Calculating travel expenses in 2026: smart and tax-correct
Whether you are an employee, self-employed, or employer: calculating travel expenses is something you will have to do sooner or later. Whether it concerns a mileage allowance , trip log, or tax return – the Tax and Customs Administration sets clear requirements. In this article, we explain how to calculate your travel expenses easily and correctly in 2026.
What exactly are travel expenses?
Travel expenses are costs you incur for traveling to and from work or client locations. These expenses can be:
- Compensation to employees
- Enter as business expenses
- Or declare it to the tax authorities (for example as a self-employed person)
Travel expenses are usually reimbursed based on mileage, with a standard reimbursement of €0,25 per kilometer (2026). This applies to both private and leased cars, provided they are properly registered.
Want to know more? Read the Tax and Customs Administration guidelines on mileage allowances.
How can you calculate travel expenses?
There are two ways to calculate travel expenses :
1. Manual
You note the number of kilometers per trip and multiply this by the current rate (€0,25 per km in 2026).
Example:
- 120 business kilometers × €0,25 = €27,60 travel allowance
2. Automatic (recommended)
With a digital trip logging system, you don't have to manually track anything. The system automatically records all business trips, including the date, distance, and departure and arrival addresses. This is not only convenient but also necessary for tax purposes to demonstrate that you're applying the correct reimbursements.
Try TrackJack's trip logging system and save time and money.
When are travel expenses deductible?
As an entrepreneur, your travel expenses are deductible, as long as they are business-related. For employees, the employer may provide a tax-free reimbursement up to the established maximum (€0,25/km in 2026).
Travel expenses are also relevant for:
- Commuting
- Customer visits
- Foreign trips
- Kilometers with private car for business purposes
You can read more about this in our article: Tracking business mileage: how to do it properly?
Calculate travel costs smartly with TrackJack
Do you want to avoid making mistakes on your tax return or administrative hassle with Excel? Then choose an automatic trip registration solution from TrackJack. This one:
- Registers your business mileage fully automatically
- Gives you insight into your consumption and costs
- Has been fully approved by the Tax Authorities
View our solutions for trip and mileage registration
Frequently asked questions about calculating travel expenses
How is travel expense calculation worked with a lease car?
For private use exceeding 500 km per year, you must pay a taxable benefit . A mileage log helps prevent this by accurately separating business and private kilometers.
What if I visit different addresses in one day?
You calculate travel expenses per trip (stop). An automated trip registration system does this accurately and reliably, ensuring you always have proper documentation.
Can I charge my own travel expense rate?
Yes, but the reimbursement is tax-free only up to €0,25/km. If your employer reimburses more, you pay tax on the excess.
Tip: With the TrackJack PRO Fiscaal , you automatically register all your trips – tax-approved and recognized by the Tax Authorities. View the PRO Fiscaal in our webshop →