Some comments on travel expenses…
Had a recent inquiry on how I handle travel expenses. Here are my policies:
- Travel expenses are billed at cost – no markup. Some consultants mark up the travel, but I feel this is cheesy.
- Air fare purchased is normally refundable/changeable. Saves problems if the schedule changes.
- Out of town travel time is billed at one day anywhere in the continental US. Keeps it simple. Overseas travel time is negotiated, usually two or three days.
- Local travel time is billed portal-to-portal for less than a full day. Four hour minimum. No extra travel charge for a full eight hour day.
- I make my own travel arrangements. If the client does, they are subject to my approval.
- A $2500 advance is required prior to any travel. Lost money once on a bankruptcy – won’t happen again.
These details are included in my “Terms and Conditions” – a single page of boiler plate attached to quotations. Here is the verbiage:
Expenses – All expenses will be billed at actual cost, with no markup. These expenses include all travel costs, test lab and subcontractor fees, and other expenses incurred for the client.
State or local withholding taxes, if applicable, will be treated as an expense and added directly to the invoice.
Travel – Travel time is charged at our regular rates, as follows:
-Local – No travel charge for full day consultations. For less than a full day, time will be billed portal-to-portal.
-Out of town (Air Travel) – One full day labor is added to consultation fee for travel within the contiguous 48 states.
-Outside Contiguous United States – To be determined.
-We normally make our own travel arrangements, but if made by client, they are subject to approval. Overseas travel is “business” class.
Hope this helps.
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