Driver Logs & HOS · Excel template
Free Driver Per-Diem & Expense Log
A per-diem and expense log for drivers subject to DOT hours-of-service limits, tracking days away from home, the per-diem rate, and reimbursable expenses for reimbursement and tax purposes. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- A day-by-day row marking full and partial days away from home
- A per-diem rate column with the special DOT transportation-worker rate noted
- Columns for tolls, scale fees, lumper, parking, and other reimbursables
- Running totals for per-diem days and reimbursable expenses
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Add a row per day a driver is away from their tax home subject to HOS limits.
- 2
Mark whether it was a full or partial travel day: partial days are typically prorated.
- 3
Apply the per-diem rate (drivers subject to DOT HOS use a special transportation rate that has historically been higher).
- 4
Log reimbursable out-of-pocket expenses and reference each receipt.
- 5
Total the per-diem days and expenses at period end for reimbursement and for the driver's or company's tax records.
What's inside
- A day-by-day row marking full and partial days away from home
- A per-diem rate column with the special DOT transportation-worker rate noted
- Columns for tolls, scale fees, lumper, parking, and other reimbursables
- Running totals for per-diem days and reimbursable expenses
- A receipt-reference column for audit support
- An Excel layout that feeds end-of-period reimbursement and tax prep
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Driver Per-Diem & Expense Log
Per-diem rules and the special DOT transportation-worker rate change and depend on whether the driver is a company employee or owner-operator, and on current tax law. This log is for recordkeeping. Confirm rates and deductibility with a tax professional.
| Date | Location (away from home) | Full / partial day | Per-diem rate | Reimbursable expenses | Receipt ref | Daily total |
|---|---|---|---|---|---|---|
| 2026-06-08 | Indianapolis, IN | Full | $80.00 | $18.50 (tolls) | R-2241 | $98.50 |
| 2026-06-09 | Louisville, KY | Full | $80.00 | $45.00 (lumper) | R-2242 | $125.00 |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Per-diem is a daily allowance for meals and incidental expenses while away from a driver's tax home overnight. Drivers subject to DOT hours-of-service limits have historically qualified for a special, higher transportation-industry rate. Rates and rules change: confirm the current figures with a tax professional.
Eligibility and how it's claimed differ between W-2 company drivers and self-employed owner-operators, and tax law on the deduction has changed in recent years. This log records the days and expenses; how they're deducted or reimbursed is a tax question for your accountant.
Partial travel days (the first and last day of a trip) are generally prorated rather than counted as a full per-diem day. The log marks full vs partial so the proration is documented.
The per-diem method is designed to substitute for itemizing meal receipts, but you still need to substantiate the days away from home and any separately reimbursed expenses. Keep the log and the receipts referenced in it.