How to Estimate Business Travel Expenses

Estimating business travel expenses requires an idea of the type of trip you will be taking. For example, the length of the trip will impact the cost significantly. Traveling internationally will also have its special circumstances to consider (e.g., health vaccinations). Make sure to confirm every detail of the trip with your manager and research the travel destination in advance. Contact a local travel agent or the visitor's bureau to get started with basic information.

Instructions

1

Research the place you intend to travel for business. Contact a local travel agency and inquire about the average costs associated with items, places and transportation that you plan to use. You can also call the area's visitor's bureau for information. International business expenses can be estimated by using a online conversion calculator.

2

Create a spreadsheet to organize the expected expenses in columns. Calculate your expenses by the number of days you will be out of town. Round up to the nearest whole number (e.g., $29=$30) for items.

3

Divide your spreadsheet with a personal and professional column. This will help distinguish between items you need for grooming, such as an international adapter for shaving, versus a new adapter for your business laptop. Make an allowance for tips and gratuity. You may find helpful information on business travel developments from the National Business Travel Association.

4

Use the Trip Calculator for driving in the United States or abroad. You can estimate your costs for fuel. This tool can be useful for many international business travel destinations, like Europe.

5

Sum up all the expenses. Complete any currency exchange conversations necessary. Obtain the results on the spreadsheet created. Review the data and determine whether you included all likely expenses.