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.
Explore our programs
Need help choosing the right program for your company?
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.
Learn more about our solutions
Pricing
Mileage reimbursement, simplified.
Innovation Hub
Explore what's new at Cardata.
Blog
Mileage reimbursement insights.
Guides
In-depth eBooks and Reports.
Videos
Explainers and webinars.
FAQ
Answers to common questions.
Success Stories
Real customer results.
Help Centre
Talk to our team.
Learn more about Cardata
Who are we
Leadership
The team behind Cardata.
Trust Center
Enterprise-grade security and reliability.
Careers
Build the future of mobility.
Contact us
Clear pricing, real savings.
Help Center
Who We Are
Contact Us
Cardata’s team of experts will design and optimize a program to deliver the best possible results.
Get Started
Last updated: October 7, 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..hereLearn more about how a FAVR program works,
It can. Driving from home to a regular work location is generally considered commuting, while travel from a home office to a temporary work location or other business destination may qualify as business mileage. The specific treatment depends on the employee’s work arrangement and applicable IRS rules.
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.
Employees should update their vehicle information when they begin using a different personal vehicle for work. Depending on the reimbursement program, the new vehicle may need to meet company or program requirements to maintain compliance and tax-free reimbursement.
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.
Yes. Companies can use different mileage reimbursement methods for different employee groups based on factors like business mileage, job requirements, and driving patterns. For example, Fixed and Variable Rate (FAVR) may suit higher-mileage drivers, while Cents-Per-Mile (CPM) can work well for occasional drivers. This approach is known as a mixed mileage reimbursement strategy.
Many vehicle reimbursement platforms integrate with popular U.S. payroll systems such as ADP. When evaluating options, look beyond integration availability and consider how reimbursements, taxability, reporting, and employee data are managed. The best solution should reduce administrative effort while supporting accurate, compliant reimbursement payments.
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.
Yes. Cardata supports companies with employees across multiple states, helping manage vehicle reimbursement programs at scale while accounting for differences in mileage, local driving costs, and program requirements.
No. Cardata provides a complete vehicle reimbursement management solution that combines reimbursement technology with implementation support, compliance oversight, driver eligibility monitoring, insurance verification, reporting, and ongoing customer support. Organizations use Cardata to manage reimbursement programs while reducing administrative burden and maintaining confidence that drivers and programs remain compliant.
Cardata is best for mid-sized and enterprise companies with employees who drive for work and need a tax-free, scalable reimbursement solution.
Cardata manages the day-to-day work behind your mileage reimbursement program, including mileage capture, reimbursement calculations, compliance monitoring, payments, and driver support. Employers get the tools and visibility to oversee their program without having to manage every detail internally.
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.
Yes. Cardata gives administrators visibility into mileage, reimbursements, manual trips, and user adjustments, making it easier to spot unusual activity or trends. Cardata Intelligence provides additional reporting and insights to help teams monitor their program and make informed decisions.
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.
