Mileage Tracking for Government and Municipal Staff: A Simple Guide

Vikash Verma

Jun 6

3 min read

Updated: 3 days ago

Inspectors, field staff and program workers at cities, towns and government offices drive a lot. Paper logs and spreadsheets are slow and easy to get wrong. This short guide shows a simpler way to keep clear trip records.

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2026 mileage rates: Canada and US

Government and municipal employees (city, county, state, provincial) are usually reimbursed by their employer. Your agency may pay the CRA or IRS rate or set its own, so check your policy.

Canada (CRA): 73¢ per km for the first 5,000 km driven for work, then 67¢ per km after that (4¢ more in the territories). Amounts are in Canadian dollars (CAD).
United States (IRS): 76¢ per mile from July 1, 2026, after 72.5¢ per mile from January 1 to June 30. Amounts are in US dollars (USD).

Use the rate for the country where you file taxes or where your employer pays you. For reference, 100 km is about 62 miles. See our guides to the best CRA mileage app in Canada and the best IRS mileage app for 2026.

n both countries the tax office expects a trip-by-trip log with the date, destination, business purpose and distance. Self-employed workers claim driving on form T2125 in Canada or Schedule C in the US. Read the CRA mileage log requirements and the IRS mileage log requirements. This is general information, not tax advice.

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Why paper logs fall short

Logs filled in by hand are often late, rounded or missing. Public offices answer to auditors and taxpayers, so clear, time-stamped records matter. An app that records each trip as it happens gives you a record you can show.

The 2026 rates many employers start from

Canada (CRA): 73¢ per km for the first 5,000 km, then 67¢ per km, plus 4¢ in the Yukon, Northwest Territories and Nunavut.
USA (IRS): 72.5¢ per mile from January 1 to June 30, and 76¢ per mile from July 1, 2026.

Your employer's travel policy sets the rate that applies to you.

What a good trip record shows

The date, start and end points, distance and the reason for each trip. Fuelshine records these automatically and exports an audit-ready report. If you manage vehicles, the same trip data shows how each vehicle is used.

Start logging today: Get it on Google Play | Download on the App Store

FAQ

How do government employees track mileage?

Use an app that records trips automatically, mark each trip as work or personal, and submit a report that lists the date, distance and purpose of each trip.

Which mileage rate applies to municipal staff?

Your employer's travel policy sets it. Many start from the CRA rate in Canada (73¢ then 67¢ per km in 2026) or the IRS rate in the US (72.5¢ per mile to June 30 and 76¢ from July 1, 2026).

Does my commute count as work mileage?

Generally no. Driving between home and your usual workplace is a commute. Trips between work sites, inspections and visits for the job usually do count.

How long should trip records be kept?

Follow your employer's records policy. For tax records, the CRA generally asks for six years and the IRS generally three years.

What is the 2026 mileage rate for government employees in Canada?

The CRA rate is 73¢ per km for the first 5,000 km driven for work and 67¢ per km after that, with 4¢ more in the territories. Your employer may reimburse at this rate or set its own, so check your policy.

What is the 2026 mileage rate for government employees in the US?

The IRS standard rate is 76¢ per mile from July 1, 2026. It was 72.5¢ per mile from January 1 to June 30. Employers can reimburse at that rate or set their own.

More mileage guides by job

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This is general information, not tax or legal advice. Check your situation with a tax professional.