Fuel, insurance and maintenance: avoid double claims · United States

Practical answers about travel, receipts and expenses for your business.

Country determines the rules. Language is independent.

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Your questions, in practice · United States

Which costs should a mileage policy specify?

Specify whether the rate covers fuel or charging, maintenance, insurance, wear, tolls and parking. This prevents duplicate reimbursement. For an official scale, use its definition of included costs; for an internal rate, document it in the expense policy.

Can fuel be added to mileage reimbursement?

Not when fuel is already included in the mileage rate: that would repay it twice. If fuel is reimbursed at actual cost, retain invoices and the business allocation. The policy should specify the method used for the vehicle.

Can insurance and maintenance be added to mileage?

Do not add insurance and maintenance when the chosen scale or rate already covers them. Under actual costs, allocate invoices to business use and retain the calculation. The same costs must not appear both in the rate and a separate claim.

Official sources and reference period

Amounts apply to the periods specified in the answers. The official texts below explain the conditions and exceptions.

These answers describe general rules for the selected country and stated periods. They are not personalised legal, tax or accounting advice. Your accountant can help apply them to your business.