Free Fuel Mileage Tracker: Gas Log with MPG and Cost per Mile, a Business Mileage Log for Tax Deductions and Reimbursement, and a Monthly Fuel Cost Summary (PDF, Word, Excel)

What is on the page

Odometer

The total miles on the car at each fill-up. Miles since the last fill are the difference between two readings.

MPG

Miles since the last fill divided by the gallons added. It is only accurate if you fill the tank completely each time.

Cost per mile

Fuel cost divided by miles driven. It does not include insurance, repairs or depreciation.

Business purpose

Who you visited or what you did, which tax authorities and employers usually require for each trip.

Rate per mile

The rate you are reimbursed or can deduct per business mile, such as the IRS standard mileage rate for that year. Check the current rate.

Tracking gas mileage

Fill the tank completely and write down the odometer reading: that's the starting point. At each fill-up after that, fill completely again and write the date, odometer, gallons and price. Excel works out miles per gallon for each tank and the averages. Mileage varies with the season, short trips, tire pressure, heavy loads and air conditioning, so look at the trend rather than one tank. A sudden drop that lasts can point to under-inflated tires or a problem worth mentioning at the next service; record work on the vehicle service log.

Business mileage for reimbursement or taxes

If you use your own car for work, keep a log as you go, not from memory at the end of the year. Most employers and tax authorities expect the date, the destination, the business purpose and the miles for each trip. In the US, self-employed people can usually deduct business miles at the IRS standard mileage rate (or actual expenses), and many employers reimburse at a similar rate; the rate changes, so check the current figure. Commuting from home to a regular workplace usually does not count. Submit the totals on an expense reimbursement form. This is not tax advice; ask a tax professional about your situation.

The year's fuel costs

The monthly summary shows how fuel spending changes through the year and against your budget. Road trips and winter driving show up clearly. Fuel cost per mile is also useful when comparing cars: the vehicle purchase comparison worksheet uses it to estimate running costs.

Editing the files

The PDFs are fillable. In Excel, enter the starting odometer once on the gas log, then each fill-up; enter the rate per mile once on the business log. Metric users can use liters and kilometers; the result is then kilometers per liter.

Questions

How do I calculate my car's MPG?

Fill the tank, note the odometer, drive, fill again and divide the miles driven by the gallons added.

What should a mileage log include for taxes?

Usually the date, destination, business purpose, starting and ending odometer or miles, and the total business miles for the year. Check your tax authority's rules.

What is the IRS standard mileage rate?

A rate per business mile set each year by the IRS that can be used instead of actual car expenses. Check the IRS website for the current year's rate.

Does commuting count as business mileage?

Generally no. Driving between home and your regular workplace is usually treated as personal commuting.

How do I work out fuel cost per mile?

Divide total fuel spending by total miles driven over the same period.