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Tracking My Mileage Without Losing My Mind

Tracking My Mileage Without Losing My Mind

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    I track where I go — whether I’m traveling by car, train or plane — for several reasons:

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    • I can write off 50.6 cents for every business mile I drive in 2008.
    • I can plan my trips more efficiently if I have a good idea of how often I’m traveling, and where.
    • I can easily backtrack, if need be, even long after the travel.

    But finding a method for tracking travel, especially mileage, that isn’t time consuming, can be difficult. I learned to track mileage from my mother, who, to this day, writes down her mileage and location every time she parks the car on the back of her most recent gas receipt. It gets the job done, but it seems like she has to devote a lot of time to the process, from the actual time spent writing down information to processing it later on.

    When picking a mileage tracking system — or creating your own — there are some very specific factors that you should keep in mind:

    Documentation needs: If you’re expecting to be reimbursed for your mileage by an employer or client, know from the beginning what sort of documentation you’ll need to hand over — will a travel log suffice? will you need gas receipts? will your travel need approval? The same goes for any mileage you intend to claim as a deduction on your taxes. If you’re based in the U.S., unless you get audited, you need only minimal documentation. It’s if you get audited that you’ll need to be able to pull out some paperwork to show that you really do drive extensively for your job. What kind of records, you might ask: Kelly Erb, of taxgirl, says, “The best proof is written records.” The key, Kelly says, is that they have to be contemporary — meaning you tracked your travels as you made them. Electronic tracking is fine as long as you keep up with it in the same way you would keep up a written system. She recommends tracking mileage and the purpose of a trip, as well as keeping receipts for both tolls and gas. Kelly offered up another suggestion as well: “If you use E-Z pass or something similar, you will actually have a printed record of your trips compiled for you.”

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    Other variables: Are you tracking your travels to help make your weekly round of errands more efficient? Or are you comparing your mileage to your spending on gasoline? If you need to track other variables, you’ll have to plan for that fact from the beginning. You may need to include your gas expenses or the number of times in a month that you visit a given location in a month in your tracking system.

    If you’re good about record keeping in general, you may not need to stress too much about tracking miles: say you keep a calendar with pretty precise records of where you are at any given time — business names and addresses. If you don’t detour too often, you can just calculate the distance from one appointment to the next (just plug addresses into either GoogleMaps or Mapquest).

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    But for those of us who would rather keep track of our mileage as we go, several web applications can serve the purpose admirably. Personally, I like Jott. As I reach a location, I can just call up Jott and record a message stating my mileage, my current location and my purpose (which makes things much easier when I need to sort out my business travel from everything else). And because Jott will send my recordings to my email, I can set up filters based on a few words or even run searches for particular locations. The only wrench in my system is the occasional voice recognition issue: I go to plenty of places with apparently unrecognizable names. But I can always go back to Jott and listen to a particular recording again.

    I just drop my Jotts into a spreadsheet — theoretically on a monthly basis, but realistically every few months — with a few formulas set up to figure out not only my total travels, but also my totals within categories. I try to phrase my Jotts in such a way that I can just cut and paste while doing something less than intellectually challenging, like watching television.

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    But I can think of plenty of variations on this theme that depend on how you connect to the internet and which applications you like: you could text messages to a Twitter account, keep files on a PDA or hack your car and a GPS device together so they can keep track of mileage without your interference. The key difference between these techniques and an old-school mileage book (which you can get for free at your local H&R Block office if you don’t like high tech solutions) is that the information is already typed up. With far less effort than handling a stack of receipts, you’ll be able to manipulate your travel information: even the simple task of adding up a total number of miles traveled seems monumental with my mother’s stack of annotated gas receipts. Many people say that the only acceptable method of tracking is using pen and paper, preferably kept in the car. But think how much time adding up those numbers are going to take, while I’m dumping my Jotts into a spreadsheet that will do all the math for me?

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    Last Updated on October 30, 2018

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

    13 Simple Ways to Motivate Yourself Right Now

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

    1. Go back to “why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the next step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find your itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct your fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart your day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the right tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be careful with the small problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    How to Stay Motivated Forever (Without Motivation Tricks)

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you:

    How to Get Motivated and Be Happy Every Day When You Wake Up

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    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits:

    Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

    Featured photo credit: Pexels via pexels.com

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