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Business Mileage 101: How to be Prepared for an IRS Audit

By Danielle Lackey January 20, 2016

Categories: Industry Trends Vehicle Reimbursement

IRS audits are about as much fun as root canals. Both are painful, costly and grueling. Unlike dental work, however, you may find your company (or your employees) audited again and again. Only companies that take the proper steps with their vehicle programs and processes in place are not concern.

Employers generally provide for their mobile workers’ business travel in two ways. By reimbursing them for using their personal cars or by offering company-provided vehicles. Both methods are great business tools for the growing mobile workforce population, but only if administered fairly and accurately. The IRS has been auditing mileage more often in recent years, and as anyone who’s been audited can attest, there’s few more distracting or disruptive exercises your organization can be put through.

Why Accurate Mileage Reimbursement Matters

Your employees must record, document and report every reimbursed business trip taken in their personally-owned vehicles. The IRS requires this documentation in the event of an audit. This is not as simple as asking your employees the total number of miles they drove or collecting receipts. The IRS requires a wide range of information when reporting mileage expenses: the business mileage, date, destination, and business purpose must be accurately tracked for each and every trip.

Without complete mileage logs, your employees can’t substantiate their business travel and reimbursements. Without substantiation, they could fail their audit. The employee would be responsible for paying penalties and back taxes. But it raises an important question. Could a failed audit cause the IRS to take a deeper look into your other mobile employees or your company as a whole?

Measuring Fleet Personal Use is Critical

Many employers find that providing fleet vehicles to their mobile employees can be a great tool. This, however, depends on whether the company administers the fleet program correctly. Without accurate records of the business and personal mileage put on fleet vehicles, a company could find itself on the wrong side of an audit.

Tracking business and personal mileage sounds simple, but becomes very complex when accounting for commute mileage. Many employees consider the miles driven from their home to their place of employment business mileage. The IRS does not. It considers these “commuting miles”. Employees must treat these as non-deductible, personal mileage. This may seem obvious for traditional office-based employees. However, the distinction can be lost on workers who use fleet vehicles outside of traditional work hours or those who perform most of their work on the road.

Those employees who don’t regularly report to a traditional corporate office should know how the IRS views mileage. Generally, they consider the miles driven from their home to their first work location and from their last work location back home commute miles. Many mobile workers (and employers) are unaware of this designation and mistakenly report these trips as business miles. This results in inaccurate fleet personal use reporting and increased risk in the event of an audit (and often additional fees). Additionally, there are lost costs of having under-applied any personal use chargebacks.

Technology Can Help

So what’s an employer to do? In the past, tracking and reporting accurate personal and business mileage created significant administrative burdens for employers and employees. Luckily, this is no longer the case.

Companies now, more than ever, are leveraging GPS-enabled smart devices, cutting-edge software, and comprehensive vehicle management solutions to track all of their employees’ business mileage expenses. They can use the same technology that’s empowering the new digital workplace to collect, store and report business travel information to the IRS. All without creating mountains of paperwork typical pen-and-paper mileage logs. Employers can leverage mobile apps to automate employee mileage tracking and accurately differentiate their employees’ exact business, commute, and personal miles – regardless of whether they’re being reimbursed or driving your company vehicle. With the right mobile applications and software platform, employers can eliminate manual tasks in the field (ultimately increasing productivity), reduce costs and ensure IRS compliance. What’s more, they can gain insight into driving behaviors and mobile workforce efficiency.

The Bottom Line

Inaccurate vehicle programs cost employers thousands of dollars per employee every year, and increase the risk of costly audits. Companies that rely on inaccurate programs can’t verify workers’ actual travel costs and remain exposed to IRS audit risk.

Advances in technology have made the often-cumbersome reporting methods of the past obsolete. Whether you use FAVR programs, corporate fleets, or a combination of the two, tracking actual driving behavior and ensuring that you’re paying for the true costs of employees’ business travel has never been easier. Your company deserves the peace-of-mind that your vehicle program won’t contribute to the pain of an IRS audit. Why wait? Get in touch with us today.

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