What to do if the IRS did not accept your mileage log

Last updated: January 2, 2023

Surprisingly, not everyone is aware of the fact that they may be eligible for a mileage tax deduction for all the business miles driven. Furthermore, even fewer people know how to keep a simple mileage log and what to do if the IRS does not accept the mileage log they hand in to the IRS as a mileage tax deduction claim.

We’ll tell you just what to do in this case, but let’s start at the beginning:

Why it’s important to keep a good mileage sheet for tax purposes

Businesses use mileage logs to keep track of the miles traveled for work-related activities.

Are you a sole proprietor?

If you work for yourself, you can deduct certain expenses from your taxable income.

Are you an employee?

If you’re an employee and your employment requires you to drive frequently, you are likely to get paid a certain amount per mile to cover fuel costs and vehicle wear and tear. In order to prove that, you will often be required to keep your mileage reporting game as thorough as it gets.

Either way, it is crucial to keep a mileage record, even if it will take some effort to set it up, it’s well worth it in the long run.

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But why is keeping a mileage log really worth it?

Benefits of keeping a good mileage log

 

Claim your money back

It’s paramount to get reimbursed for any travel expenses you incur for business. Unless otherwise specified, travel that is done while on the job is often referred to as work-related travel rather than travel to and from the workplace.

By keeping a powerful yet simple mileage log, you can be transparent about how much fuel you use for work and ensure that you are paid appropriately.

Protect yourself

Fraud allegations do occur. Maintaining a record of trips conducted for professional purposes will protect you in the case of a fraud charge involving travel claims.

The only method to support your claim and have the money recognized as authentic is to keep a mileage log.

Get reimbursed

For every business-related mile you drive, you are supposed to get mileage reimbursement. It can either be in the form of car allowance, cost-per-mile (which is tax-free up to the IRS federal mileage rate), or FAVR (Fixed And Variable Rates), which is the combination of the former two: a monthly flat rate plus a cost-per-mile reimbursement rate that both parties have agreed upon.

How much can I deduct per mile?

With the help of the mileage deduction or as a business expenditure, your mileage logs can result in considerable savings. The standard mileage rate in 2023 saw an increase to 65.5 cents per mile from 2022 Q3 & Q4’s 62.5 cents per mile.

An average user of major mileage tracker apps like MileIQ deducts and receives $7,696 in reimbursement each year. However, with MileageWise you’re able to double your tax deduction and save $12,000 a year for each car you have.

Try MileageWise for free

Tips for keeping a simple mileage log

  • Use a mileage log book app to save time instead of a paper log book or a printable Google Sheets or “Excel” mileage log template.
  • If you’re interested in the details on how to keep track of mileage for taxes, read our in-depth article on the topic.
  • Don’t miss a day; if you want to be certain that all of your logs are accurate, you should check to see if you have precisely tracked or documented your trips each day.
  • Always keep track of your personal travels as you need to be able to demonstrate the proportion of work-related miles to total miles.
  • Save your logs for at least 3 years, so that you can be able to give documentation in the event of an audit (which is investigable up to 3 years in retrospect).
  • Never be scared to ask questions. Ask an expert, an accountant, or a tax counselor, if there is anything you are unsure of.
  • Pay attention to the IRS mileage log requirements: A mileage log is acceptable it contains the miles, the addresses, the dates, and the trip purposes (such as business meetings or personal shopping) for each trip, plus the odometer readings.

You’re good to submit taxes with the IRS if your mileage log has all of these facts and the figures match. By the way:

Does the IRS require odometer readings?

Your mileage log must include the year-starting and year-ending odometer readings. However, it is recommended that you take notes of your current odometer readings on a monthly basis for the sake of easier calculation.

TIP: If you ever need to calculate your odometer readings retrospectively, we’ve got an Odometer Reading Calculator.

But what happens if it’s already too late and the IRS did not accept your vehicle mileage tax deduction claim?

What to do if the IRS did not accept your mileage log

Both the standard mileage rate and the actual expenses method require accompanying IRS-proof mileage logs in order to be eligible for a car mileage tax deduction. The IRS will want detailed mileage logs if your claim is audited. However, it’s worthwhile because MileageWise subscribers claim an average of $12,000 in annual mileage deductions.

If the IRS finds errors in your mileage log, they usually mail you a notice that you are the subject of a mileage audit, and you have 30 days to reply, if you wish to avoid an enormous IRS fine.

When being audited by the IRS for mileage, you have to prepare your papers if the IRS rejected the IRS mileage log you had submitted. Moreover, you must come up with an IRS mileage log that matches your claimed deductions, regardless of whether you operate a small business, are self-employed, or only drive the vehicle for personal purposes.

What to do if you made a mistake on your mileage log

Have you made “errors in your mileage log” and you’ll be the subject of an IRS mileage audit? Well, you could start examining your mileage log to find the mistakes and try to fix it yourself, but unless you’re a tax professional, CPA, or have a bunch of time to go through it thoroughly, you’re better off entrusting mileage log experts to fix your yearly mileage log.

MileageWise’s Concierge Service is built just for that!

We’ll take care of your mileage log with our guaranteed IRS-Proof software, fixing all mistakes you have in your mileage records.

“What makes MileageWise IRS-Proof?”

MileageWise’s software checks and corrects 70 logical contradictions in your mileage log before letting you print it. These contradictions are the same errors that IRS auditors are looking for when examining your mileage log.

MileageWise consists of a mileage tracker app that has 3+1 automatic recording options to choose from, and a web dashboard you can open from your favorite browser.

The web dashboard enables you to import your Google Maps Timeline trips so you can convert them into an IRS-Proof mileage log, as well as gives you the opportunity to edit, assemble and finalize your trips in just 7 minutes a month…much less than writing all of your trips into your daughter’s notebook, right? 🙂

Try MileageWise for 14 days for completely free – we don’t even ask for any credit card info.

 

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About the blog

I have been blogging for my readers since 2005, primarily about mileage logs and related subjects: about our software development, customer service, and sales experience. I am happy to share my opinion in a humorous manner on the great things in life - if necessary with a firm stance on the subject -, sharing my own raw thoughts.

"I write original content. I'm not copying others."

Akos Barazsy
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