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The 4 Biggest Pains of Manual Mileage Reporting

By Jeff Porter September 29, 2016

Categories: Anywhere Workforce Vehicle Reimbursement

Manual Mileage Reporting: A Thing of the Past

In today’s interconnected world, we are surrounded by technology that is constantly updating to meet our needs. Now more than ever, there are mobile applications that make our lives infinitely easier. For example, why wait for a taxi when you can simply request a personal vehicle at a reasonable fare? Why worry about paying friends back when you can immediately send payments via phone? The same goes for mobile employees, why waste time and risk accuracy with manual mileage reporting?

As we move forward to more efficient, time saving automated mileage capture, hand-written mileage logs are of the past. While transitioning to an automated process may seem intimidating at first, it is ultimately the best decision for any business operating with a mobile workforce. Let’s consider the big picture, and the reasons manual mileage reporting should be a thing of the past for all mobile workers:

1. It’s extremely time consuming

There never seems to be enough hours in the day. Now add the manual process of writing down each stop driven, the associated mileage, and the business purpose.  This requires an immense amount of time for both drivers who need to dedicate time in their day to writing down stops and for the managers who review the daily logs. Maintaining and reporting day-to-day stops can be frustrating and tedious. Whether it takes away time for business or pleasure, it’s time that can be used for more productive activities.

2. Gaps in IRS compliance

Consider the four IRS requirements: date, mileage, purpose, and the destination must be logged for each stop. The IRS does not consider only noting odometer readings compliant. Most drivers are not aware of this. The IRS has noticed frequent inaccuracies in manual logs and monitors mileage deductions for potential audits.

3. Remembering to log stops

Unfortunately, drivers often report their mileage at the end of the week as opposed to each day. That makes it very easy for a stop to be forgotten along the way. Manual mileage logs cannot be considered 100% accurate and an immense amount of pressure falls on your drivers. Automated logs alleviate the strain of having to remember to document each stop with a pen and paper, as well as inputting the IRS-required detail fields.

4. There are inaccuracies

From commute deductions, to correct dates, to mileage driven, to personal stops made along the way, there are many inaccuracies to consider when using manual mileage reporting. Most mobile workers are unaware that their first stop from their home should be considered commute mileage, which results in inaccurate mileage reporting as well as over reimbursement from the employer.

Automated Mileage Capture: Technology for Today

Reviewing the biggest pains associated with manual mileage reporting makes it clear that this outdated method is not suitable for today’s mobile workforce. To avoid wasting you and your employees time, potentially failing compliance audits, and reimbursing based off inaccurate reports, use technology to your advantage. Today’s mobile worker needs an automated mileage tracking solution to help them do their jobs more efficiently. Your business needs a more accurate way of tracking their mileage, so that you’re reimbursing exactly what they deserve.

Learn More About Mileage Tracking

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