Legal Templates
Mileage Invoice

Mileage Invoice for Canada

Mileage Invoice Template for Canada

A Canadian mileage invoice is a formal document used to claim reimbursement for business-related vehicle expenses, calculated on a per-kilometer basis according to Canada Revenue Agency (CRA) guidelines. This document serves as both a request for payment and a tax record, detailing journey information including dates, destinations, distances, and purpose of travel. It must comply with Canadian federal tax regulations and may also need to address provincial requirements depending on the jurisdiction of use. The document includes essential elements such as the claimant's details, calculation of amounts using CRA-approved rates, and necessary certifications regarding the business nature of the travel.

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What is a Mileage Invoice?

A Mileage Invoice is essential for organizations operating in Canada where employees or contractors use personal vehicles for business purposes. This document type is specifically designed to comply with Canada Revenue Agency (CRA) requirements and serves multiple purposes: requesting reimbursement for vehicle expenses, maintaining accurate records for tax purposes, and documenting business travel. The Mileage Invoice should be used whenever an individual needs to claim reimbursement for business-related travel using their personal vehicle, calculated at the prescribed CRA mileage rate. It includes comprehensive trip details, calculations, and certifications, making it suitable for both immediate payment processing and potential future tax audits. The document is structured to accommodate federal tax requirements while remaining flexible enough to address specific provincial considerations across Canada.

What sections should be included in a Mileage Invoice?

1. Invoice Header: Contains invoice number, date, and payment terms

2. Billing Party Information: Full name, address, and contact details of the person/entity submitting the invoice

3. Client Information: Full name, address, and contact details of the person/entity being billed

4. Trip Summary: Overall summary of total kilometers traveled and total amount claimed

5. Mileage Details: Itemized list of trips including dates, starting point, destination, purpose, and kilometer readings

6. Rate Calculation: Applied kilometer rate (as per CRA guidelines) and calculation of total amount

7. Payment Instructions: Banking or payment details for reimbursement

8. Certification: Statement certifying that all claimed miles are legitimate business expenses

What sections are optional to include in a Mileage Invoice?

1. Additional Expenses: Section for related travel expenses such as parking fees or tolls, used when these expenses are permitted to be included

2. Vehicle Information: Details of the vehicle used, required when multiple vehicles might be used or when specific vehicle tracking is needed

3. Project Codes: Cost center or project codes for internal accounting, used when required by the client organization

4. GST/HST Information: Tax registration numbers and calculations, required when the mileage provider is GST/HST registered

What schedules should be included in a Mileage Invoice?

1. Trip Log Details: Detailed mileage log showing specific routes taken and intermediate stops

2. Map Attachments: Supporting maps or route documentation when required for verification

3. Receipt Attachments: Scanned copies of related receipts for parking, tolls, or other approved expenses

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

Canada

Publisher

Genie AI

Document Type

Invoice Form

Sector

Sales

Cost

Free to use
Relevant Industries

Professional Services

Construction

Real Estate

Sales and Distribution

Healthcare

Education

Consulting

Manufacturing

Transportation

Field Services

Non-Profit Organizations

Government Services

Retail

Agriculture

Relevant Teams

Finance

Accounts Payable

Human Resources

Sales

Field Operations

Service Delivery

Business Development

Client Services

Facilities Management

Project Management Office

Quality Assurance

Technical Support

Customer Success

Regional Operations

Relevant Roles

Sales Representative

Field Technician

Regional Manager

Business Development Manager

Consultant

Outside Sales Representative

Service Engineer

Property Inspector

Healthcare Worker

Construction Supervisor

Educational Trainer

Account Manager

Field Auditor

Real Estate Agent

Project Manager

Maintenance Technician

District Manager

Clinical Representative

Agricultural Inspector

Industries
Income Tax Act (Canada): Federal legislation governing taxation of income, including business expenses and allowances. Relevant for determining taxable benefits and allowable deductions for mileage claims.
Excise Tax Act: Contains GST/HST provisions that may apply to mileage reimbursements when they're part of business services.
Canada Labour Code: Federal labor legislation that may apply to employment-related travel and compensation, particularly for federally regulated industries.
Provincial Employment Standards Acts: Provincial legislation governing employment terms and conditions, including requirements for expense reimbursement and record-keeping.
Canada Revenue Agency (CRA) Guidelines on Automobile Allowance Rates: Annual prescribed rates for calculating reasonable per-kilometer allowances for business travel.
Business Records and Books Retention/Destruction Act: Requirements for maintaining business records, including mileage logs and reimbursement documentation.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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