What records do you need to claim a vehicle mileage deduction?

February 25, 2015 by Dave Du Val, EA
speedometer

Hey Dave

I do not a get car allowance for my job in media sales. I do not log a report of my driving but typically I average 20k miles a year due to all the driving to multiple appointments daily for work. I claim 15k of those miles for work, as I do not do much or drive much on the weekends. Will this be okay?

Lisa

 

Lisa

Sorry to say, but if you are audited on this issue the IRS is not likely to accept such rough estimates to substantiate the business miles. Vehicle expenses is an area that is frequently audited, and the substantiation requirements are quite specific.

If you are audited, the IRS will ask for a log verifying the business use of the car. That is the bad news. The good news is that they will allow a log to be re-created, as long as it is based on contemporaneous documents. Therefore, you should consider taking your appointment calendar and re-creating a mileage log from that. You can use online mapping software to determine the driving distance between points. The log should contain information on the date, the mileage, where you went, whom you met with, and the business purpose of the trips. This will be required whether you claim actual vehicle expenses or base your deduction on mileage driven.

Unless you have a home office, any mileage to the first business stop of the day and from your last business stop of the day to home, is generally considered to be non-deductible commuting mileage. Generally, any miles you cannot substantiate with contemporaneous records is considered personal miles, and therefore non-deductible.

Also required in an audit would be an employer letter stating that you were required to drive in your position and that they did not reimburse you for the expense. Two repair receipts or other documents with odometer readings, one near the first of the year and one from near the end of the year, would be needed as verification of the total miles driven.

In the future, it would be helpful if you noted the beginning and ending mileage each year. Some people even take photographs of their odometers with the date stamp turned on in their cameras. And, of course, actually maintaining a log book in your vehicle is most helpful, and it would save you the trouble of recreating the document.

We hope you find this information helpful.

Deductibly yours,

Dave

 

Want peace of mind?

Learn About Audit Defense

Recent Articles

Tax Credits
Non-refundable credits can reduce your tax liability to zero. Refundable credits can give you money back if the amount of the credit is more than you owe.
four people making a business deal
When it comes to the deductibility of business expenses the answer is likely to be “Yes, No, Maybe So, or Not Now.” Here are a few examples to consider.
401k nest egg
401k loans aren't reported on your federal tax return unless you default on them. Then it becomes a distribution and subject to the rules of early withdrawal.
Amend spelled out with white blocks
If you need to amend your federal tax return, this is done on Form 1040X. Here are some dos and don'ts when filing an amended tax return.

SEARCH

 

David E. Du Val, EA
Chief Compliance Officer for TRI Holdco

 

Dave Du Val, EA, is Chief Compliance Officer for TRI Holdco. Inc., the parent company of TaxAudit, and Centenal Tax Group. A nationally recognized speaker and educator, Dave is well known for his high energy and dynamic presentation style. He is a frequent and popular guest speaker for the California Society of Tax Consultants, the California Society of Enrolled Agents and the National Association of Tax Professionals. Dave frequently contributes tax tips and information to news publications, including US News and World Report, USA Today, and CPA Practice Advisor. Dave is an Enrolled Agent who has prepared thousands of returns during his career and has trained and mentored hundreds of tax professionals. He is a member of the National Association of Tax Professionals, the National Association of Enrolled Agents and the California Society of Enrolled Agents. Dave also holds a Master of Arts in Education and has been educating people since 1972. 


 

Recent Articles

Tax Credits
Non-refundable credits can reduce your tax liability to zero. Refundable credits can give you money back if the amount of the credit is more than you owe.
four people making a business deal
When it comes to the deductibility of business expenses the answer is likely to be “Yes, No, Maybe So, or Not Now.” Here are a few examples to consider.
401k nest egg
401k loans aren't reported on your federal tax return unless you default on them. Then it becomes a distribution and subject to the rules of early withdrawal.
Amend spelled out with white blocks
If you need to amend your federal tax return, this is done on Form 1040X. Here are some dos and don'ts when filing an amended tax return.
This blog does not provide legal, financial, accounting, or tax advice. The content on this blog is “as is” and carries no warranties. TaxAudit does not warrant or guarantee the accuracy, reliability, and completeness of the content of this blog. Content may become out of date as tax laws change. TaxAudit may, but has no obligation to monitor or respond to comments.