How to Talk to Your Boss About Reimbursing Your Driving Expenses: Including an Expense Report Free Template

In today’s workforce, many employees find themselves using personal vehicles for work-related tasks such as client visits, deliveries, or simply commuting between different work sites. While this may be a necessary part of performing well in your job, the cost of fuel can quickly add up. Many employers offer reimbursement for these expenses, but initiating this conversation with your employer may seem daunting at first. This article aims to guide you through the process of discussing fuel reimbursement with your employer, providing you with practical tips and an expense report free template to streamline the process.

Understanding Your Entitlement to Reimbursement

Firstly, it’s important to understand that if you use your personal vehicle for work purposes, you are likely entitled to reimbursement for fuel costs. Reimbursement policies can vary between employers and for some small business employers, they might not yet have a policy. It’s recommended to speak with your employer to understand what expenses are covered and under what conditions.

How to Approach the Conversation: 5 Things to Keep in Mind

Initiating a conversation about reimbursement with your employer requires preparation and a strategic approach. Here are five essential tips to help you navigate this discussion effectively:

1. 1. Start Recording Travel Data:

      Start tracking your travel a week or so before having the conversation with your employer. A site like Fuel Math helps you to easily log your trips as you go.

   2. Determine your car’s MPG:

      Do a quick Google search to find your miles-per-gallon (MPG) based on the make and model of your car. By law, automakers must post the EPA certified fuel-economy ratings for all vehicles. (usedcars.com)

   3. Use the Expense Report Free Template:

      Log your trips on Fuel Math and export your expense report. This helps you to organize your expenses professionally, making it easier for your employer to process your reimbursement request.
   4. Schedule a Meeting: Schedule time with your employer to discuss your request for reimbursement. This demonstrates that you take the matter seriously and by letting them know ahead of time the purpose of the meeting, it allows them sufficient time to think about their response.
   5. Be Clear and Specific: During the meeting, clearly outline the expenses you are seeking reimbursement for. Provide your expense report to show specific details such as the dates, mileage, and purpose of your typical work trips. You may consider emphasizing how reimbursing your driving expenses benefits the company. This could include increased employee satisfaction, improved morale, and potentially better compliance with tax regulations (as unreimbursed employee expenses may be deductible by the employer).

Keep it Simple by Using the Right Tools

Initiating a conversation with your employer about reimbursing your driving expenses can be a straightforward process when approached with preparation and by using the right tools. Using a tool like Fuel Math not only makes it easy to determine your fuel costs, but using the expense report free template shows professionalism to your boss and proves that you are only asking for fair reimbursement.