In Kansas, understanding mileage reimbursement involves looking at federal guidelines, specific state rules for public employees and workers' compensation, and common practices among private employers.
For businesses and employees in Kansas, knowing these rates and rules is crucial for ensuring fair compensation and maintaining compliance.
The most widely recognized standard for business mileage reimbursement is the rate established annually by the Internal Revenue Service (IRS). For the year 2025, the IRS has set the standard mileage rate for business use at 70 cents per mile. This rate was 67 cents per mile in 2024.
While private employers in Kansas are not generally mandated by a specific state law to use the IRS rate for all business-related mileage, many choose this standard because:
- It provides a clear and accepted benchmark for reimbursement.
- Reimbursements made under an accountable plan at or below the IRS rate are typically non-taxable for employees and tax-deductible for employers.
As of January 1, 2025, the key IRS standard mileage rates are:
- 70 cents per mile for business use of a vehicle.
- 21 cents per mile for medical or moving purposes (note: the deduction for moving expenses is currently limited to active-duty members of the U.S. Armed Forces).
- 14 cents per mile driven in service of charitable organizations.
Other relevant rates in Kansas include:
- Kansas State Employee Rate: Kansas Statutes Annotated (K.S.A.) 75-3203a dictates that the mileage rate for state officers and employees using personal vehicles for official business is set by the Secretary of Administration and cannot exceed the IRS standard business rate. Therefore, for 2025, the rate is 70 cents per mile.
- Workers' Compensation Medical Travel: Kansas law (K.S.A. 44-510) requires employers to reimburse injured employees for reasonable travel expenses to obtain necessary medical treatment for work-related injuries. The mileage reimbursement rate for this purpose is the same as the rate allowed for state employees, meaning it is 70 cents per mile for 2025.
For historical context, here are the IRS standard business mileage rates from recent years:
Kansas Mileage Reimbursement Calculator
Simplify your mileage reimbursement calculations with our user-friendly Kansas Mileage Reimbursement Calculator.
How to Use the Calculator:
- Select the correct tax year: Choose the year for which you're calculating reimbursement (e.g., 2025, 2024), as the applicable IRS rates can change.
- Input your business miles: Enter the total number of miles driven for business purposes using your personal vehicle.
- Calculate your reimbursement: The calculator will automatically apply the official IRS standard mileage rate for the selected year and display your estimated reimbursement amount.
This tool provides a quick and accurate estimate, beneficial for both employees needing to claim expenses and employers processing those claims.
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Some Important Kansas Mileage Reimbursement Laws
While Kansas doesn't have a statewide law mandating mileage reimbursement for all private-sector employees in every instance, several state laws and federal regulations influence how employers should handle these expenses:
1. Kansas Minimum Wage and Maximum Hours Law (K.S.A. Chapter 44, Article 12)
Kansas's minimum wage is $7.25 per hour, effective since 2010.
This aligns with the federal minimum wage. A critical point is that any unreimbursed business expenses an employee is required to incur, such as mileage for using a personal vehicle for work, should not cause their effective hourly earnings to fall below this minimum wage threshold.
If it does, the employer could be in violation of Kansas and/or federal wage laws.
2. Workers' Compensation (K.S.A. 44-510)
Kansas law ensures that employees injured on the job receive reimbursement for necessary travel to obtain medical treatment.
The mileage rate for this is tied to the state employee travel reimbursement rate, which aligns with the IRS standard business rate (70 cents per mile for 2025).
3. No General Mandate for Private Employers
Kansas law does not specifically obligate private employers to offer mileage reimbursement for general business use of personal vehicles. Therefore, a company's internal policy plays a significant role.
However, many employers choose to reimburse as a good business practice and to avoid potential minimum wage complications.
4. State Employee Travel Regulations (K.S.A. 75-3203a)
Kansas has specific statutes governing how state officers and employees are reimbursed for travel expenses, including mileage.
These mandate that the state mileage rate align with, but not exceed, the IRS standard rate, ensuring state employees are reimbursed at a nationally recognized level.
Kansas Mileage Reimbursement Law vs. Federal Law
Understanding the interplay between Kansas's state context and federal laws is essential for proper mileage reimbursement:
Federal Law (FLSA)
The Fair Labor Standards Act (FLSA) is the primary federal law affecting this area. It mandates that employees receive at least the federal minimum wage ($7.25 per hour) "free and clear" of any business expenses incurred primarily for the employer's benefit.
If a Kansas employee's unreimbursed mileage costs effectively reduce their pay below this federal threshold, the employer must provide sufficient reimbursement to meet the minimum wage.
Since Kansas's minimum wage is the same as the federal rate, compliance with one generally ensures compliance with the other.
Kansas State Law
- Kansas's Minimum Wage and Maximum Hours Law establishes a rate of $7.25 per hour.
- Specific provisions mandate mileage reimbursement for travel related to workers' compensation medical treatment, aligning with the IRS rate.
- The travel reimbursement rate for state employees also aligns with, and does not exceed, the IRS standard rate.
IRS Regulations
The IRS sets the standard mileage rates (e.g., 70 cents/mile for business in 2025) for tax purposes. These rates are not legal mandates for employers to reimburse but are crucial for determining the non-taxable amount of reimbursement under an accountable plan.
Using these rates helps ensure that reimbursements aren't considered taxable income for employees and are deductible for employers.
In Kansas, federal and state minimum wage laws provide a foundational wage floor. State law aligns both workers' compensation and state employee travel reimbursement with the IRS standard rates.
IRS guidelines offer a practical framework for the amount and tax treatment of reimbursements, commonly adopted by Kansas employers.
How Fyle can automate mileage tracking
Make mileage reimbursement effortless and accurate.
Fyle provides Kansas businesses with a powerful, automated platform to manage travel expenses effectively.
- Reliable GPS distance tracking: Captures precise mileage using Google Maps, ensuring accurate logs every time.
- Automated rate application: Supports IRS, state-specific, or custom rates, applied instantly based on your policy.
- Clear commute distinctions: Helps easily define and deduct non-reimbursable commute travel.
- Time-saving recurring claims: Allows one-time setup for frequent routes, automating future submissions.
- Policy violation flagging: Embed your company's travel rules to catch and highlight non-compliant claims.
- Direct accounting software sync: Integrates smoothly with QuickBooks, Xero, NetSuite, and more for easy data transfer.
- Speedy ACH reimbursements (US only): Enables fast, direct payment to employees for approved mileage.
With Fyle, Kansas companies can ensure compliance, improve efficiency, and simplify their entire mileage tracking process.
