How can my drivers find their IRS taxable mileage?

Question:Personal usage of take-home vehicles is taxable as income. How can I quantify how much of that usage is taxable?

Because you’ll only need to account for personal hours (varies based on your company’s schedule), the Odd Hours report will provide the total distance traveled during those custom windows of time.

To run the Odd Hours report for taxable mileage:

  1. From the Reports menu, click Odd Hours.
  2. Locate the vehicle(s) for which you want to include in the report, and specify the odd hours window of time in which the vehicle(s) would not be operated for work-related tasks.
  3. Choose the time frame (no more than 31 days at a time), and run the report.

We recommend that you proactively schedule this report (Enterprise) | schedule this report (Basic, Standard) quarterly, so that you’re able to easily sum the total annual mileage for each employee and provide them with this data during tax time.

  1. For each vehicle in the report, note the total distance in miles.

In this example, the total personal usage miles (based on the 6PM to 4AM filter) for the month of February were 1,500.5 for 10 vehicles in this fleet.

Each driver would be required to tally his or her personal mileage for the month and count it toward the annual usage. (For example, Diane had 21.2 personal miles for February.)


From a fleet management perspective, you may also want to compare those numbers to the Drive Time Summary report, which reports a total of 6,254 miles for the month of February. That means that 24% of total miles driven were for personal usage. You may want to curb that usage to reduce costs for fuel and wear-and-tear.

Question:Personal usage of take-home vehicles is taxable as income. How can I quantify how much of that usage is taxable?

Because you’ll only need to account for personal hours (varies based on your company’s schedule), the Odd Hours report will provide the total distance traveled during those custom windows of time.

To run the Odd Hours report for taxable mileage:

  1. From the Reports menu, click Odd Hours.
  2. Locate the vehicle(s) for which you want to include in the report, and specify the odd hours window of time in which the vehicle(s) would not be operated for work-related tasks.
  3. Choose the time frame (no more than 31 days at a time), and run the report.

We recommend that you proactively schedule this report (Pro/En) | schedule this report (Standard) quarterly, so that you’re able to easily sum the total annual mileage for each employee and provide them with this data during tax time.

  1. For each vehicle in the report, note the total distance in miles.

In this example, the total personal usage miles (based on the 6PM to 4AM filter) for the month of February were 1,500.5 for 10 vehicles in this fleet.

Each driver would be required to tally his or her personal mileage for the month and count it toward the annual usage. (For example, Diane had 21.2 personal miles for February.)

From a fleet management perspective, you may also want to compare those numbers to the Drive Time Summary report, which reports a total of 6,254 miles for the month of February. That means that 24% of total miles driven were for personal usage. You may want to curb that usage to reduce costs for fuel and wear-and-tear.