Fixed and Variable Rate (FAVR)
Cardata’s simple and affordable FAVR plan saves your company money and your employees time.
Cents per Mile (CPM)
Get a fully managed Cents per Mile Program that saves your company tax waste and your team time.
Tax-Free Car Allowance (TFCA)
A benefit that fits your team’s driving needs. Programs compliant with IRS 463 Accountable Allowance.
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Cardata’s team of experts will design and optimize a program to deliver the best possible results
Track
Drivers auto-capture trips while leaders track mileage and compliance in real time.
Safeguard
Mileage programs track insurance, eligibility, and documentation to stay compliant.
Approve
Admins use dashboards, reports, and approvals to track reimbursements across the workforce.
Pay
Reimbursements are paid directly to drivers, separate from payroll.
Integrate
Cardata integrates with HR and finance systems to deliver audit-ready reporting and clean data.
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Mileage reimbursement, simplified.
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Cents-Per-Mile (CPM)
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Last updated: January, 2nd, 2026
FAVR reimburses employees monthly using location-based data. It calculates fixed costs (like insurance and depreciation) and variable costs (like fuel and maintenance) based on the employee’s ZIP code, so reimbursements reflect the business-required cost of driving in each employee's location.Learn more about how a FAVR program works, here.
A FAVR rate is built using a standard vehicle profile, local cost data, and driver mileage patterns. Employees receive a fixed monthly payment plus a variable per-mile rate based on their actual business driving.Learn more about how FAVR rates are built, here.
It depends on the program. Flat Cents-Per-Mile (CPM) rates may overpay or underpay depending on location, vehicle, and mileage. In some cases, high-cost drivers can lose out. More structured programs, like Fixed and Variable Rate (FAVR), are designed to better match real driving costs and reduce that gap.Learn how mileage reimbursement works, here.
Most CPM programs use a fixed rate, so they don’t adjust in real time. That can leave employees under-reimbursed when fuel costs rise. Programs that factor in variable costs or update rates periodically are better equipped to keep reimbursements aligned with actual expenses.For a deeper look at how fuel volatility impacts reimbursement programs, read more here.
Mileage reimbursement programs are designed to cover only business use, not personal driving. Employees track their business miles, and reimbursements are calculated based on that activity alone. Personal trips, commuting, and non-work use are excluded. This separation is important for both fairness and IRS compliance, ensuring employees are reimbursed for the real, business-required cost of driving without overpaying for personal use.Learn about tax-free mileage reimbursement programs, here.
If your mileage program is audited by the IRS, the focus will be on whether you have accurate, IRS-compliant records to support tax-free reimbursements. Without proper documentation, reimbursements may be reclassified as taxable income. Cardata helps mitigate this risk with defensible mileage logs, automated GPS tracking, and built-in compliance controls, ensuring your program is audit-ready and supported by clear records.
If a driver doesn’t have proper insurance, both they and the company take on risk. The driver may face fines, denied claims, or out-of-pocket costs after an accident. For employers, it can increase liability and create compliance issues, especially in programs like FAVR. That’s why verifying insurance is essential to keep reimbursement programs safe, compliant, and running smoothly.Learn more about IRS mileage reimbursement rules, here.
Cardata combines software and expert oversight to maintain compliance. It automates mileage tracking, verifies insurance, applies IRS rules, and keeps audit-ready records so programs stay tax-free and defensible.
Yes, for non-specialized roles. FAVR replaces company cars by reimbursing employees for using their own vehicles, without the cost and liability of owning a fleet.Learn more about fleet versus FAVR programs, here.
Companies typically save money by moving away from the high fixed costs of company-owned cars, like leasing, maintenance, insurance, and depreciation. With a reimbursement program, they only pay for actual business driving. This shift reduces wasted spend, lowers administrative overhead, and aligns costs more closely with real usage, making the program more predictable and easier to control over time.
Choose a reimbursement program based on how your employees drive and what your business needs. High-mileage drivers (5,000+ miles/year) often fit Fixed and Variable Rate (FAVR), while lower-mileage teams suit Cents-Per-Mile (CPM). Tax-Free Car Allowance (TFCA) offers flexibility in between. Also consider budget, tax compliance, geography, and fairness. The goal is a program that reflects real driving costs while staying simple to manage.Learn more about choosing the right mileage reimbursement program, here.
Yes, Cardata can help you transition from a fleet program to reimbursement. We guide you through the process, from program design to rollout, so the change feels structured and manageable. The goal is to replace high-cost, high-effort fleets with a program that’s easier to run, more cost-efficient, and aligned with how your employees actually drive.
Some vendors go beyond mileage tracking and focus on fully managed vehicle reimbursement programs. These providers don’t just collect mileage, they help design, implement, and operate the entire program, including compliance, reimbursement calculations, and ongoing support. Cardata is one example in this category, offering end-to-end program management alongside its technology.
Cardata helps companies reimburse employees for using their personal vehicles for work. We build and manage programs like FAVR, CPM, and TFCA to keep reimbursements accurate, tax-free, and easy to run. Learn more about Cardata, here.
Companies choose Cardata for clarity and control. Instead of managing complex, manual programs, they get a fully managed solution that’s easy to run, compliant, and fair to employees. Cardata helps match drivers to the right reimbursement, reduces administrative work, and keeps costs predictable. The result is a program that’s simpler to manage, easier to defend, and built to scale with the business.
Our internal data has found that most companies save up to 30% by switching to Cardata, mainly by reducing tax waste and improving how reimbursements are calculated.
Cardata is best for mid-sized and enterprise companies with employees who drive for work and need a tax-free, scalable reimbursement solution.
Cardata can still be a good fit for smaller teams, especially if you’re dealing with admin headaches, compliance concerns, or unclear costs. It’s not just for large fleets. The value comes from having a structured, accurate program in place early, so things don’t get harder to manage as you grow. That said, the fit depends on your needs and how complex your current setup is.
Cardata pricing is based on a per-user, per-year subscription. You pay an annual fee for each driver, which keeps costs predictable and easy to budget. Pricing varies depending on the number of drivers, the program type (FAVR, CPM, TFCA, or a mix), and any additional features or add-ons you choose.Find more information about Cardata’s pricing, here.
Most Cardata mileage reimbursement programs are up and running in about 4 weeks. If needed, timelines can be adjusted to move faster. Implementation is guided end-to-end. We help set up your program, configure rates, train your team, and support your launch so everything runs smoothly from day one.
Drivers are onboarded through a guided, structured process. Employees receive an invitation to join the program, enter their details, and download the Cardata Mobile app. From there, they set up mileage tracking, add vehicle and insurance information, and review program policies. Cardata’s team supports onboarding, verifies compliance, and ensures each driver is set up correctly before reimbursements begin.
Cardata reduces admin work for mileage reimbursement by taking over the most time-consuming tasks. Mileage tracking, reimbursement calculations, compliance checks, and payments are all handled automatically. Instead of managing spreadsheets or manual processes, admins get simple dashboards and automated reports that require very little input. In practice, this means teams spend significantly less time running the program and more time on higher-value work.
Very little. Cardata handles the heavy lifting, so your team mainly reviews approvals while everything else runs in the background.
Cardata provides dedicated, local support. Drivers and admins can reach real people quickly for help with anything from technical issues to policy questions.
Yes. Every customer gets a dedicated Customer Success Manager who helps manage, optimize, and evolve your program over time.
Yes. We can analyze your current setup and highlight areas of overspending, tax waste, or inefficiency, then show how to improve it.
No. Implementation runs alongside your current program, and Cardata guides the rollout so your team can transition smoothly without interrupting daily operations.
Yes. Cardata offers trials so you can explore the platform and see how it works before making a decision.
