Fuel Reimbursement Calculator
Fuel Reimbursement Calculator. Apply an entered fuel reimbursement policy. Enter your values and view the result.
Fuel Reimbursement Calculator
Apply an entered fuel reimbursement policy.
Use the calculation engine below to model your exact costs with custom fuel prices, distances, and vehicle efficiencies:
Fuel Reimbursement Calculator: inputs
Adjust sliders or enter exact figures
Monthly Fuel Budget
Real-Time Visual Breakdown
Comparing your expense against alternative vehicle classes
Price Fluctuation Stress Test
See how unexpected gas price surges would impact your monthly budget
How Fuel Reimbursement Calculator Works
This tool works by applying an entered reimbursement policy to business miles and comparing the payment with the actual fuel cost.
- Step 1
Enter the policy rate
Type the fuel reimbursement rate per mile or per kilometer set by the employer.
- Step 2
Enter business distance
Type the business miles or kilometers for the period.
- Step 3
Enter vehicle data
Type MPG and fuel price to calculate actual fuel cost.
- Step 4
Compare payment and cost
The calculator shows the reimbursement, the actual fuel cost, and the gap.
Fuel Reimbursement Calculator Formula
The formula multiplies business miles by the policy rate and subtracts actual fuel cost.
Reimbursement = Business Miles × Policy Rate
Actual Fuel Cost = (Business Miles ÷ MPG) × Price
Gap = Reimbursement − Actual Fuel Cost
- Policy Rate
- = fuel reimbursement per mile set by the employer
- Gap
- = positive = over-covered; negative = under-covered
Worked Example
- An employer pays a fuel-only rate of $0.15 per business mile. An employee drives 1,100 business miles (1,770 km).
- Reimbursement = 1,100 × $0.15 = $165.00.
- Actual fuel cost at 30 MPG and $3.50 = $128.33.
- Gap = +$36.67 in the employee’s favor.
Fuel Reimbursement Calculator Conversion Table
The table compares fuel-only policy rates with actual fuel cost per 1,000 business miles (1,609 km) at $3.50 per gallon for 3 vehicles.
| Policy Rate / mi | Rate / km | Paid / 1,000 mi | Gap at 20 MPG | Gap at 30 MPG | Gap at 40 MPG |
|---|---|---|---|---|---|
| $0.10 | $0.062 | $100.00 | -$75.00 | -$16.67 | +$12.50 |
| $0.12 | $0.075 | $120.00 | -$55.00 | +$3.33 | +$32.50 |
| $0.15 | $0.093 | $150.00 | -$25.00 | +$33.33 | +$62.50 |
| $0.18 | $0.112 | $180.00 | +$5.00 | +$63.33 | +$92.50 |
| $0.20 | $0.124 | $200.00 | +$25.00 | +$83.33 | +$112.50 |
| $0.25 | $0.155 | $250.00 | +$75.00 | +$133.33 | +$162.50 |
What is a Fuel Reimbursement Calculator?
A Fuel Reimbursement Calculator is an expense tool that applies an entered fuel reimbursement policy and checks it against actual fuel cost.
Employers reimburse fuel in different ways: a fuel-only rate per mile, actual receipts, or a fixed monthly allowance. A flat rate over-covers efficient cars and under-covers trucks. The Fuel Reimbursement Calculator shows where each employee lands.
Employees use the gap to negotiate rates. Employers use the gap to set fair policies across vehicle types.
What are the uses of a Fuel Reimbursement Calculator?
There are 4 main uses of the Fuel Reimbursement Calculator, including policy checks, rate negotiation, and policy design.
Check your coverage
See whether the policy covers your real fuel cost.
Negotiate a rate
Show an employer the under-coverage on a work truck.
Design a policy
Set a rate that fits the fleet’s vehicle mix.
Review monthly claims
Compare claims with fuel receipts.