International mileage reimbursements

Overview

Ramp calculates international mileage reimbursements using a standard country rate or your company's custom flat rate. On Ramp Plus, Admins can configure custom non-US country rates from a US entity's reimbursement settings, including for countries without a standard rate.

Set a custom international mileage rate

Available on Ramp Plus. See Ramp Plus overview for plan details.

You must be an Admin with permission to edit reimbursement settings. If you cannot edit these settings, ask an Admin who can to configure the rate.

Admins can set one business-wide custom rate for each non-US country. Country rules are edited while viewing reimbursement settings for a US entity, but apply across the business based on the employee's country. They cannot be scoped to an entity or combined with user, department, or other location criteria.

1. Open Reimbursement settings.
2. For a multi-entity business, select Payment and choose a US entity under Settings for. If you cannot access a US entity, ask an Admin who can access one to configure the rule.
3. Select Mileage and enable mileage reimbursements if they are off. For a multi-entity business, set Custom rules for to All Entities. Single-entity businesses do not see the entity selectors.
4. Select Add custom rule, then select Country as the Rule type.
5. Select the country, Currency, Distance unit (Kilometers or Miles), and enter a positive Rate per kilometer or Rate per mile.
6. Select Save changes.

If your business has no US entity, this self-serve setup path is unavailable. See Countries without a standard mileage rate for the alternative submission path.

A custom country rate has one of two effects:

• Country with a standard rate: The custom flat rate replaces Ramp's standard rate, including any distance tiers or vehicle-class calculations.
• Country without a standard rate: The custom rate enables mileage reimbursements for employees whose residence matches that country, or whose default bank-account country matches when no residence is set.

Change or remove a custom international mileage rate

You must be an Admin with permission to edit reimbursement settings. If you cannot edit these settings, ask an Admin who can to change or remove the rate.

On Ramp Plus, Admins can open Reimbursement settings for a US entity. For multi-entity businesses, use the US entity and All Entities selections described in custom-rate setup. Single-entity businesses skip those selections because the selectors are not shown. Open Mileage and find the existing Country rule.

• Change a rate: Update the fields in the existing rule and select Save changes. If you change the country, review Currency and Distance unit, which reset to that country's defaults.
• Remove a rate: Select Delete rule for that country, then Save changes. Future mileage calculations use Ramp's standard rate where available. Without a standard rate, the country needs another custom rate for mileage reimbursements; otherwise, submit a normal international reimbursement.

Saving a rule change does not automatically update existing reimbursements, including drafts. The new rate applies when mileage is newly calculated; do not assume an existing draft will adopt it on submission. Before submitting, review Rate in the mileage form's calculation breakdown.

Countries with standard mileage rates

Ramp provides standard mileage rate configurations for 26 countries: United States, Canada, United Kingdom, Spain, Germany, France, Poland, Ireland, Australia, Netherlands, Finland, Denmark, Austria, Belgium, South Africa, Slovenia, Luxembourg, Portugal, Hungary, Cyprus, Sweden, Croatia, Estonia, Norway, Czechia, and Slovakia. The sections below describe rates for the most common single-rate and vehicle-class countries.

U.S. territories use the United States rate.

Single rate countries

Ramp shows the applicable Rate while you enter your mileage reimbursement details.

Vehicle class rate countries

Certain countries reimburse mileage at different rates depending on the vehicle class, engine capacity, or distance traveled. Reimbursement rates in these countries may vary based on vehicle or fuel type. France, Ireland, Poland, Finland, Denmark, and Austria are among the countries for which Ramp supports vehicle class-specified or tiered mileage reimbursement rates.

France

France's mileage reimbursement is based on total travel kilometers per tax year. Ramp accurately sums your total traveled mileage for the tax year.

Example: you have a 3 CV vehicle and traveled a total of 15,000 km for the tax year:

• 5,001 km × EUR 0.529 + 9,999 km × EUR 0.316 = EUR 5,805.21 reimbursed for the year

Ireland

Ireland's mileage reimbursement is based on total travel kilometers per tax year. Ramp accurately sums up your total traveled mileage for the tax year.

Example: you have a 1200cc vehicle and traveled a total of 15,000 km for the tax year:

• 1,501 km × EUR 0.4180 + 4,000 km × EUR 0.7264 + 9,499 km × EUR 0.3178 = EUR 6,551.80 reimbursed for the year

Poland

Ramp offers Poland rates of PLN 0.89/km and PLN 1.15/km. The rate applied depends on the vehicle class selected during submission.

Finland

Finland's mileage reimbursement rates vary by vehicle type. The most common rates are listed below. Additional specialized vehicle types (e.g., vehicles towing trailers, transporting heavy cargo, or traveling on forest/construction roads) are also supported with higher rates.

Denmark

Denmark's mileage reimbursement rates are tiered based on total distance traveled per tax year, with a threshold at 20,000 km.

Austria

Austria's mileage reimbursement rates vary by vehicle type (2025).

Countries without a standard mileage rate

On Ramp Plus, an Admin with access to a US entity's reimbursement settings can set a custom international mileage rate for a country without a standard rate. Otherwise, employees can submit the expense as a normal international reimbursement with the appropriate amount.

Frequently asked questions

How does Ramp determine which rate to use?

Ramp uses your place of residence, then the country of your default bank account if no residence is available. If neither is set, Ramp uses the United States rate. For non-US countries, a custom country rule takes precedence over the standard rate; see custom-rate behavior.

How does Ramp calculate rates that are set per tax year?

Ramp sums each employee’s total mileage for the tax year for countries who reimburse for the total year. These countries include Canada, the United Kingdom, France, and Ireland.

What if an Admin changes the default rate?

Admins with the appropriate permission can change the default rate from the Mileage tab in Reimbursement settings. The default applies to US mileage reimbursements unless a more specific custom mileage rate applies. For a non-US country rule, see Change or remove a custom international mileage rate, including when changes take effect.