Free travel and subsistence expenses calculator

Calculate business travel expenses instantly using current Irish Revenue rates. Mileage allowances, subsistence rates, tax savings, and compliance guidance. This calculator is free with no sign-up. The full tracker starts with a 7-day trial.

Start calculatingHow we calculate

A specialist tool, by design. Expense.ie focuses exclusively on Revenue-compliant mileage and subsistence — not general company-wide expense management.

Highest car rate per km: Band 2, 1,501cc and over (Circular 16/2022)
90.63c
Highest car rate per km: Band 2, 1,501cc and over (Circular 16/2022)
Mileage
Day allowance for 10 hours or more away from base
€46.17
Day allowance for 10 hours or more away from base
Subsistence
Overnight allowance, normal rate
€205.53
Overnight allowance, normal rate
Overnight
No account needed. Download a CSV, share a link or email yourself a PDF
Free
No account needed. Download a CSV, share a link or email yourself a PDF
No sign-up
Calculator

Work out your trip's claim

Enter the route, vehicle and time away. Mileage is banded from your year-to-date km and subsistence follows the hours you were away.

Free for domestic Irish trips up to 500 km (1000 km return). Foreign subsistence, longer trips and a year-round log are in the full tracker.

Expense Calculator

Your trip

km one way

Vehicle

Time away · for subsistence

Your allowance appears here

Enter where you're starting and where you're going. The distance fills in by itself and the figure updates as you change anything.

Rates synced from Irish Revenue via Expense.ie API · Circular 16/2022

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Free calculator vs the full platform

See what you get with the complete compliance solution.

Free calculator

  • Current Irish Revenue rates via API
  • Domestic subsistence rates
  • Standard + reduced mileage rates
  • Tax savings estimates
  • Instant CSV download of your trips
  • Shareable estimate links
  • Compliance checklist
  • No record keeping
  • No automatic tracking
  • No Revenue audit protection

Complete platform

  • Everything in free calculator
  • Automatic year-to-date tracking + opening YTD kmNew
  • Mixed-mode trips (car + public transport) with cross-border detectionNew
  • Persistent digital expense records
  • Persistent Excel (XLSX), PDF & ERR exports for RevenueNew
  • Dedicated Audit Trail export for Revenue auditsNew
  • Approval workflow with email notificationsNew
  • Two-Tier Manager → Finance approval (Business)New
  • Custom policy reminders on the expense formNew
  • Multi-vehicle management
  • Free accountant read-only access
ImportantWhile this calculator gives accurate rates, proper compliance requires detailed record-keeping, audit trails, and Revenue-ready reports that only our full platform provides.
Methodology and sources

How we calculate these figures

Every result uses the official Irish civil-service rates. Here's exactly which rules we apply and where they come from.

Mileage

Progressive 4-band civil-service motor-travel rates set by Circular 16/2022, in effect since 1 September 2022. Rates are applied by engine category (CC) and your cumulative kilometres for the tax year, so higher annual mileage automatically crosses into the correct band. Fully electric vehicles use Category B rates; motorcycles use the separate M1–M4 bands.

Subsistence

Current civil-service domestic subsistence rates: the day allowance for 5–10 hours and 10+ hours away, and the tiered overnight rate (standard for the first 14 nights, reduced for nights 15–28, detention thereafter). The 29+ hour combined allowance adds a day rate to an overnight where it applies.

Distance rules

The 8 km rule — you must be at least 8 km from both home and your normal place of work to claim subsistence — and the 100 km common-practice threshold for overnight subsistence. The calculator uses trip distance as a proxy and flags where a claim may not qualify; confirm your actual distances before claiming.

Tax saving

The tax-saving figure assumes a higher-rate taxpayer on a ~52.35% marginal rate (40% income tax + 4.35% PRSI + 8% USC). Standard-rate taxpayers save less. These allowances are reimbursements, not income — paid tax-free when the conditions are met.

Rates per Circular 16/2022 (motor travel) and the current civil-service subsistence rates. Last reviewed January 2026. This is an estimate, not tax advice. Revenue: civil-service rates · Mileage rates guide · Full rate tables

Expert tips

Expert tips for maximum claims

Guidance to keep claims compliant and make sure you claim everything you're entitled to.

Keep Detailed Records

Maintain a logbook with dates, destinations, business purpose, and odometer readings. Digital records are acceptable but must be backed up. Retain all records for at least 6 years as required by Revenue.

Know Your Engine Category

Check your vehicle registration document for engine size. Fully electric vehicles qualify for Category E rates (same as Category B). Hybrid vehicles use the category matching their actual engine CC. Motorcycles use a separate 2-band system (M1-M4).

Time Your Dublin Trips

For Dublin overnight stays, the civil service arrangement is vouched accommodation (actual receipted cost up to a €205.53 cap) plus a separate €46.17 meal allowance. Keep receipts for all meals and accommodation.

8km Rule for Subsistence

You must be at least 8km from both your home and your normal place of work to claim subsistence allowances. GPS logs or route planners can help prove this distance if queried by Revenue.

Progressive Mileage Bands

Rates change as your annual mileage increases. Track cumulative kilometers carefully — our platform does this automatically for every vehicle, and you can set opening year-to-date km when joining mid-year so the bands stay correct from day one.

Commute Deduction

Your normal commute is not a business journey. If a business trip starts from home, Revenue's "lesser of" rule means the claim is based on the shorter of home-to-destination or office-to-destination. Our full platform applies this automatically.

Got questions?

Frequently asked questions

Everything you need to know about Irish travel expenses, mileage rates, and subsistence allowances.

How do I calculate my travel expenses in Ireland?

Use our free travel expenses calculator above to instantly calculate your Irish Revenue-compliant mileage and subsistence allowances. Enter your trip details including route, distance, and timing. The calculator applies the current Irish Revenue civil service rates automatically using the progressive 4-band mileage system.

What are the current Irish Revenue mileage rates?

The current Irish Revenue mileage rates (in effect since 1 September 2022 under Circular 16/2022) use a 4-band system based on annual cumulative distance. For example, Category C vehicles (over 1,500cc) receive €0.5182 per km for the first 1,500 km, €0.9063 per km for 1,501–5,500 km, €0.3922 per km for 5,501–25,000 km, and €0.2587 per km beyond 25,000 km. Fully electric vehicles receive the same rates as Category B (1,201–1,500cc). Hybrid vehicles use the category matching their actual engine CC.

How does the mileage band system work in Ireland?

Irish Revenue uses a progressive 4-band system where mileage rates change based on your total cumulative kilometers driven in the tax year. Band 1 covers 0–1,500 km at the highest rate, Band 2 covers 1,501–5,500 km at an even higher rate, Band 3 covers 5,501–25,000 km at a reduced rate, and Band 4 applies to everything above 25,000 km at the lowest rate. Our free calculator handles this automatically — just enter your year-to-date kilometers for accurate results.

What subsistence allowances can I claim for business travel in Ireland?

Irish Revenue subsistence allowances depend on the duration of your business trip. For trips of 5–10 hours away from your workplace, you can claim €19.25 per day. For trips over 10 hours, the day allowance increases to €46.17. For overnight stays, the standard rate is €205.53 per night for the first 14 nights, reducing to €184.98 for nights 15–28, and €102.76 thereafter. You must be at least 8 km from both your home and normal place of work to qualify.

What are reduced motor travel rates in Ireland?

Reduced motor travel rates are flat per-kilometer rates that some employers use instead of the standard 4-band system. These are lower flat rates: Category A €0.2123/km, Category B €0.2380/km, Category C €0.2596/km, and Category E (Electric) €0.2380/km. Hybrid vehicles use reduced rates based on their engine CC category. Use our calculator's "Reduced rates" toggle to see the difference compared to the standard banded rates.

Is this travel expenses calculator free to use?

Yes, this travel and subsistence calculator is completely free with no registration required. It covers domestic Irish travel with trips up to 500 km (1,000 km with a return trip), provides instant detailed results using current Irish Revenue rates, and lets you download a CSV of your trips or copy a shareable link with no sign-up. The full tracker (Team and Business) starts with a 7-day trial — card required, nothing charged until it ends. That adds foreign subsistence (EU & overseas), mixed-mode trips (car + public transport with cross-border auto-detection), unlimited trip distances, year-round history, persistent Excel/PDF/ERR/Audit-Trail exports, approval workflows with email notifications, and Two-Tier Manager → Finance approval. See pricing for details.

Do I need to keep receipts for mileage claims in Ireland?

For standard mileage claims using civil service rates, you do not need fuel receipts — but you must maintain a detailed log of each trip including the date, destination, business purpose, and odometer readings. For subsistence claims, you should keep receipts for accommodation, meals, parking, and tolls. Irish Revenue requires you to retain all records for a minimum of 6 years.

What is the 8km rule for subsistence allowances in Ireland?

The 8km rule means you must travel at least 8 kilometres from both your home and your normal place of work to be eligible for subsistence allowances. If your business trip is within 8 km of either your home or your usual workplace, you cannot claim day or overnight subsistence allowances, even if you are away for more than 5 hours.

Can I claim mileage for an electric or hybrid vehicle in Ireland?

Yes. Fully electric vehicles are classified as Category E under Irish Revenue rules and receive the same rates as Category B engines (1,201–1,500cc). Hybrid vehicles use the category matching their actual engine CC — for example, a 1.8L hybrid would use Category C (Over 1,500cc). Select the appropriate category in our calculator to see your exact allowance.
Want the working?See how the progressive band rates are applied in the complete mileage rates guide, with worked examples, or read the step-by-step calculation guide.
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