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Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →Outbyte Driver Updater FREEScan for outdated or missing drivers - takes under a minuteDriver Scan →To change a mileage rate, open your expense app’s workspace, organization, or policy settings and look for Mileage, Distance, or Rates. Check that you have administrator access, confirm the unit and effective date, then save the new amount. The exact menu depends on the app: the steps below cover New Expensify, Expensify Classic, and Zoho Expense. A rate change may apply only to future expenses, so check how your app treats trips already recorded.
Before changing the rate
A mileage rate is generally a reimbursement setting attached to a workspace or expense policy, not a setting on an individual trip. Changing it does not change the distance traveled; it changes how eligible distance is valued for expenses covered by that rate.
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Before you edit anything, identify the policy or workspace the affected expenses use. Then confirm these details:
- Your permissions: You may need to be a workspace or organization administrator. If you cannot see the rate settings, ask an admin to make the change.
- The unit: Check whether the rate is per mile or per kilometer. An amount entered under the wrong unit can produce a substantially different reimbursement.
- The amount: Use the figure approved by your organization. A tax reference rate does not automatically set your employer’s reimbursement policy.
- The effective date: If the rate is changing on a particular date, check that the app can record that date and how it applies rates to expenses.
- Which trips are affected: Find out whether saving the change affects future expenses only or also changes expenses already submitted or recorded.
Record the current rate and its effective period before saving. That gives you a reference if an expense later appears to have used the wrong amount.
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It also helps to write down what the change is meant to accomplish before opening the settings. For example, you might be updating a company-wide reimbursement amount, adding a rate that begins on a specified date, or creating separate rates for vehicles. Those are different configuration needs: the app may offer only one general rate, or it may support dated or vehicle-specific rates. Confirm the intended scope with your organization’s policy owner rather than editing a rate simply because a particular expense looks unusual.
If you are an employee rather than an administrator, gather the information an admin will need: the affected workspace or policy, the proposed amount and unit, the date it should take effect, and whether the change should apply to future trips or a correction to a past expense. This can prevent an admin from changing the wrong policy or rate.
Change the rate in New Expensify
In New Expensify, distance rates are managed in a workspace, and workspace admins control them. If the setting is not available, first check that you are in the right workspace and that you have admin access.
- Open the workspace and go to More features. Turn on Distance rates if the feature is not enabled.
- Open the workspace’s Distance rates.
- Select the rate you want to update.
- Edit the rate value. Review the rate name and any applicable effective dates; tax settings are also available when enabled.
- Save the change, then confirm the displayed amount, unit, and date are correct.
In New Expensify, editing a rate affects future distance expenses. Existing expenses keep the rate that was already applied. If you need to correct a past expense, do not assume that changing the workspace rate will recalculate it; review the expense itself and follow your organization’s process for correcting it.
After saving, verify the change using a new distance expense or the rate details, without submitting a test expense unless your organization permits it. Check that the right workspace rate is selected and that any effective date is the intended one. If you manage more than one workspace, do not assume that changing a rate in one workspace changes rates in the others.
Change the rate in Expensify Classic
Expensify Classic uses a different menu path from New Expensify. Do not use the New Expensify navigation labels if you are working in Classic.
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- Go to Settings > Workspaces.
- Open [Workspace Name], replacing that label with the name of your workspace.
- Select Distance rates.
- Add a mileage rate or edit a rate’s name or amount, as needed.
- Save the change and check that the intended workspace and rate were updated.
The Classic instructions identify workspace settings as the place to manage rates. If you cannot edit them, ask a workspace admin to check your access. Confirm separately how the change applies to existing expenses before relying on it to correct a past trip.
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When adding a rate rather than editing one, distinguish the new rate clearly by its name if your organization uses names to identify purposes or policies. The documented Classic controls include the rate name and amount; do not assume that Classic offers the same date or tax controls described for New Expensify. If you need a rate that starts on a particular day, check the Classic settings and your organization’s process for communicating when to begin using it.
Change the rate in Zoho Expense
Zoho Expense configures mileage rates within an organization policy. An administrator should choose the policy that applies to the relevant expenses before editing its mileage settings.
- Open Settings > Organization Settings > Policies.
- Select the policy you want to update, then open Mileage.
- Choose the distance unit and default expense category.
- Add a rate and set its start date.
- If your organization uses vehicle-specific rates, associate the rates with the appropriate vehicles.
- Save and verify the policy, unit, amount, and start date.
Zoho applies a dated rate to expenses recorded after that rate’s start date. A default rate without a date applies before the first dated rate. Check that your date and the intended policy are correct before recording new expenses under the changed rate.
In an organization with several policies or vehicles, verify both selections rather than checking only the amount. A correct amount attached to the wrong policy or vehicle can still yield an unexpected result. Confirm which policy applies to the expense and whether the relevant vehicle has its own associated rate. If there is no vehicle-specific rate in your organization’s setup, do not create one merely to solve a date or policy mismatch.
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An effective date determines which rate should apply when rates change over time. It matters when an organization changes its reimbursement policy midyear, introduces a new rate, or uses different rates for different vehicles. Do not treat the date you make the edit as necessarily the date the rate should begin.
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- For a change that starts on a specific day, enter that day where the app supports dated rates.
- Check whether the app uses the expense date, trip date, or another date to decide which rate applies. The documented Zoho behavior uses the date associated with the expense relative to the rate’s start date.
- For expenses already recorded, check the app’s handling before editing or resubmitting them. New Expensify says existing expenses retain the rate already applied; that behavior should not be assumed for every app.
- If the app does not offer effective dates, ask an administrator how the organization handles trips that span a policy change or were entered late.
The IRS also illustrates why dates can matter for tax calculations: its 2026 standard business mileage rate changed midyear. That tax schedule is separate from an organization’s app settings and does not tell you which reimbursement rate your employer has chosen.
Consider the date boundary before saving. If an organization’s new rate begins July 1, for instance, confirm how the app will treat an expense for a trip taken June 30 but entered later, or a trip taken July 1 and entered later still. The instructions for the app and the organization’s policy determine which date matters; do not infer that the date of data entry, approval, or reimbursement is necessarily controlling. Communicate the intended start date to employees so expenses are recorded consistently.
For a midyear rate change, keep the old rate’s period and the new rate’s start date clear. That makes it easier to explain why two otherwise similar trips may be reimbursed at different amounts. It also avoids accidentally applying a new rate to an entire calendar year when the change was meant to start later.
IRS mileage rates for the United States in 2026
The Internal Revenue Service’s 2026 optional standard mileage rates include a midyear revision. These are U.S. rates for applicable tax calculations and substantiation; they are not a universal employer reimbursement requirement.
| Use | January 1–June 30, 2026 | July 1–December 31, 2026 |
|---|---|---|
| Business | 72.5 cents per mile | 76 cents per mile |
| Medical and qualifying military moving use | 20.5 cents per mile | 23.5 cents per mile |
| Charitable use | 14 cents per mile | 14 cents per mile |
The revised rates in IRS Announcement 2026-11 apply to deductible transportation expenses paid or incurred for business, medical, or moving expense purposes on or after July 1, 2026. The business rate is 76 cents per mile for the second half of the year, compared with 72.5 cents per mile for the first half.
Use the applicable rate for your purpose and date when dealing with the IRS standard-rate method, but do not automatically copy it into a company reimbursement policy. An employer’s configured rate may reflect its own policy. Outside the United States, use the relevant local rules and your organization’s policy rather than these U.S. figures.
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The difference between the two 2026 business rates is 3.5 cents per mile. As a simple illustration, 100 eligible business miles valued at 72.5 cents per mile equal $72.50; at 76 cents per mile, the same distance equals $76. This arithmetic helps show why the period and rate matter, but it does not establish what an employer owes or what a particular expense qualifies for. Use the amount and rules applicable to the actual policy or tax treatment.
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Similarly, do not select the medical, moving, or charitable figure just because it appears in the IRS table. The categories have distinct uses, and the rates are not interchangeable reimbursement presets. The table is specific to the United States and to 2026: readers elsewhere should follow local guidance, and users checking a later year should confirm the then-current IRS rate rather than reusing these figures.
If the setting or change does not appear
- You cannot find the menu: Search the app’s settings for Mileage, Distance, Rates, or Policy. Confirm whether you are using the Classic or newer version of the app before following version-specific steps.
- You can view but not edit the rate: Ask a workspace or organization administrator to update it. Rate management may be restricted to admins.
- The new amount is wrong: Recheck the unit, decimal placement, selected policy or workspace, and effective date before saving or submitting an expense.
- An old expense still shows the former amount: That may be expected. New Expensify states that existing expenses retain their applied rate. Check your app’s own rules before attempting to change a historical expense.
- A trip uses an unexpected rate: Check the expense date against the rate’s start date and confirm that the expense belongs to the policy you edited. In Zoho, vehicle-specific rates may also affect which rate applies.
If the updated rate is not visible after saving, first return to the same policy or workspace and verify the saved value there. Then check the expense’s unit, date, policy, and any applicable vehicle selection. If those details appear correct but the expense still calculates differently, ask an administrator to review the rate configuration and consult the app’s help documentation. Avoid repeatedly editing amounts to force a particular expense total; that can create an incorrect rate for future trips.
If the setting is missing entirely, an administrator may need to enable a feature before editing its values. In New Expensify, Distance rates must be turned on under More features if it is not enabled. In Zoho Expense, rates are tied to an organization policy, so check that you opened the policy that governs the expense. These are app-specific checks, not universal menu rules.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Quick comparison of the documented settings
| App and version | Where rates are configured | Documented rate controls | Date or past-expense behavior |
|---|---|---|---|
| New Expensify | Workspace > More features > Distance rates | Workspace admins manage rates; edit the value and, where applicable, name, effective dates, and tax settings. | Changes affect future distance expenses; existing expenses keep the rate already applied. |
| Expensify Classic | Settings > Workspaces > workspace name > Distance rates | Admins can add a mileage rate and edit a rate’s name or amount. | Past-expense behavior is not established in the documented Classic instructions. |
| Zoho Expense | Settings > Organization Settings > Policies > select policy > Mileage | Set the unit and default category; add dated rates and, where used, associate rates with vehicles. | Expenses recorded after a rate’s start date use it; an undated default rate applies before the first dated rate. |
When comparing settings across apps, focus on more than the menu name. Check who has permission to make the change; whether the rate belongs to a workspace or an organization policy; whether you can set units, dates, or multiple vehicle-specific amounts; and how the app handles expenses that already exist. The documented controls differ: New Expensify describes workspace-level settings and future-expense behavior, Classic documents adding rates and editing names or amounts, and Zoho describes policy-level dated rates and optional vehicle associations.
For U.S. reimbursement, make a separate comparison between the organization’s selected amount and the IRS optional standard rate for the applicable period and purpose. They answer different questions: the app setting determines how the organization’s configured mileage expense is valued, while the IRS rate is a reference for applicable tax calculations and substantiation. One does not automatically dictate the other.
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If your app is not listed, the same checks still help you find the right setting: locate the applicable workspace or policy, verify your role, confirm units and dates, and check what happens to expenses already in the system. Do not assume that one app’s menu or rate behavior applies to another.
Final verification checklist
Before relying on the new rate, make a final pass through the settings and the first affected expense:
- Confirm you edited the correct workspace or policy and, where relevant, vehicle.
- Check that the rate is expressed in the intended unit and has the approved amount.
- Verify the start date and the date basis the app uses to apply it.
- Confirm whether the change is intended for future expenses or whether a separate correction is needed for an existing expense.
- Save the setting and verify that it remains displayed correctly.
- Tell affected users when to begin using the updated rate and whom to contact about trips near the transition date.
This final check is especially useful when a rate changes midyear or when different policies apply to different employees. It keeps the configuration, the organization’s policy, and the expense entries aligned without relying on a tax reference or a rate from another workspace.
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Can I change my mileage rate without being an administrator?
Usually, rate changes are made by a workspace or organization administrator. Expensify documents workspace-admin control for its distance rates, and Zoho places mileage settings in organization policy settings. If you cannot edit the setting, ask your admin to update it.
Will changing the rate recalculate expenses I already submitted?
Do not assume so. New Expensify says existing expenses keep the rate already applied, while a rate edit affects future distance expenses. For Expensify Classic or another app, check its own rules before trying to change a past expense.
Should I set my company’s rate to the IRS mileage rate?
Not automatically. The IRS optional standard mileage rate is a U.S. reference for applicable tax calculations and substantiation; it does not by itself require an employer to reimburse at that amount. Follow your organization’s policy.
What should I check if an expense uses the wrong rate?
Verify the amount, miles-versus-kilometers unit, effective date, workspace or policy, and—if configured—vehicle association. Also check how the app decides which date applies to a rate.
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Random freezes, missing sound and display glitches usually trace back to one bad driver. Find and replace yours safely.Free scan · under a minuteWhat are the 2026 U.S. IRS business mileage rates?
The optional business rate is 72.5 cents per mile from January 1 through June 30, 2026, and 76 cents per mile from July 1 through December 31, 2026. The rates are U.S.-specific and do not automatically set an employer’s reimbursement policy.
The Bottom Line
Change mileage rates in the workspace or policy that governs the expenses, using an administrator account where required. Verify the unit, amount, effective date, and affected trips before saving. New Expensify applies edits to future distance expenses while existing expenses retain their applied rate; other apps may handle past expenses differently. Treat the 2026 IRS rates as U.S. tax references, not automatic employer reimbursement requirements.
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