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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Rental Vehicle vs. Mileage Reimbursement Calculator

Instructions

  1. Enter the total round-trip miles to be driven.
  2. Enter the total number of rental days this trip will take.
  3. Enter the daily rental vehicle rate from the State Travel Management Program websitenew window. (Rates are on a 24 hour basis.)
  4. Enter the market price of one gallon of fuel.
  5. Enter the current mileage reimbursement rate.
  6. Enter the estimated MPG for the vehicle being driven.
  7. Enter applicable state/local sales taxes and any additional fees/surcharges.

Once you input these values, the calculator will determine whether it is more cost effective to rent a vehicle or drive your personal vehicle and claim mileage. The results will appear under “Calculated Results.”

Input Variables In-State Out of State
Total Miles to be Driven
Total Days in Trip
Daily Rental Vehicle Ratenew window
Cost of Gasoline per Gallonnew window
Mileage Reimbursement Ratenew window ¢ 
(Ex: if current rate is 53.5 enter it as 53.5, if current rate is 50.0 enter 50 or 50.0)
¢ 
(Ex: if current rate is 54.5 enter it as 54.5, if current rate is 50.0 enter 50 or 50.0)
Rental Vehicle Estimated Gas Mileage (MPG)
State/Local Taxes & Addt’l Surcharges/Fee

Calculated Results

Personal Mileage Reimbursement Cost In-State Mileage Out-of-State Mileage
Mileage $ 0.00 $ 0.00
Rental Vehicle Costs In-State Out-of-State
Rental Rate $ 0.00 $ 0.00
State/Local Taxes & Addt’l Surcharges/Fees $ 0.00 $ 0.00
Refueling $ 0.00 $ 0.00
Total $ 0.00 $ 0.00
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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