The Californer - Why Hybrid Work Makes Mileage Tracking Harder

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Since the emergence of hybrid work, the way employees drive for work has fundamentally changed.

Californer -- This creates challenges for companies: ensuring mileage reimbursement remains accurate, fair, and compliant with IRS requirements when driving is no longer the default routine.

Hybrid work implies irregular business mileage
One week may involve several client visits, while the next has none. Traditional methods such as manual mileage logs, spreadsheets, or odometer readings might be tricky to keep up with when employees drive less often, but in more irregular ways.

Manual mileage logs: Easy to forget on ad-hoc business trips, often leading to guesswork.
Odometer readings: Can't separate personal from business (therefore reimbursable) trips, creating compliance risks.
Shared vehicles: Challenging to assign mileage costs or reimbursements fairly when multiple employees add to a shared vehicle's mileage.

Challenges like these can expose companies to inaccuracies, compliance issues with tax authorities, or employee dissatisfaction when reimbursements don't feel fair.

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Data confirms the change in tracking pattern
Driversnote is a global leader in digital mileage tracking that helps millions of users report their business mileage every month. Our data reveals that employees now log trips on more days per month than before — even though they may drive fewer overall miles. This trend reflects how hybrid work has reshaped employee mobility and created a new normal of irregular but business-critical travel.

_{At Driversnote, a global leader in mobile mileage tracking, our data — based on millions of trips logged each month — shows that employees now track trips on more days in the course of a month.}

How companies can adapt
Just as hybrid work has forced businesses to rethink office policies and technology, it's also reshaping mobility management. Mileage reimbursement requires systems built for flexibility, accuracy, and compliance. Forward-looking organizations are turning to automated mileage tracking solutions that capture trips in real-time, no matter how irregular with clear benefits:

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Accurate tracking: A mileage tracking app like Driversnote increases accuracy considerably compared to paper logs.
Fair reimbursement: Employees are correctly reimbursed for the miles they drive, creating trust and transparency.
Compliant reporting: Companies maintain a clear, auditable record that can meet IRS requirements.

Driversnote's solution for reliable results in unreliable circumstances
Driversnote, a global mileage tracking app used by businesses and individuals worldwide, helps navigate this new landscape. With automatic trip recording via the phone's GPS technology and easy categorization of business vs. personal trips, Driversnote ensures mileage reimbursement can keep up with the realities of hybrid work and compliance demands.

"The pandemic changed how we work and how we travel for work. With irregular trips now being the norm, automated mileage tracking solutions like Driversnote have gone from a nice-to-have to a business essential," says Martin Poulsen, CEO and co-founder of Driversnote.