💰 Mileage Rates & Reimbursement

AutoDrive ships every account with the IRS 2026 mileage rates already configured, so the cost on every business, medical, charity, or moving drive is calculated automatically as distance × rate. You can edit the rates, add custom ones for company policies, and roll the totals into a report — all without leaving the app.

Where to set them. AutoDrive Online → Settings → Mileage Rates (its own tab). iOS → Settings → Preferences → Mileage Rates. Android → Settings → Mileage Rates. The list is grouped by classification:

• Business — $0.70/mi (IRS 2026 standard).
• Medical — $0.21/mi (medical or qualifying healthcare-related travel).
• Charity — $0.14/mi (statutory rate, set by Congress).
• Moving — $0.21/mi (active-duty Armed Forces only, per IRS rules).
• Custom — for company policies or non-IRS schemes.

How drives pick a rate. When a drive is saved, AutoDrive looks at the drive’s purpose first — a Medical, Charity, or Moving purpose forces that bucket regardless of Business / Personal classification. Otherwise a Business-classified drive picks the Business rate, and a plain Personal drive doesn’t get a rate (cost falls back to the fuel-cost estimator). Within a classification, the rate whose effective date window contains the drive’s date wins. Multiple rows per classification let you carry the full IRS history — the 2025 row stays put for last year’s drives even after you add the 2026 row.

Manual costs always win. If you type a cost into a drive yourself (e.g. pasting from a receipt), it is preserved no matter how often the rates change. AutoDrive only auto-fills costs that aren’t already set.

Editing & resetting. Tap a rate to edit its label, amount, or effective dates. The IRS default rows have a locked classification and source so the reference set stays canonical — you can still adjust the rate or window. Hidden a default by accident? Hit Reset to IRS defaults at the top of the section to restore them.

Recalculating drive costs. Changed the Business rate after a few hundred drives already saved? Hit Recalculate drive costs in the same section — AutoDrive walks every rate-eligible drive and re-stamps its cost from the current rate. Drives with a manual cost are skipped so your hand-entered figures stay intact.

Reports. The Report Builder has a Mileage Reimbursement block that totals distance × rate by classification across the date range you select. Combine it with the Drive List block for an audit-ready PDF.

Subscription required. Mileage Rates requires an active Personal or Fleet subscription to view, edit, or apply rates to drives. Free accounts (and groups whose subscription has lapsed) won’t auto-stamp costs on new drives; existing rates and previously-calculated drive costs stay in place until you choose to recalc, and everything resumes the moment the subscription is active again.

Sync. Mileage rates sync alongside drives, vehicles, and purposes — an edit on Online shows up on iOS within a sync cycle, and vice versa.