5 MIN READ
To begin, take our five-question quiz on car allowances. If you can't answer all the questions, no worries – you'll find the answers throughout.
How much do you know about car allowances?
Does your organization employ anyone who travels for work using a personal vehicle? These mobile employees make sales calls, manage accounts, provide training, attend conferences – and more. Mobile employees should be compensated for the business use of their vehicle. Most employers pay a monthly car allowance, a cents-per-mile reimbursement, or some variation on these methods.
To learn more about mileage reimbursements, check out Everything You Need to Know about Mileage Reimbursements. Alternately, to calculate the optimal car allowance for employees, start the process here: Calculate your 2025 Car Allowance
Or read on to discover everything employers and managers need to know about car allowances in 2025.
5 key questions to assess a company car allowance policy:
- How did you calculate your employee car allowance amount?
- How long has it been since you reviewed this amount?
- Does the car allowance cover the expenses of every employee?
- Is the car allowance taxable?
- If so, are you properly withholding taxes?
If you cannot answer all these questions, your car allowance policy needs an update. Your current policy may be costing your organization in hidden ways.
An optimized car allowance policy can accomplish a range of company goals:
Save time and money.
Support mobile employees equitably.
Attract and retain talent.
Protect the company from liabilities.
CHAPTER ONE:
What does a car allowance cover?
For a lot of businesses, the burning question is
How much car allowance should I pay?
To calculate a fair car allowance, you have to answer another question: What expenses does a car allowance cover?
Fuel is the obvious expense, but there are many others. For the average driver fuel only constitutes 17% of the costs of vehicle operation.
Several states have laws that specify the work-related vehicle expenses a car allowance should cover. California, Illinois, and Massachusetts are examples. We'll use California’s law as our guide.
CA Labor Code Section 2802(a) states that:
“An employer shall indemnify his or her employee for all necessary expenditures or losses incurred by the employee in direct consequence of the discharge of his or her duties.”
Furthermore, Section 2802(c) defines “necessary expenditures or losses” to include “all reasonable costs."
When calculating a fair car allowance, what counts as a reasonable cost?
1. OPERATIONAL COSTS. Business use of a personal vehicle means increased fuel consumption and increased wear and tear. The car will require more frequent changes of oil, tires, brake pads, etc.
2. OWNERSHIP COSTS. If the job requires a vehicle, the employer should reimburse the business portion of fixed costs. These include taxes, registration, depreciation, and insurance. On average around 60% of vehicle costs go to insurance and depreciation.
Expenses a car allowance must cover:
Fuel, oil, tires, taxes, registration, insurance, depreciation...
Not all employees experience the same costs, though. Auto insurance premiums are higher in Michigan than in Oklahoma. Gas prices are higher in California than in South Carolina. Some employees travel 1,000 miles every month while others travel 2,000 miles.
To calculate a fair car allowance, you need data on geographic variations in driving costs. Learn more by reading Four Steps to a Reasonable 2025 Car Allowance.
You also need to know whether the allowance is taxable and whether your company complies with IRS rules.
CHAPTER TWO:
Is my car allowance taxable?
Taxes reduce take-home pay. This means you must include taxes when calculating a car allowance amount.
Taxes on car allowances and reimbursements
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Standard car allowanceA fixed monthly car allowance is considered taxable income at federal and state levels. Both employee and employer must also pay FICA/Medicare taxes on the allowance. Income and payroll taxes may reduce an allowance by 30–40%. Consequently, the employer must ensure that the post-tax amount can cover an employee’s vehicle expenses. Be aware that the Tax Cut and Jobs Act eliminated the business mileage deduction for employees until 2026.
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Car allowance with mileage substantiationA company can avoid taxation by tracking the business mileage of its employees. Every month, each employee’s mileage is multiplied by the IRS mileage rate ($0.70/mile for 2025). The employee then receives the lesser of the car allowance amount and the mileage multiplied by $0.70/mile. In the past, excess mileage could be deducted from income taxes, but that is also not an option until 2026.
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Car allowance plus fuel card or reimbursementIn addition to a fixed taxable allowance, a company can supply a credit card to purchase gas. Or the company can directly reimburse fuel receipts. Any portion of the fuel not used for business is considered taxable. The company must charge back the employee for any personal gas use to avoid taxation.
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Mileage reimbursementInstead of paying a fixed monthly amount, an employer can reimburse mileage. The mileage reimbursement equals the employee’s monthly reported mileage multiplied by a cents-per-mile rate. Payments are non-taxable if the mileage rate does not exceed the IRS standard business mileage rate ($0.70/mile).
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Car allowance with mileage reimbursement In this case the company pays a fixed monthly amount plus a mileage reimbursement. The monthly car allowance is taxable but not the mileage reimbursement. The mileage rate must not exceed the IRS business rate.
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Fixed and variable rate car allowance (FAVR) This non-taxable approach combines a fixed monthly allowance with a variable mileage rate. FAVR was designed as a corporate expense tool to reimburse employees. This method is more accurate than a standard car allowance or mileage rate. A FAVR car allowance achieves precision by using expense data for each employee’s garage zip code to set the fixed and variable rates.
CHAPTER THREE:
Is my car allowance fair?
Standard car allowances and mileage reimbursements are popular because they are simple to understand and easy to administer. But their simplicity and ease create unfair outcomes.
Due to inflation, not everyone's car allowance has kept up with expenses. With vehicle costs at near-historic highs, many businesses are asking a key question:
Should my organization increase every employee’s monthly car allowance?
The answer will be different for different organizations. Simply increasing everyone's car allowance could get prohibitively expensive. Plus, an increase might not be necessary for a low-mileage driver operating in an inexpensive part of the country.
Switching to the IRS business rate can also create challenges. Mileage reimbursement introduces problems with cost control – employees can drive more to earn more. At 70 cents per mile, the IRS rate gets expensive fast. Plus, low-mileage drivers will be under-reimbursed.
Both a standard car allowance and a mileage rate share a fundamental problem: applying an equal amount or rate to unequal expense needs, as the following chart shows.
A company with a variety of employees driving for work will have trouble finding one rate that is fair for all. Paying a standard amount will create unfair outcomes due to varying territory sizes and costs. These disparities can only be resolved through a customized vehicle reimbursement:
Customizing your policy by adding fuel reimbursement or mileage substantiation may help, but may increase costs or decrease productivity. It’s crucial to understand the limitations of a policy before determining the fairest policy. In the next section, we’ll dig deeper into flaws inherent to car allowances.
CHAPTER FOUR:
Problems with car allowances
Altering your car allowance policy without correcting its flaws will lead to greater problems.
Three fundamental flaws of car allowances
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Tax Waste
Given a $600 monthly allowance, how much actually goes to pay vehicle expenses? Less than you’d think. An employee in the 24% tax bracket will take home only $410.10 after subtracting both income taxes and FICA/Medicare. That amount will decrease further if the car is garaged in a state that levies an income tax. On top of this, the company pays $45.90 for FICA/Medicare on that $600. Here's an infographic representing the same calculations applied to a $500/month allowance:
How much car allowance after taxes?
Given the vehicle expenses an allowance should cover – gas, maintenance, depreciation, insurance, etc. – will that $341 truly suffice? or the $410, if you pay a $600 allowance? Because the IRS considers a car allowance a taxable benefit and not an expense reimbursement, employees are left playing catch up. Why not divert the tax money away from the government and back into your organization?
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Variations in expenses
A single employee’s expenses can vary month-to-month. Two different employees in the same company can have widely different expenses. Gas prices rise and fall, territory sizes differ, and geographically-sensitive expenses can vary widely.
Compare the average fuel and insurance costs between three different states from 2018 (expenses have increased significantly since then):
Paying everyone the same amount can create fairness problems, shortchange some employees, and lead to undesirable employee behavior, such as curtailing business trips to save money.
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Lack of precision
As recently as 2018, mBurse's Annual Auto Allowance Survey revealed that only a quarter of companies calculated their car allowance using vehicle expense data. And 73% had gone ten years or more since last updating the allowance amount. In the next year's survey, 62% reported complaints from employees about the car allowance. How can anyone expect their allowance to meet all employees’ needs when the amount has no basis in data and goes unreviewed for years?
Our Annual Car Allowance Survey
How to increase car allowance take-home pay
Bad options:
Taxes eat up 30-40% of a typical allowance. Mileage rates incentivize over-reporting of mileage (or unnecessary driving). Fuel cards are not cost-effective. Employees cannot deduct unreimbursed business expenses, including business mileage. (Only independent contractors can.)
Car allowance alternatives:
As you can see, taking any step to address the shortcomings of car allowances will cost time or money or both. Most solutions require adding a mileage log as well. But to do nothing will cost more in the long run.
Car Allowance Best Practices
Simply switching to a mileage reimbursement like the IRS mileage rate cannot solve the problems of expense variations and lack of precision and adds a new challenge: cost control. (See Why the IRS Rate Overpays Some Workers and Underpays Others.)
Only a fixed and variable rate car allowance can eliminate tax waste while solving these problems. We’ll explain this, and how a FAVR program is more cost-effective. But first, let’s look at how your car allowance policy impacts every aspect of the company.
CHAPTER FIVE:
How your car allowance affects every aspect of the company
Getting the vehicle policy right or wrong can impact numerous parts of an organization.
We’ve already covered tax waste and inequitable compensation of employees due to expense variations. But there’s also a domino effect that touches other aspects of an organization:
Risk management for employee drivers
If you fail to sufficiently reimburse all employees, you open the door to labor code lawsuits and to employees taking risky measures to cut costs. For example, an employee might reduce insurance coverage. If that employee causes a car accident while working, your company’s insurance may be forced to close the gap between the employee’s insurance and the costs of the accident.
Is your company exposed?
Mobile workforce productivity
Under-reimbursed employees may also recoup lost income by reducing the amount of driving they do. Reduced travel can mean fewer face-to-face meetings with clients and potential clients. Over time, less driving may compromise sales productivity and client relations.
Attraction and retention of employees
Some employees will leave if they cannot obtain equitable reimbursement. Check your attrition rates. If you have not adjusted the allowance or reimbursement recently, don’t be surprised if attrition has increased. Similarly, if prospective employees project insufficient reimbursement, they may not seek or accept a job at your company.
CHAPTER SIX:
Car allowances and compliance
The strict labor laws of California, Massachusetts, and now Illinois could spread to other states.
The tax reform has made paying a fair car allowance in 2025 a necessity. The changes in tax deduction rules place pressure on states to tighten vehicle reimbursement rules, and company car allowances face higher levels of scrutiny.
IRS rules for car allowances
As we've already established, under the Tax Cut and Jobs Act (TCJA), employees cannot write off unreimbursed business expenses during the 2018-2025 tax years.
This change poses a problem for companies with employees in employee-friendly states like California and Massachusetts that have reimbursement indemnification labor codes. These laws prohibit companies from passing business expenses to employees. Eight other states plus Washington, D.C., have passed similar employee reimbursement laws.
Labor laws and car allowances
Employees in these states can use labor laws to force companies to cover their loss of income due rampant inflation in vehicle costs.
Moderate-to-high-mileage drivers who receive a standard car allowance were particularly impacted when the Tax Cuts and Jobs Act was passed in December of 2017. A comparison of 2018 and 2019 tax deductions shows why:
Two examples of drivers and their tax burden:
Driver 1 received an enormous benefit under the old tax code. That $21,800 deduction equated to more than a $5,000 decrease in taxes at the 25% tax bracket. But the 2018 tax bracket reduction to 24% covered only a fraction of the loss of that gigantic business expense deduction.
Driver 2 received a lesser benefit under the old tax code with fewer miles driven and an allowance that came closer to actual expenses. But it was a significant benefit nonetheless that will not exist until at least 2026.
Tax Reform eBook
Labor code impact 1: Employees seek recourse
In the wake of the lost tax deduction that hit in 2019 and the inflation that has occurred from 2021-2023, mobile employees are seeking recourse. While some may drive less or look for new employment, others may take legal action under state labor laws, including class-action lawsuits.
Labor code impact 2: More employee-friendly states
Increased numbers of employees seeking full reimbursement from their employers may increase the number of states that indemnify employees from company expenses. Taking a company to court over insufficient reimbursement could get easier in other states.
CHAPTER SEVEN:
How to calculate the right car allowance for 2024
The current tax landscape combined with inflation has raised the stakes for companies across America. This adds urgency to the quest for a fair 2025 vehicle reimbursement policy.
We are now in the sixth year of a tax policy that prevents employees from writing off business mileage and other unreimbursed expenses. In an inflationary economy, workers face significant financial anxiety.
Companies that adjust to these realities have a competitive advantage over those that don't.
Concrete steps to improve your company car allowance policy
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Estimate actual employee vehicle expenses and compare these with your current allowance amount. Then calculate the car allowance amount needed to close any gaps.
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If you’re paying a taxable car allowance, calculate how much your organization could save by switching to a tax-free plan. The elimination of tax waste could fully close the gaps.
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If you’re using a fuel card or reimbursement, calculate whether fuel consumption matches business productivity and whether your organization is properly limiting personal use.
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Learn more about the fixed and variable
rate car allowance. FAVR is the most accurate and legally defensible policy type, and it's inflation-proof and tax code-compliant because it ensures accurate reimbursement.
The question remains: How much car allowance should you pay in 2025?
Hopefully, you’ve figured out the answer: It’s complicated!
Because mobile employees within the same organization can experience widely different costs, there’s no quick and easy way to determine the right amount. Without knowing an employee’s mileage and zip code and the size of vehicle required to carry out the job, it’s impossible for someone to tell you the right amount.
But there are some clear-cut principles that you can follow:
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One-size-fits-all CANNOT be your solution.Because car expenses among employees vary, the car allowance should vary. A small company with a narrow range of employee expenses may get away with a standard allowance amount, but even then there will be disparities between expenses and reimbursement for some employees – and tax waste will remain a problem.
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Territory size MUST factor into the car allowance calculation.Mileage affects everything from fuel consumption and tire wear to maintenance and depreciation. Employees with larger territories drive more, and should be reimbursed more. Failing to incorporate mileage into the amount will result in low productivity from shortchanged employees.
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Geographically-based costs MUST affect the car allowance calculation.The costs of gas, insurance, taxes, registration/license, and maintenance are regionally-sensitive. It’s vital to calculate, given a reasonably-sized vehicle in a particular zip code, what each employee’s expenses should be. Incorporate that data into the allowance calculation.
Data needed to calculate a fair car allowance
Different employees should receive different amounts and those amounts should be based on actual data. This is the only way to ensure equitable reimbursement and to prevent over-reimbursing and under-reimbursing.
To get started, use the graphic below to discover the average costs of owning and operating a vehicle by expense category. You might be surprised at what you find.
These average annual costs amount to a monthly expense of $615.50. And that’s average. Will a $600/month taxable car allowance cover the costs of the average American driver? No way! After taxes, that $600 might be as little as $400.
What about a driver in California, where gas and maintenance prices are through the roof? Or in Michigan, where insurance rates are the highest in the country? Those drivers' monthly vehicle expenses could easily reach $1,000.
Would a mileage reimbursement work better? Not necessarily. Depreciation and insurance together make up 60% of vehicle costs. That poses problems for low-mileage drivers since fixed costs are only marginally affected by miles driven.
What's your optimal car allowance for 20245?
You could use these average costs to estimate the needs of individual employees based on whether they face below-average or above-average costs based on location, territory size, and vehicle type. But more specific data exists.
To obtain data specific to select vehicle types and a selection of geographic locations, see our additional guide to the process of pinpointing that optimal allowance or reimbursement rate: Four Steps to a Reasonable 2024 Car Allowance.
Or, you can complete our three-step process below – audit your current car allowance, complete a competitive benchmarking analysis, and then receive a free, optimized rate.
Even simpler, contact mBurse to find out about vehicle allowance program administration. You don't administer you're own health insurance, so why administer your own car allowance?
CHAPTER EIGHT:
Conclusion: Calculate your optimal car allowance now
You have a responsibility to protect each employee’s income from the costs of using a personal vehicle for work.
There are IRS-accountable plans designed specifically to help businesses address the variety of vehicle expenses their employees experience. Why waste money on taxes when you could both save money and boost your employees' take-home pay? The time is now – review the recommendations throughout this guide, and commit to improving your car allowance policy today.
It is now 2024. Employees know that they cannot deduct business mileage anymore. They face even more economic uncertainty due to inflation. If you wait to optimize your policy, what will the consequences be?
Improve your car allowance or reimbursement today
Fix your car allowance in 3 steps
Car Allowance & Reimbursement Best Practices Checklist
