Mileage documentation requirements

For tax-free refunds on work-related car use in Denmark, proper mileage documentation is vital. SKAT sets the documentation standards which include details like name, address, travel date, start and end points, kilometers traveled, and more. While spreadsheets are common for tracking, Acubiz offers a more efficient, GPS-enabled solution that ensures compliance with SKAT's requirements and streamlines the mileage refund process.

TL;DRSKAT sets specific documentation requirements for tax-free mileage refunds in Denmark, including name, address, CPR number, travel date, start and end points, kilometers driven, and reimbursement rates. Acubiz provides a GPS-enabled digital mileage solution that automatically captures these required fields, replacing manual spreadsheet tracking with a compliant and efficient digital process.

Do you need an overview of your fuel refund options? Read more below and become more aware of both SKAT’s requirements for your mileage documentation and on Acubiz’ solution for easier mileage registration.

If you use your own car for work-related purposes, you have the opportunity to get tax-free refunds from your employer, as well as if you are self-employed you have the option of mileage allowance. However, the tax administration office in Denmark (SKAT) requires mileage documentation, and it can additionally be a very slow and difficult process to keep track of your own mileage.

What requirements does the tax administration have for your mileage documentation?

SKAT determines the requirements for mileage documentation – regardless of whether you are employed by a company or self-employed. Mileage documentation must, as a rule, contain information about the name, address and CPR number as well as the date of the journey, the start and end point of the journey, the number of kilometers traveled, the reimbursement rates used and the calculation of the travel allowance.

However, there is no requirement that says you need to state the car’s mileage recorder, which of course, eases the inconvenience of keeping track of your mileage documentation a little. Nevertheless, you should always state the registration number of your car in the documentation, so the tax administration office can make sure that you are using your own car.

How much will be refunded?

As a starting point, you can get reimbursement for all the mileage you have carried out for business purposes in your own car. The calculation takes place by multiplying the number of kilometers by the applicable rate for compensation per kilometer. For less than 20,000 kilometers, the deduction is DKK 3.73 per kilometer, while the deduction is DKK 2.10 per kilometer when driving over 20,000 kilometers.

How do I manage my mileage the easiest way possible?

Many choose to register their mileage in a spreadsheet. It’s basically efficient enough, but not at all transparent and furthermore registering data in a spreadsheet can be a very time-consuming process.

However, there is a much easier way to register your mileage and to ensure that you comply with the mileage documentation requirements. With the “mileage” feature in Acubiz One, which is our simple and user-friendly expense management app, you can automatically register and track your route via the GPS and upload your mileage registration directly in our cloud-based solution, Acubiz EMS. By doing this, you avoid spending time and effort on manual tasks in spreadsheets and thereby create valid data for tax purposes.

How do I ensure mileage refund?

Book a meeting and let us demonstrate how to get your mileage refund with Acubiz One – and at the same time experience the many other benefits and opportunities you can get in the app.

Frequently Asked Questions

What information must mileage documentation include to satisfy SKAT in Denmark?

SKAT requires documentation containing the employee's name, address, and CPR number, the date of the journey, start and end points, the number of kilometers driven, the reimbursement rate applied, and the calculation of the total allowance. The car's registration number must also be included to confirm use of the employee's own vehicle.

Is there a requirement to record the car's odometer reading in Danish mileage documentation?

No. There is no legal requirement to state the car's mileage recorder reading. However, the registration number of the vehicle must always be included so SKAT can verify that the employee was using their own car for the documented trips.

How much of a mileage refund can an employee receive in Denmark?

Employees are entitled to reimbursement for all work-related mileage driven in their own vehicle. The tax-free rate is calculated according to SKAT's published rates, which vary based on total annual kilometers driven. Beyond a certain annual threshold, a lower per-kilometer rate applies.

Why is manual mileage tracking in spreadsheets problematic for compliance?

Spreadsheets rely on employees manually entering data accurately and consistently. Missing fields, incorrect dates, or imprecise kilometer counts can make documentation non-compliant. Without automatic GPS tracking, there is also no independent verification of the routes claimed, creating audit risk.

How does Acubiz's digital mileage solution ensure SKAT compliance?

Acubiz uses GPS to automatically record routes and calculate distances, capturing all fields required by SKAT at the time of travel. This removes manual data entry, reduces errors, and creates a reliable digital audit trail that can be produced if SKAT requests documentation.