Why this matters for owner-operators and fleets in 2026
Tax season never really ends in trucking, and the stakes are high: cash flow, compliance, and time off the road. Calculus Tax has launched an expanded Learning Hub compiling 100+ plain‑English explainers on tax planning, bookkeeping, payroll, IRS notices, and entity strategy—material written for business owners nationwide and easy to skim between loads. Topic hubs include Business Tax (LLCs, S‑Corps, C‑Corps, sole proprietors), IRS Notices & Help, Payroll & Employment, and Small Business finance. Recent posts cover audits, California business taxes, and how to maximize vehicle and mileage deductions—useful refreshers even if you already work with a CPA.
Key 2026 updates that touch the road
- Business mileage rate rises to 72.5 cents per mile for travel on or after January 1, 2026. If you use the standard mileage method instead of actual expenses, adjust your logs, per‑mile billing assumptions, and reimbursement policies. The IRS confirmed the increase in late December and reiterated it in subsequent guidance.
- Transportation per diem: For trips beginning on or after October 1, 2025 (the 2025–2026 travel year), the special M&IE per diem for the transportation industry is $80 CONUS and $86 OCONUS. This simplifies meal write‑ups for long‑haul drivers who qualify under DOT hours‑of‑service rules.
- Bonus depreciation: New interim guidance under Notice 2026‑11 implements changes in law that provide a 100% additional first‑year depreciation deduction for qualifying property acquired and placed in service after January 19, 2025. That potentially accelerates write‑offs for tractors, trailers, and certain shop equipment—coordinate with your tax pro to align purchase timing and substantiation.
- 2290 (HVUT) filing: The current Form 2290 tax period runs July 1, 2025–June 30, 2026. You must file by the last day of the month following the month a heavy vehicle (55,000+ lbs. GVW) is first used on public highways. Example: first use in February 2026 → file by March 31, 2026. Keep a stamped Schedule 1 in the cab and on file with your base jurisdiction.
Action steps to tighten your 2026 tax game
- Pick your vehicle deduction method early. If you drive significant unpaid miles, the higher 72.5¢ standard rate may beat actuals; if you’ve got high fuel, lease, insurance, and maintenance costs, actual expenses (with depreciation) could still win. Run both scenarios on a representative month before you commit for the year.
- Standard per diem vs. receipts. If you qualify for the transportation per diem, it can streamline recordkeeping—no meal receipts needed, but keep trip sheets showing dates, destinations, and HOS compliance. Remember: per diem covers meals and incidentals, not lodging.
- Time equipment purchases with bonus depreciation rules. For tractors, trailers, APUs, shop tools, and certain technology, confirm placed‑in‑service dates and documentation to capture 100% first‑year write‑offs where eligible. Ensure your fixed asset records match invoices, delivery, and service‑ready dates.
- Lock in 2290 routines. Add automated reminders tied to “first use” dates for any new or transferred units; mismatched titles, VIN errors, or late filings can sideline revenue if you can’t renew registration. Keep digital copies of your stamped Schedule 1 accessible to dispatch and compliance staff.
- Mind payroll if you’re an S‑Corp. Reasonable compensation and accountable‑plan reimbursements interact with mileage/per diem and retirement contributions—areas where many small fleets overpay tax or create audit exposure. Use year‑round bookkeeping to support officer wages and reimbursements.
How the Learning Hub helps
The Calculus Tax Learning Hub is a practical starting point for owner‑operators leveling up their back office: step‑by‑step explainers on IRS notices, entity tax rules, mileage and vehicle deductions, and small‑business cash‑flow basics. It’s written for busy operators, with category filters and fresh 2026‑dated guides that speak to the decisions truckers face now. Use it to brief yourself before a CPA call, train a dispatcher/bookkeeper, or spot planning opportunities ahead of Q1 estimates.
Bottom line: As of February 28, 2026, a richer knowledge toolkit meets a shifting tax landscape—higher mileage rate, stable transportation per diem, revived 100% bonus depreciation, and evergreen 2290 obligations. With tight logs, timely filings, and smart timing on equipment, you can keep more cash in the business and reduce compliance risk this year.
Sources Consulted: Calculus Tax Learning Hub; Internal Revenue Service (IR-2025-128 on 2026 mileage rates; Notice 2025-54 on 2025–2026 transportation per diem; Trucking Tax Center and Instructions for Form 2290; Notice 2026-11/IRB 2026‑06 on bonus depreciation).
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This article was prepared exclusively for truckstopinsider.com. For professional tax advice, consult a qualified professional.
