form 2106, or Schedule C. Totals here are inputs you may copy onto those forms if they apply.
- It is not the federal odometer disclosure. Whole-mile identity on a transfer is 49 CFR 580.5, a different paper.
- It does not print a cents-per-mile rate. IRS optional standard mileage rates change by year and sometimes mid-year. Look up the period on the IRS standard mileage rates page and write that period in the rate-lookup field. Do not invent a rate on this PDF.
How to fill each block
It includes vehicle identity, period totals, 12 trip rows and a certification that trips is written at or near the time of use.
Enter the driver's name, tax year, period start/end dates, as well as the vehicle information: Year, Make/Model, Body Type, VIN, Plate, Unit. Enter the odometer reading on the first day of the period along with the date the vehicle was put into business use (if applicable). Select between a personal trip only log, mixed use log, and business trips only log.
The 12 rows for trips each has a date, miles driven, and start/end miles. Use (Business / Commuting / Personal (other)), Start/End Location, business purpose, and notes. Leave blank rows not used.
A log that's kept near the time of use is considered timely per IRS Pub 463. Fill the row you mean. The plugin add the ID to the start of the fields.
Enter your start miles, your end miles, and your total miles for each entry period. Enter your commuting miles, your business miles, and any other personal miles. Your personal miles is calculated by adding together your commuting and other personal miles. These totals should of add up with the trip rows.
What varies
Do not put a cents-per-mile figure into one of the miles fields. Verify that you entered things at or around when they occurred. Make sure there is some written evidence (paper, this PDF, an electronic copy) of it. Sign and date your certification.
Which form should you use? Do you file as an employee or self-employed (Schedule C)? Why? See Pub 463 on how to differentiate between business and commute miles. Don't claim that driving to the office counts as business miles just because some blog said so.
Note that certain states requires specific reimbursement/mileage rules on their state return. Federal Pub 463 column names follows on this page.
After you finish
Need more than 12 trips during the time period? Download this page. Start another copy and maintain both copies using identical dates for the period of time covered. Want a copy you can print out and take somewhere else? Then download the CSV or filled-in PDF version from this tab.
Answers appear only within this browser. When a new visitor come, they see a clean form. Keep the paper copy with your tax file for that year. Schedule C asks whether the evidence is written. Form's here, above. You can find the preview image and printable PDF below the form.
It's not tax advice. It's not legal advice. And it's not a substitute for hiring a qualified tax preparer or following your car manufacturer's own process.
Not tax advice
Tax rates and forms is subject to change by the IRS. Verify the current rates against the rate page and publication 463 for the year you're recording.