The Wrapbook mileage form lives inside your project’s Timecards dashboard under Expenses and Reimbursements, and filling it out comes down to three things: enter the miles you drove for production work, upload a mileage log with odometer readings and trip details, and submit it before your payroll cutoff. Wrapbook does the math using the IRS standard mileage rate (72.5 cents per mile for 2026), so your job is accurate logging.1Internal Revenue Service. IRS Sets 2026 Business Standard Mileage Rate at 72.5 Cents Per Mile, Up 2.5 Cents Get the details wrong and a tax-free reimbursement can turn into taxable wages.
Which Trips You Can Actually Claim
Before you log anything, know what counts. Driving from home to your regular work site is a commute, and commutes aren’t reimbursable.2U.S. Department of Labor. Travel Time What does count is production-related travel during the workday: moving between filming locations, picking up wardrobe or props, running an errand to a vendor, or going from one job site to another.3U.S. Department of Labor. Fact Sheet 22 – Hours Worked Under the Fair Labor Standards Act – Section: Travel That Is All in a Days Work
Check your deal memo too. It should spell out exactly what travel the production will reimburse and at what rate. If you’re an independent contractor rather than a W-2 employee, you’ll typically fold vehicle costs into your invoice instead of using the mileage form at all.
Where to Find the Mileage Form in Wrapbook
The form is tucked inside the expense module of each project, not in a standalone menu. Here’s the path:4Wrapbook Help Center. About Allowances and Expenses
- From the left-side navigation, click All projects, then hit View Project next to the production you need.
- In that project’s left-side navigation, click Timecard.
- Scroll the Timecards and Allowances dashboard down to the Expenses & Reimbursements section.
- Click the dropdown to see which expense types the production has enabled, then select Mileage.
If mileage isn’t in the dropdown, the production’s administrators haven’t turned it on for your account. Contact your production coordinator before you go any further. Once you select Mileage, an “Add Mileage” popup opens, and that’s your working screen.
What to Enter and What to Upload
The form field is simple: type in the total miles driven. Wrapbook multiplies that number by the current IRS rate and calculates your reimbursement automatically.4Wrapbook Help Center. About Allowances and Expenses
The real work is the mileage log you have to attach. Wrapbook requires the log to show:
- Odometer reading at the start of the trip
- Odometer reading each time you stopped
- Odometer reading at the end of the trip
Your claimed miles have to match the log. If the arithmetic doesn’t line up, the claim gets kicked back. You can build your own log or use Wrapbook’s template, which you download by clicking the “Download Wrapbook’s mileage template” link right inside the Add Mileage popup.
The IRS wants more than odometer numbers on any business mileage record. Every entry should include the date, starting location, destination, and a specific business purpose.5Internal Revenue Service. Publication 463 (2025), Travel, Gift, and Car Expenses “Drove for production” doesn’t cut it. Write something like “transported lighting equipment from warehouse to Stage 4” or “drove from base camp to second-unit location at Cedar Park.” Fill it in as you go. Logs that look reconstructed weeks later are what draws scrutiny in an audit.
How Wrapbook Calculates Your Payout
Wrapbook defaults to the IRS standard mileage rate. For 2026 trips, that’s 72.5 cents per mile, up from 70 cents in 2025.1Internal Revenue Service. IRS Sets 2026 Business Standard Mileage Rate at 72.5 Cents Per Mile, Up 2.5 Cents The rate applies the same way to gas, diesel, hybrid, and electric vehicles, and it already covers fuel, insurance, depreciation, and wear. Nothing to calculate separately.
Union contracts and some production agreements set their own rate. Recent IATSE agreements for Locals 764 and 798 moved from a flat 30-cent rate to matching the current IRS rate, for example. Read your deal memo. If your contract specifies a higher rate than the IRS standard, the production should pay it, though anything above the standard has tax consequences.
Submitting and Tracking the Claim
With miles entered and the log uploaded, click submit in the Add Mileage popup. Wrapbook routes the claim to the production accountant or department head for review. To check status, go back to the Timecards and Allowances dashboard and scroll to the Submissions list. Each entry shows whether it’s “In Review” or “Approved.”4Wrapbook Help Center. About Allowances and Expenses
Approved reimbursements get bundled into your next scheduled payroll run and arrive through the same direct deposit or check as your wages. If something sits in review too long, ping your production coordinator. Payroll cutoffs are firm, and a missed cycle means waiting until the next one.
Why the Log Keeps Your Reimbursement Tax-Free
When a production reimburses at or below the IRS standard rate under an accountable plan, the payment isn’t taxable income. The IRS defines an accountable plan as one with three features: a business connection for the expense, substantiation to the employer within a reasonable time, and return of any excess you can’t substantiate.5Internal Revenue Service. Publication 463 (2025), Travel, Gift, and Car Expenses Wrapbook’s required log, calculated amount, and approval workflow are built to meet those tests. That’s why a sloppy log isn’t just an administrative problem.
If the production pays above the IRS rate, the accounting splits. The amount up to the standard rate shows up in Box 12 of your W-2 under Code L and isn’t taxed. The excess lands in Box 1 as regular wages, subject to income tax and payroll withholding.5Internal Revenue Service. Publication 463 (2025), Travel, Gift, and Car Expenses If there’s no accountable plan at all, the full reimbursement is taxable.6Internal Revenue Service. Nonresident Aliens and the Accountable Plan Rules
Save Your Records Before the Project Closes
Download copies of every submitted log and any Wrapbook confirmation screens before the production wraps. Once a project closes, you may lose access. The IRS says to keep tax-related records at least three years from the date you file the return covering that income, and employment tax records carry a four-year retention period.7Internal Revenue Service. How Long Should I Keep Records? Four years is the safe benchmark for your mileage records.