For the 2025 fiscal year, employers may provide reimbursements at a rate of $0.70 per mile for standard vehicles and $0.68 per mile for motorcycles. These allowances are structured to address the full spectrum of ownership costs, including fuel expenses, routine maintenance, and insurance premiums.

The following table presents Kansas's annual progression of mileage reimbursement rates, as established by Internal Revenue Service guidelines.

Note: Organizations have flexibility to reimburse employees at rates that differ from the IRS standard. However, any reimbursement exceeding the IRS rate will be classified as taxable income to the employee.

To calculate applicable mileage reimbursement for Kansas, do the following:

1. Select the appropriate tax year for your calculation period
2. Enter the total miles driven to compute eligible reimbursement amounts

The calculator below provides precise reimbursement figures based on current rates and specified mileage inputs.

Kansas mileage reimbursement statutes establish specific guidelines on compensation levels for employees, helping ensure their overall earnings remain above state minimum wage thresholds.

Under Statute K.S.A. 75-3203a, state workers receive travel allowances in accordance with Internal Revenue Service standards. While this Statute does not directly impose such requirements on private sector organizations, companies that implement similar policies typically position themselves favorably with respect to wage compliance considerations.

Code 75-3203a for mileage reimbursement for state employees

Code 75-3203a empowers the Secretary of Administration to establish precise mileage compensation rates across different categories of privately owned transportation, encompassing automobiles, motorcycles, and vehicles modified for individuals with disabilities.

These prescribed rates are calculated to account for the complete array of associated expenses: fuel consumption, lubrication requirements, tire replacement, mechanical servicing, insurance coverage (inclusive of uncompensated losses and applicable deductibles stemming from vehicle damage), registration fees and value deterioration.

The legislation further stipulates that organizational leadership maintains the authority to implement reduced reimbursement schedules for discretionary travel activities.

Kansas city minimum wage code K.S.A. 44-1201

While Kansas minimum wage legislation does not explicitly require vehicle expense compensation, a thorough assessment of its provisions helps employers construct remuneration packages that satisfy both market expectations and statutory obligations. Effective employee mileage reimbursement structures must reflect these regulatory parameters to support equitable practices and workforce stability.

The established minimum wage in Kansas City stands at $7.25 per hour for adult employees exceeding 18 years of age.

A complete understanding of Kansas City's Minimum Wage Code K.S.A. 44-1201 provides significant advantages for employers: it informs the development of legally sound employment guidelines and ensures reimbursement practices that prevent employees from absorbing business-related transportation expenses.

Kansas vs federal mileage reimbursement laws

Kansas and federal laws each contain provisions for modifying reimbursement rates in response to economic shifts or practical requirements. Kansas includes particular exemptions permitting reduced compensation when more economical transport options exist or when travel represents a discretionary rather than required activity.

Federal regulations, by contrast, generally avoid detailing such specific exemptions, instead establishing broad parameters that allow businesses considerable flexibility in implementation.

It bears noting that enterprises subject to Federal Fair Labor Standards Act jurisdiction may operate outside the direct purview of Kansas Minimum Wage Code K.S.A. 44-1201 requirements.

Efficient mileage tracking saves time for both employees and administrative staff while ensuring accurate reimbursements. Kansas businesses can implement these practical approaches to streamline their processes and improve compliance.

Adopt digital mileage apps

Recommend user-friendly mobile apps designed to automatically track mileage and categorize trips, eliminating manual entry. These applications can detect when employees are driving and automatically record trip distances using GPS technology, allowing staff to easily classify journeys as business or personal with minimal effort.

Use automated reporting tools

Suggest software solutions that integrate seamlessly with payroll and expense management software, facilitating accurate and efficient reimbursements. These tools can apply the correct Kansas or IRS rates automatically, calculate appropriate expense reimbursement amounts, and generate reports for both accounting and tax documentation purposes.

Create a simple submission process

Encourage employers to simplify reimbursement submission procedures, such as using standardized digital forms or templates, for easy completion. Design forms that capture only essential information and implement electronic approval workflows that move requests efficiently through the organization without unnecessary delays.

Conduct regular audits

Advise periodic internal checks to verify mileage accuracy and quickly identify discrepancies or potential issues. Establish a consistent review schedule where financial staff can compare claimed distances against mapping applications, examine trip purposes for eligibility, and ensure proper documentation supports each reimbursement request.

Educate employees on accurate logging

Provide brief training sessions or easy-to-understand guides that help employees clearly distinguish between reimbursable and non-reimbursable mileage. Develop simple reference materials with Kansas-specific examples that illustrate proper classification of common travel scenarios, helping prevent both over-reporting and under-reporting of business miles.

Set reminders for regular mileage reporting

Suggest setting automatic reminders or calendar prompts to encourage timely submissions, ensuring reimbursements are processed promptly. Establish consistent submission deadlines aligned with payroll cycles and send notifications to help employees maintain regular reporting habits rather than accumulating mileage claims over extended periods.

Mileage reimbursement in Kansas balances legal compliance, financial responsibility, and effective workforce management. State statutes like K.S.A. 75-3203a provide clear guidance for compensating employees who use personal vehicles for work tasks, with rates designed to cover all aspects of vehicle operation. While these regulations primarily apply to state employees, private businesses can use these guidelines to develop fair compensation practices that both satisfy legal requirements and enhance employee satisfaction.

Economic conditions and transportation costs continue to influence mileage reimbursement rates. The steady increases from 2022 to 2025 reflect how these compensation mechanisms adapt to changing economic realities. Employers need to stay flexible, finding the right balance between compliance and fair compensation, recognizing that thoughtful expense policies also serve as valuable tools for employee engagement and company reputation.

Brex's expense management software simplifies these challenges through automation features built for modern businesses. The platform streamlines mileage tracking while implementing quick approval workflows that eliminate processing delays. The technology automatically enforces your spending guidelines and properly categorizes transportation expenses for accounting purposes. Sign up for Brex today to transform how your company handles employee reimbursements.