One of the things we always want to do is to audit proof your records. We want to make sure that if the IRS ever comes in, we have all of our bases covered so that if you are audited, the audit goes as smoothly as possible.
One of the requirements the IRS has for reimbursing mileage and other business expenses to employees is that you have an "accountable" expense reimbursement plan.
Here is a link to a copy of a blank Accountable Expense Reimbursement Plan. AERP I would recommend you review this, and keep it as part of your permanent records.
I think the document is fairly self-explanatory. If you do have any questions, please feel free to contact me. It is a pleasure serving you.
Larry Kospa CPA
