charging for travel time

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Hours of Work for Travel

Fact sheet: hours of work for travel, description.

In limited circumstances, travel time may be considered hours of work. The rules on travel hours of work depend on whether an employee is covered by or exempt from the Fair Labor Standards Act (FLSA). For FLSA-exempt employees, the crediting of travel time as hours of work is governed under title 5 rules-in particular, 5 U.S.C. 5542(b)(2) and 5544(a)(3) and 5 CFR 550.112(g) and (j). For FLSA-covered employees, travel time is credited if it is qualifying hours of work under either the title 5 rules or under OPM's FLSA regulations-in particular, 5 CFR 551.401(h) and 551.422.

Employee Coverage

Title 5 overtime laws and regulations apply to most FLSA-exempt Federal employees, including General Schedule and prevailing rate employees. Certain employees, such as members of the Senior Executive Service, are not eligible for overtime pay or other premium pay under title 5. (See 5 U.S.C. 5541(2) and 5 CFR 550.101 for coverage rules.)

OPM's FLSA regulations apply to most FLSA-covered Federal employees. (See 5 U.S.C. 5542(b)(2) and 5544(a)(3) and 5 CFR 551.102.) An employee may determine his or her FLSA status by checking block 35 of the most recent Notification of Personnel Action (SF-50) to find out whether his or her position is nonexempt (N) or exempt (E) from the overtime pay provisions of the FLSA. Alternatively, an employee may obtain a determination from his or her servicing personnel office.

Overtime Work

In general, overtime hours are hours of work that are ordered or approved (or are "suffered or permitted" for FLSA-covered employees) and are performed by an employee in excess of 8 hours in a day or 40 hours in a workweek. (See 5 U.S.C. 5542(a), 5544(a), and 6121(6) and (7), and 5 CFR 550.111 and 551.501. Note exceptions.)

Travel That is Hours of Work Under Title 5

Under 5 U.S.C. 5542(b)(2) and 5 CFR 550.112(g), official travel away from an employee's official duty station is hours of work if the travel is-

• within the days and hours of the employee's regularly scheduled administrative workweek, including regularly scheduled overtime hours, or
• involves the performance of work while traveling (such as driving a loaded truck);
• is incident to travel that involves the performance of work while traveling (such as driving an empty truck back to the point of origin);
• is carried out under arduous and unusual conditions (e.g., travel on rough terrain or under extremely severe weather conditions); or
• results from an event that could not be scheduled or controlled administratively by any individual or agency in the executive branch of Government (such as training scheduled solely by a private firm or a job-related court appearance required by a court subpoena).

An agency may not adjust an employee's normal regularly scheduled administrative workweek solely to include travel hours that would not otherwise be considered hours of work.

Travel That is Hours of Work Under the FLSA

For FLSA-covered employees, time spent traveling is hours of work if-

• an employee is required to travel during regular working hours (i.e., during the regularly scheduled administrative workweek);
• an employee is required to work during travel (e.g., by being required to drive a Government vehicle as part of a work assignment);
• an employee is required to travel as a passenger on a 1-day assignment away from the official duty station; or
• an employee is required to travel as a passenger on an overnight assignment away from the official duty station during hours on nonworkdays that correspond to the employee's regular working hours. (See 5 CFR 551.422(a).)

Official Duty Station

"Official duty station" is defined in 5 CFR 550.112(j) and 551.422(d). An agency may prescribe a mileage radius of not greater than 50 miles to determine whether an employee's travel is within or outside the limits of the employee's official duty station for determining entitlement to overtime pay for travel.

Administrative Workweek

An administrative workweek is a period of 7 consecutive calendar days designated in advance by the head of an agency under 5 U.S.C. 6101. The regularly scheduled administrative workweek is the period within the administrative workweek during which the employee is scheduled to work in advance of the administrative workweek. (See definitions in 5 CFR 610.102. See also 5 CFR 550.103 and 551.421.)

Commuting Time

For FLSA-covered employees, normal commuting time from home to work and from work to home is not hours of work. (See 5 CFR 551.422(b).) However, commuting time may be hours of work to the extent that the employee is required to perform substantial work under the control and direction of the employing agency-i.e., productive work of a significant nature that is an integral and indispensable part of the employee's principal activities. The fact that an employee is driving a Government vehicle in commuting to and from work is not a basis for determining that commuting time is hours of work. (See Bobo decision cited in the References section.)

Similarly, for FLSA-exempt employees, normal commuting time from home to work and from work to home is not hours of work. (See 5 CFR 550.112(j)(2).) However, commuting time may be hours of work to the extent that the employee is officially ordered or approved to perform substantial work while commuting.

Normal "home-to-work/work-to-home" commuting includes travel between an employee's home and a temporary duty location within the limits of the employee's official duty station. For an employee assigned to a temporary duty station overnight, normal "home-to-work/work-to-home" commuting also includes travel between the employee's temporary place of lodging and a work site within the limits of the temporary duty station.

If an employee (whether FLSA-covered or exempt) is required to travel directly between home and a temporary duty location outside the limits of the employee's official duty station, the time the employee would have spent in normal commuting must be deducted from any hours of work outside the regularly scheduled administrative workweek (or, for FLSA covered employees, outside corresponding hours on a nonwork day) that may be credited for the travel time. (The travel time is credited as hours of work only as allowed under the applicable rules-e.g., for an FLSA-covered employee, if the travel is part of a 1-day assignment away from the official duty station.)

• 5 U.S.C. 5542(b)(2) (General Schedule employees)
• 5 U.S.C. 5544(a)(3) (Prevailing rate employees)
• 5 CFR 550.112(g) and (j), 610.102, and 610.123
• 5 CFR 551.401(h) and 551.422 (OPM's FLSA regulations)
• Decision by United States Court of Appeals for the Federal Circuit, Jerry Bobo v. United States , 136 F.3rd 1465 (Fed. Cir. 1998) affirming Court of Federal Claims decision of same name, 37 Fed. Cl. 690 (Fed. Cl. 1997).
• Section 4 of the Portal-to-Portal Act of 1947 (61 Stat. 84) as amended in 1996 by section 2102 of Public Law 104-188. (See 29 U.S.C. 254.)

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Charging Your Clients Travel Fees [Beginners Guide]

If you travel to provide services to your clients, there is a good chance you've considered implementing travel fees. In this article, we'll cover everything you need to know about travel fees and provide some actionable advice to ensure you're doing it right.

What is a travel fee?

A travel fee is an additional fee added to your standard pricing. Often, travel fees vary based on the distance one travels. The further one travels, the higher the travel fee. 

👉 Use a quality online booking system with travel fees built-in, like Check Cherry, so you can automatically calculate and charge clients travel fees. It saves a lot of time and ensures accurate billing.

Why do people charge travel fees?

If you package your services, there is a good chance you've factored some travel into your pricing. However, if a client needs you to drive 62 miles, your standard pricing may no longer be profitable. Travel fees allow you to service a larger geographic area by offering clients the option to compensate you for travel.

Should I charge travel fees?

If you're open to traveling further distances to work and leveraging packages to sell your services, you should charge travel fees because they will ensure you are operating profitably.

If you are unwilling to travel outside a smaller area or send proposals with custom pricing to each client, you might want to lump all costs into one price to ensure each booking is profitable.

👉 Travel fees give more people the opportunity to hire you because it expands the geographic area you are willing to serve.

Distance-Based Travel Fees

We often see our customers include a free travel range with all packages. For example, the first 30 miles are free, and if they must drive more than 30 miles, it's $2.00 per mile. Distance-based travel fees are outstanding because they are granular and account for time and fuel costs best.

Flat Rate Travel Fees Tiers

Some people like to charge a flat fee for travel. For example, one's travel fee structure might look like this:

0-25 miles - FREE

25-50 miles - $35 Flat Fee

50-100 miles - $125 Flat Fee

This option is much less popular. One positive aspect is you can make one tier meaningfully more expensive than another.

Round-trip or one-way?

The majority of Check Cherry customers charge one-way travel fees. If a wedding venue is 55 miles away, they charge a travel fee based on 55 miles (single trip). Another option is calculating based on the length of getting to and from the service address (round trip).

One-way calculations make it easier for the client to understand your fee structure because most clients will not think to double the distance. If you opt to charge on a one-way basis, consider increasing your per-mile fee to account for the trip back home.

On the other hand, the round trip calculation will make the per-mile fee appear lower than a single trip fee. This may be helpful during the initial sales process. Round-trip is also a more accurate representation of actual costs associated with you traveling on behalf of a client.

Should I just use the rates provided by the IRS?

Each year, the IRS releases Standard Mileage Rates . In 2022, the amount was 58.5 cents per mile. Check with the IRS or your tax professional each year and track mileage for any business purposes. Regardless if you charge travel fees or not, you can deduct the cost per mile that you travel for business. Talk to your accountant about how to do it right.

Remember that the number provided by the IRS each year is based on an annual study of the fixed and variable costs of operating an automobile. It's probably a mistake to charge clients based on rates set by the IRS.

How much should I charge my clients for mileage?

This answer will vary by market, service type, and ideal customer profile. Here are three factors to consider when calculating a travel fee:

Travel time

One of the more significant expenses is your time, and travel will effectively increase the time you need to dedicate to complete your service. If you have staff, you probably want to pay them for travel time to ensure they want to work a booking or event.

Gas prices are outrageous. Do a rough calculation to see what it goes to drive 15, 25, or 50 miles based on your fully-loaded vehicle.

Vehicle wear and tear

The more you drive a vehicle, the more it costs to own due to depreciation, interest on your loan, insurance premiums, maintenance, and repairs. Estimates can be as low as $0.21 per mile and more than $0.62 per mile. You can use this handy calculator to get an estimate for your vehicle.

Example Travel Fee Calculation

Here is an example of how one might estimate the true costs of travel.

Fuel - $0.206 per mile

Cost per gallon of fuel: $4.33

Miles per gallon of fuel: 21

Fuel cost per mile = $0.206 cents per mile ($4.33 / 21)

Wear & Tear - $0.66 per mile

5 Year Vehicle Wear and Tear = $49,515

Vehicle Wear and Tear Per Year = $ 9903 ($49,515/ 5)

Per Mile Wear and Tear = $0.66 ($9903 / 15,000 miles)

Staff Costs - $0.517 per mile

Distance to Venue: 38.7 Miles

Travel Time: 1 Hour

Hourly Rate: $20

Cost per mile = $0.517 ($20 / 38.7 miles)

Estimated Travel Fee

$1.38 per mile ($0.206 + $0.66 + $0.517)

Automatic Travel Fee Calculations

Watch how Check Cherry makes it easy to  calculate and charge travel fees . You can create multiple travel zones, limit bookings outside your service area, and more.

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How to Effectively Charge Customers for Travel Time

Tackling any topic related to rates is likely one of the most debatable areas to touch with a ten foot pole. Technicians are stoutly protective of their pricing structures when the discussion comes up. However, I’m admittedly adventurous in this realm and believe that the more open we are with effective ways to address travel costs, the better we can serve our customers in settings fees that are appropriate for both sides. I took a chance to address proper self-worth valuation when it comes to pricing a little while back, but let’s see if we can tackle travel costs this time around. My goal here is not to say that my methodology is necessarily better; it works for my computer repair company FireLogic and I’m open to sharing it fully with fellow techs. The overarching goal with this article is to merely establish a friendly debate on all of the available methods for charging on travel, and weighing the pros/cons of each. There is no single method or rate that fits all technicians. We’re all disparate in our own ways: serving different communities, working with different customers, and operating within distinct socioeconomic regions.

The Technibble forums are generally host to some interesting discussion on travel fees and how to determine them. A few particular threads hosted some great insight like this one, a thread related to call out charges, and this discussion on how to charge for visits that are out of area. I’m going to admittedly pull a mixture of ideas from various forum postings below to give people an idea of what various techs have concocted to meet this growing need. Let’s take a look at the different ways you can charge your own customers for travel time.

The flat hourly rate

I’ll cover this one first since this is how FireLogic handles travel costs. I like this model because it’s simple for a customer to understand and doesn’t require any extensive tracking/recording besides time. My view is that if someone is willing to pay for us to travel out to visit them, a flat hourly travel rate properly compensates the tech that needs to make the trip and covers gas expenses. Our travel rate is currently $20USD/hr (about 1/4 of what our hourly onsite rate is) and has proven to be a happy medium for our customers and techs. We do not charge for return travel, as the notion goes that the next customer being visited will pick up the subsequent trip as their visit charge. Some forum goers admit to charging their full hourly rate for travel, which is understandable depending on your situation. Do your research before establishing anything, but for the Park Ridge and suburban Chicago area (USA) this system has been very successful for us with little customer pushback.

Enforcing minimum onsite service fees

This is an roundabout to charging outright travel fees or an hourly trip rate. In this method, you notify your customer that they will be paying, for example, a one hour minimum of service for the visit. More than a few techs on the forums prefer this approach as it keeps travel fees out of the customer’s sight, and also cuts back on excessive abuse of onsite labor for small tasks. From the consensus I could gather, it seems that rural techs tend to like this method as travel fees are frowned upon in such locales but customers take positively to this approach. I don’t think it would be a bad idea to use a hybrid approach of a travel rate with an onsite minimum. Again, your circumstances and competition’s methods will have a big bearing on your own attitude towards this model.

Staggered travel flat-rate fee

Yet another way to charge for travel is to create a graduated, or staggered, trip charge schedule that is based upon the number of miles from your home base to the customer location. The benefit of this model is that it directly segregates shorter trips from longer ones, and gives the customer an easy way to estimate their final total. However, the downside is that if traffic catches a technician, even a short 4 mile trip in an urban area could turn out to take just as much, if not more time, than a 10 mile journey in the countryside. I personally frown upon this model since I service the suburban Park Ridge region of Chicago, and traffic can be dicey depending on time of day and the direction of a customer location. For rural techs, this may be more appealing.

Charging “by the mile” based on a standard rate

A similar method as the staggered model above, but this one ties exact mileage or distance traveled to a standardized rate “per mile” or “per kilometer.” For the United States, I have heard of many techs tie their rate to correlate directly with the mileage rate used by the federal government. As with the staggered method, I don’t believe it fully takes into account the time spent traveling to a customer in busy, traffic-drenched areas. But for techs that want a simpler, streamlined way to present their travel rates to customers, this is about as clean cut as it gets. Tying your travel rate to the same as the government uses cuts down on arguments from clients because you can merely point them to the higher authority for why you charge what you do.

Utilizing different onsite vs offsite service rates

My company uses this notion for how our prices are set. For our case, it’s not directly to take into account travel costs. We differentiate hourly rates moreso because of the simple fact that when I am onsite, I am dedicated solely to that single customer. I cannot multi-task in any way like one can do in-shop or from their home office. For this reason, a different price is justified. But some techs claim that merely forgoing a separate travel fee and charging an inflated 20-30% of their regular rate is effective. The benefit is that you can mask your travel costs to the customer. The downside is that such a massive difference in rate may sway more customers than you wish to use your services at the “discounted” rate and stick to remote support or the like. Good or bad, it’s up to you to decide how this may work out.

Whichever method you ultimately decide to use, remember that doing some competitive analysis is always key to a rate structure that customers will be open to. You don’t want to blindly change your travel fee methodology without sniffing around to see what your local techs are charging, and how they are structuring their fees. Systems that may work well for rural areas are not always suitable for urban areas as I described above. Do your homework, reach out to some customers for their feelings, and make an informed decision. How you publicly account for travel expenses using any of the methods above may be just as important as what  amount you charge a customer.

Feel free to post your own ideas or comments on what you think is the best way to charge for travel. What works? What doesn’t? Let us know!

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This was a sticking point for me for a while. Because there is a major interstate that runs right past me, 20 miles north or south can take only 20 minutes to drive, while 20 miles east or west can take 45 minutes or more.

For that reason, the easiest way for me to do this was to charge a flat “travel fee” for any work done outside of my county. This is flexible, and depends on the work being done as well. If it’s a long-time client that I get a lot of work from, I may waive the fee. But I usually charge first time customers the travel fee just to make sure they’re serious about the job.

This is a very situational issue, and you seem to have covered most of the scenarios. Great read!

Matt http://www.yfncg.com

Thanks Derrick, good article.

One idea I thought was not directly stated in your article about the difference between bench rate and outside or the on-site consulting call is that they often require different levels of training thus have different levels of service in addition to the convince to the customer and different levels of cost to the provider. I can often schedule our bench with a brand new, out of tech school tech with minimal additional training and experience which we call a Jr. Tech who also BTW, makes minimal wages. I would never send this person to someone’s business or home not knowing exactly what he was walking into. On the other end I cannot send a senior tech to Cisco routing or Windows Server active directory/permissions issues. So there are at least three levels of training and experience required for these three types of service. We also have a fourth level tech which I pay on contract when things get above my head and I bill him out at $200 per hour.

At Computer Fix-It we have four levels of tech. Jr bench tech, senior tech that can do all sorts of calls everything short of heavy networking/server permissions and a Consultant who does the network design and maintenance. We get three rates. $59.99 bench rate, also that is our most profitable as you stated we can work on three or more computers at the same time. This level is supervised by a manager or Senior tech or senior consultant. Our senior tech bills out at $99.99 per hour on site to your home or small office. We also charge one way travel within the county (about 20 mile radius). Then we have a Consultant who can do minor routing, server permissions or active Directory type issues at $120 per hour also one way travel. If travel is outside our county we have a one way travel added and a 2 hr minimum billing. Finally, we have a 25 year Novell CNE and senior consultant who we bill out at $200 per hour when we need him. He is a contract employee as most of my clients do not require his level of skills.

With regards to travel, I inquired with one friend who owns a business in NYC “how you handle peak traffic and get across town which could be 1 hr or more travel?” He said that they schedule first of the day appointments which is during rush hour and they just show up at the clients site same as they would show up at their office so there was no additional travel and by the time they finished the first job it was no longer peak traffic so they go to the next appointment. Likewise for evening peak traffic they would schedule a job no later than 3pm so that they would be onsite working when peak travel began in the afternoons and then would just travel home same as if they left their office at 4 or 5pm. One thing they do is bill 2 hr minimum call no matter what time of work day which helps offset some of the additional travel expenses and they charge parking which is easily $25 per call.

Derrick, I hope to see an article on how to set adjust your prices. I believe most members could benefit from that. When initially setting your prices, one should be careful and not give too much attention to the lowest priced competition. At least not pay attention to the small or new competition which have not taken care to professionally setup their operations. It seems every tech how has the idea to start his own company thinks he is going to undercut the market and steal always all the customers. I have seen many small startups price themselves out of business. I mean they are too cheap and even if they get the requisite business, cannot get enough revenues to sustain their company. Then new companies come in and also practice the art of followership thus set their prices at what they perceive is the going cheap rate and they all go off a cliff together like a stampeding herd of buffaloes.

I live in a semi-rural area – in the city I can be anywhere within 1/2 hour, even during our “rush hour”. I have several rural clients, which, as I live near the edge of town, I can get to just as quickly as I can to clients living cross-town. I charge a flat hourly rate, minimum 1 hour and charge in 1/2 hour increments, and include travel time (which is usually not a factor). For example, if I spend 15 minutes traveling and 1 hour on site, then I charge 1.5 hours; if I spend 15 minutes travel and 1/2 hour on site, I charge for an hour. However, if I spend 10 minutes travelling and 55 minutes on site, I only charge for one hour (one does need to use some discretion). In the end, it all evens out – I don’t even mention travel charges unless the time will be 1/2 hour or more.

I add half hour at my hourly rate as long as the drive doesn’t last longer than 1 hour for the two way trip.

Interesting to hear about the different ways you all handle travel. I could never have covered every possible method, so good to see people chiming in with their own personalized styles!

I think customers prefer to see a price breakdown for every cent charged. I like using the gas price to mileage formula. I feel that charging for traffic is unnecessary and traffic should be calculated and dealt with personally. Our customers should not have to pay for traffic. Calculate your routes according to traffic and time a day.

I charge a minimum 1 hour fee per visit. All my traveling across the city (Toronto) is by bicycle. Any job that it takes me less than 30 minutes to get to from my home I don’t charge a travel fee. Over than and I charge roughly half my hourly rate for the whole travel time (including return trip). All my customers are totally fine with this.

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Travel Time: To Bill or Not?

By tim o'brien, apr, november 2020.

Whether you work on the agency or the consulting side, or if you hire consultants, one issue that can vary from firm to firm is how to account for and bill travel time.

Most PR professionals I’ve talked with agree that you need to bill for the time if a specific client requires the travel and prevents the consultant from serving other people. 

However, what rate do you use? While the pandemic has greatly reduced travel time, it remains a thorny billing issue, and one worth addressing as more people will be heading out on the road again in the months ahead. I spoke with three veteran communicators for their thoughts.

Michael Grimaldi is a strategic initiatives coordinator for KC Water  in Kansas City. Prior to that, he spent two decades working on the agency side.

“For a trip across town for a client meeting, we’d bill the driving time if we discussed the project en route,” he said. “If not, then we would bill the travel time one way only. If we had to travel a long distance or take a flight, we billed the travel time one way.

“Generally, if we conducted client business along the way or on the return trip, we’d bill it,” he added. “This may have involved discussing the client needs and plans, and planning for the meeting itself.”

He said that clients tended to be comfortable with these practices since they expect consultants to deliver value. 

“At the end of the day, good clients expect to pay a fair and reasonable price for value, regardless of where the consultant was when the work was done, in the office or on the road,” Grimaldi said.

A half-rate for travel 

Helen Patterson, APR, president of King Knight Communications  in western North Carolina, worked for other firms before starting her own. In her prior experience, it was common to bill “full time” for travel.  One former employer followed an eight-hour-day billing policy.

“Even if we spent 12-15 hours working that day, including a cross-country airline trip, only eight hours were billed to the client,” she said.

Today, Patterson says her policy is to bill distant travel at half of the actual time. In other words, a four-hour drive would be invoiced to the client as two hours. She does not bill clients for travel within her geographic market.

She says her clients haven’t objected to her travel time policies, though she admits that these days, she doesn’t travel for clients quite as often, and didn’t even during the pre-pandemic period.

“Most of my recent work has been accomplished through phone email, and video conference calls — with an occasional trip to a conference that clients have attended,” she said.  

Blake Lewis, APR, Fellow PRSA, founder of Three Box Strategic Communications  in Dallas, says that when traveling from one point to another for a client, he generally has billed 50 percent of the billable rate.

“A half-rate for travel strikes a balance between loss of productivity for other client work, while recognizing that clients generally view travel as a lower-value, yet necessary expense,” he said. “If material client work is done during the travel, that activity has been invoiced at the full rate.” 

There are times when Lewis said it was appropriate to detail special travel considerations, such as not charging for travel from offices to the client office. These decisions have been made in consultation with the client.

“We once worked an assignment where I traveled from Dallas to their headquarters in another state part of every week, consulting on restructuring the client’s corporate communications function,” Lewis said. “Aside from airfare reimbursement, my time wasn’t billed because we knew going into the project travel was all a part of it. I used that time for administrative tasks or for just enjoying the break.” In the end, Blake said, “It can be challenging to find the boundaries. Reviewing what was planned, proposed and agreed to by the client helps make the lines more obvious.” 

Tim O'Brien, APR

Tim O’Brien, APR, owns O’Brien Communications, an independent corporate communications practice in Pittsburgh, and hosts the “Shaping Opinion” podcast. His firm is a certified Disability Owned Business Enterprise (DOBE) by Disability:IN. Email: [email protected] . Twitter: @OBrienPR .

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Depending on the proximity of your customers, the amount of time employees spend traveling to customer locations to make onsite service calls can be significant. If your employees incur travel time, make sure they track and code it properly, because you can't bill what they don't track. You'll need to decide if you're going to increase current rates to capture travel time, bill separately for travel time or write it off. If you decide to bill separately, you'll need to determine the billing rate and whether the rate varies based on the time of day. Whatever your policy, clearly communicate it to every employee and instruct them to apply it consistently.

Travel Time Definition

Before you determine a travel-time billing policy, you must decide if employees should code travel time outside normal business hours. For example, if normal business hours are from 8 a.m. to 5 p.m., and an employee leaves the office at 3 p.m. and arrives at her hotel room at 10 p.m. for an overnight service call, you must decide whether the employee codes seven hours of travel time, from 3 p.m. to 10 p.m., or two hours of travel time, from 3 p.m. to 5 p.m., for that day. When the technician completes the service call, she codes travel time to the next location similarly, whether she's traveling home or to another customer's location.

Paying Employees for Travel Time

Federal law requires you to pay employees for the time they are at work and for the time they travel during normal business hours. Standard workweek hours are used for Saturday and Sunday travel. If a technician travels to a customer's site after normal business hours, you are not obligated to pay the technician for the travel time under the Fair Labor Standards Act. If the technician works after hours fixing the customer's problem, you must pay the technician for the time he worked. If he travels during normal business hours, you must pay the technician for the travel time. Regular overtime laws apply to all hours for which an employee is paid.

Travel Time Billing Rate

As long as employees code their travel time, you can choose to bill it or write it off. If you decide to bill for travel time, you must assign a billing rate to travel time. If employees record travel time outside normal business hours, you might choose to bill at the standard billing rate during normal business hours, since an employee can't work on a service call for another customer while traveling. You might also decide to bill travel time outside regular business hours at a reduced rate, such as one-half or one-third the regular rate.

Higher Onsite Rate

If you don't want to bill separately for travel time, an alternative is to create two different rates for offsite work and onsite work. Run an analysis to calculate the average travel time hours or cost for a service call and create an onsite rate by adding your standard rate plus the average cost. You can also have a rate that varies based on the distance between your office and your customer's facility.

Competitor/Industry Analysis

Before you implement a policy to recover travel time, find out how your competitors bill for travel time. While you should never adopt a policy to imitate a competitor, if all your competitors handle travel time the same way, there might be an unwritten industry-standard practice that you should follow. If you decide to bill for travel time differently from your competitors, it's helpful to be aware of that so you can explain the difference in policy to a customer who might compare a bid that you've made to a bid from one of your competitors.

• Consultant Journal: Billing Travel Time Charges
• TechNibble.com: How to Effectively Charge Customers for Travel Time
• American Bar Association: When Two Plus Two Doesn't Equal Four
• Law Crossing: Billing While Traveling

Steve McDonnell's experience running businesses and launching companies complements his technical expertise in information, technology and human resources. He earned a degree in computer science from Dartmouth College, served on the WorldatWork editorial board, blogged for the Spotfire Business Intelligence blog and has published books and book chapters for International Human Resource Information Management and Westlaw.

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How Much To Charge Clients For Travel Time?

• Written by Varun Bhagat
• Published November 30, 2023

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Have you ever been stuck in traffic en route to a client meeting, wondering, “Should I be charging for this time?”

According to the Corporate Travel Index compiled by Business Travel News, a businessman on average spends $325 traveling per meeting.

For any small business, Travel Time is an important aspect and must be taken care of with utmost sincerity. Once you understand the true worth of your services, it will help you get paid for them more appropriately.

While you take steps to make a lot of your cost-bearing services easier for clients, it is also important to realize the worth of the money being spent on it.

Thus, in this blog post, we’ll discuss how much to charge clients for travel time, addressing the pain points that many professionals face.

As we explore industry standards, personalized approaches, and effective communication strategies, we’ll also introduce a game-changer in invoicing— Invoicera .

Key Factors For Calculating Travel Charges

A. Distance and Travel Duration

When figuring out how much to charge for your travel time, the distance you need to cover and the time it takes are fundamental factors.

Are you driving for a couple of hours, or is it just a short hop? The farther and longer the journey, the more your time is worth.

B. Mode of Transportation

Different modes of transportation come with varying costs and time commitments. If you’re flying, consider not just the ticket price but also the time spent getting to and from the airport, security checks, and potential delays.

On the other hand, if you’re driving, factor in gas costs and wear and tear on your vehicle.

C. Travel Expenses

It’s not just about your time; it’s about the out-of-pocket expenses too. Keep track of fuel costs, especially for longer drives. If your trip involves an overnight stay, factor in accommodation costs, and don’t forget meals. These expenses contribute to the overall value of your time spent on the road.

D. Time of Day and Traffic Considerations

The time you choose to travel can significantly impact your experience and, consequently, your charges. Rush hour traffic can turn a short trip into a lengthy ordeal, affecting your productivity and increasing your travel time.

Consider if traveling during off-peak hours or avoiding heavy traffic can make your journey more efficient.

Industry Standards And Benchmarks

A. research on typical travel time charges in various industries:.

Understanding how different industries handle travel time charges is like having a roadmap for your own pricing strategy.

Take a moment to research what’s customary in your field. For instance, consultants may charge differently than field service technicians.

• Consulting Services: Consultants often include travel time in their fees, especially for long-distance or international projects. They may charge per hour or have a flat fee structure.
• Field Services: On the other hand, technicians providing on-site services may have a combination of hourly rates and mileage fees. Some may even have a standard travel charge.
• Freelancers And Creatives: Graphic designers, writers, and other freelancers may have a nuanced approach.

They might factor travel time into their overall project cost or charge a separate fee depending on the client’s location.

By understanding how others in your industry handle travel time charges, you can make informed decisions about your own pricing model.

B. Understanding Regional Variations and Market Norms:

Just as travel time charges can vary between industries, they can also differ based on your location. Regional differences and market norms play a significant role in determining what clients consider reasonable.

• City vs. Rural Areas: In bustling cities, where time is often of the essence, travel time charges may be more accepted. Clients might have different expectations in rural areas where distances are greater.
• Global Considerations: If your business spans across regions or countries, be aware of how travel time charges are perceived. Cultural and economic factors can influence what clients are willing to pay.

Competitive Analysis: Look at what your competitors are doing. If they’re charging travel time, understand how it’s structured. If they’re not, consider whether adding travel time charges could give you a competitive edge.

Methods To Charge Clients

Here are some popular methods you can adopt to know how much to charge the clients for the travel time.

Onsite Fees

One can charge the client a visiting fee for each onsite visit. This fee does not mention travel costs or costs of tasks per sec. It just mentions a price that will be charged for each onsite visit. This sort of fee leaves little room for confusion for the client. It gives a clear idea to the client, with respect to the visiting fee. As an alternative, one can use a combination of travel expenses and the cost of service, depending on the situation.

Hourly Rate

How much to charge for travel time? A flat hourly rate is a simple way to charge the client for an onsite visit. It can be a separate rate for traveling to a client site for work. Again, this type of model is simple for the client to understand. Return travel prices can be avoided in this case to make the client feel more comfortable with this model.

Progressive Rate

A progressive rate for time and distance of travel can be a very useful method as well. A lower price for shorter distances and less time on the site and more price for longer distances and more time on the site is what is most appropriate. The client may not have a problem with this method because the more effort put in, the more will be the price. The only exception where the client may find it uncomfortable is when that time was taken longer due to an unprecedented traffic jam where no real value is being added.

Mile-Based Fee

The mileage-based rate can be a useful way to charge clients. This can be sufficient to recover the costs of fuel along with the cost of the time spent while traveling and the onsite visit. One can create a suitable mile-based fee so one can recover both costs.

Create a Different Rate for On-Site

Creating a higher rate for onsite can be justified because it includes the cost of travel as well. One charges normal hourly pricing when working offsite.

On the other hand, while working on-site, one can keep the hourly rate at 30% higher than the general rate. 

Some clients may object that the differential pricing is on the higher side. One has to make the client understand that the price is higher because it includes travel costs.

Use The Right Tools

Still facing issues with calculating exact travel time?

Manual calculations can be confusing and error-prone. Choosing the right tools can help you track your time accurately by minutes and convert them into invoices that look professional. Invoicera, the cloud-based time tracking software and an invoicing tool that helps you accurately calculate travel time charges and convert them into invoices instantly.

It is one of the most preferred time tracking and billing tools for small businesses .

Whichever method you choose, remember to analyze its rate structure so that clients will be open competitively. Make an informed decision on how you charge travel expenses using any of the methods above. Let’s work with the effective support of online invoicing tool .

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• Understand industry standards to set a baseline for your pricing strategy.
• Consider regional variations in travel time charges to align with local expectations.
• Personalize your approach based on factors like distance, transportation mode, and client expectations.
• Utilize Invoicera’s features for streamlined processes, including automated time tracking and customizable hourly rates.
• Prioritize fair compensation for your time and expertise to ensure a sustainable and profitable business.

How can I track my billable hours from clients?

Invoicera offers time tracking with its invoicing software to help businesses track every minute accurately they’re investing in a project. Simply activate time tracking on your device (PC or mobile app) while you’re working on a project to help your client be clearly aware of the time invested. Such precisely calculated invested time leads to perfectly calculated invoices, free from any dispute.

Does Invoicera includes time tracking to invoices automatically?

Yes, Invoicera lets you simply add pre-set values in monetary denominations of hours and minutes tracked in invoices. The automatically generated invoices can later be sent to clients directly via mail without the hassle of manual calculations.

Can I directly create an invoice for tracked time with Invoicera?

To invoice project hours directly, you can simply add values to the minutes and send them to clients. Sending billable hours with Invoicera is a one-step job Invoicera.

How much do you charge for travel time?

The two methods of charging clients for business travel are-

• Charges based on time
• Charges based on miles

In both these cases, you can set pre-defined rates and include them in invoices to your clients with proper charge proof.

Do you charge clients for travel time?

Yes, if you’re traveling on behalf of your clients, then you can raise receipts for reimbursement. Make sure to discuss this as a pre-requisite in your contract.

Do lawyers charge travel time?

Yes, if you’re traveling on behalf of your clients to any site or court then you are eligible for charging travel charges from the client.

Is Travel considered work time?

Yes, for all work-related travels, it is considered work time.

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How to Charge for Travel Time: Strategies and Best Practices

How to Charge for Travel Time?

To charge for travel time, service providers typically add a separate fee to the standard pricing for their services.

This fee can be variable, based on the distance traveled, or a flat rate.

Charging one-way travel fees is more common, but round-trip fees can also be used.

It is not recommended to use the rates provided by the IRS for travel time.

When determining the travel fee, factors such as travel time, fuel costs, and vehicle wear and tear should be considered.

A recommended tool for simplifying travel fee calculations is Check Cherry.

Additionally, consultants often charge a reduced rate for travel time outside their local area and premium rates for emergencies on weekends and holidays.

To ensure all expenses are covered and consultants are paid for their time, it is advisable to have a rate card showing hourly rates, emergency rates, and travel charges.

A comprehensive example calculation with estimations for fuel, wear and tear, and staff costs can help determine the appropriate travel fee, such as the estimated $1.38 per mile provided in the example.

Key Points:

• Service providers often add a separate fee to their standard pricing for travel time
• The fee can be variable based on distance or a flat rate
• One-way travel fees are more common, but round-trip fees can also be used
• IRS rates for travel time are not recommended to be used
• Factors such as travel time, fuel costs, and vehicle wear and tear should be considered when determining the travel fee
• Check Cherry is a recommended tool for simplifying travel fee calculations.

Did You Know?

1. In ancient Rome, charioteers were known to charge extra for the time it took to travel from the stables to the racing arena. This practice not only accounted for their time but also for the excitement and suspense generated from the spectators’ anticipation.

2. The concept of charging for travel time not only exists in the service industry but also in the transportation of delicate goods. For example, art couriers often factor in travel time when calculating the cost of transporting valuable paintings or sculptures to ensure their safe arrival.

3. Did you know that some professions charge for travel time based on the mode of transportation used? For instance, taxi drivers may charge differently depending on whether they are driving through heavy traffic or utilizing a faster route such as a highway.

4. Paradoxically, there are situations where charging for travel time may prove to be less profitable. Certain repair technicians, such as those specializing in high-end watches or electronics, might offer free travel time to attract more clients and establish a reputation for excellent service.

5. Charging for travel time can sometimes lead to creative solutions for efficiency. For instance, some innovative businesses incentivize customers by turning the travel time into a productive experience. They offer services like mobile workstations on buses or provide engaging content during the journey, making the travel time seem enjoyable and productive rather than a mere cost.

Introduction To Travel Fees

Travel fees are an essential aspect of service-based industries that require professionals to travel to their clients’ locations. These fees serve as an additional charge, above the standard pricing for services, to compensate for the time and expenses associated with travel. The purpose of implementing travel fees is to ensure that service providers can maintain profitability when traveling longer distances, as travel time and costs can significantly impact their overall business operations.

Factors To Consider In Travel Fee Calculation

When determining the appropriate travel fees to charge, there are several factors that need to be taken into consideration.

Distance traveled is the primary determinant of most travel fees. Typically, the fee would increase proportionately with the distance covered, acknowledging the additional time and resources required for longer journeys.

In addition to distance, fuel costs and vehicle wear and tear should also be considered when calculating travel fees. These expenses can vary depending on the type of vehicle used and the prevailing fuel prices.

Another important factor to consider is the consultant’s time spent on travel. This time is valuable and should be compensated accordingly.

By thoroughly considering these elements, service providers can ensure that their travel fees accurately reflect the costs involved.

• Distance traveled: primary determinant of travel fees
• Fuel costs and vehicle wear and tear: additional expenses to consider
• Consultant’s time: valuable and should be compensated

“By thoroughly considering these elements, service providers can ensure that their travel fees accurately reflect the costs involved.”

Different Models For Charging Travel Fees

There are two main models commonly used for charging travel fees: the distance-based model and the flat rate model .

In the distance-based model , the fee is determined by calculating the distance between the service provider’s location and the client’s location. The rate per mile traveled is then multiplied by the total distance to obtain the travel fee. This method provides a straightforward and transparent approach, allowing clients to understand how the fee is calculated.

On the other hand, the flat rate model involves charging a fixed fee for travel irrespective of the distance. This model simplifies the billing process for both the service provider and the client, as it eliminates the need for distance calculations. However, it may result in discrepancies for clients located significantly farther away, as their travel costs may be higher than those located closer. Service providers must carefully consider their target market and business needs when deciding which model to adopt.

Recommendations For Calculating Travel Fees

To calculate travel fees accurately, avoid using the rates provided by the Internal Revenue Service (IRS) for travel time and expenses . These rates are intended for tax purposes and may not reflect the true costs incurred by service providers . Instead, perform a detailed calculation by considering factors such as estimated fuel costs, wear and tear on the vehicle, and staff costs. By incorporating these variables, a more accurate and fair travel fee can be determined .

For instance , an example calculation could consider an estimated fuel cost of $0.12 per mile, vehicle wear and tear at $0.08 per mile, and staff costs at $0.18 per mile. Based on these estimations, the travel fee per mile would be approximately $0.38 . Taking into account the distance traveled, service providers can then determine an appropriate overall travel fee.

Charging For Travel Time As An IT Consultant

Charging for travel time is particularly relevant for IT consultants who often need to visit clients’ locations for installations, troubleshooting, or consulting services. When these consultants are required to travel outside their local areas, it is common practice to charge a reduced rate for travel time . This accounts for the additional time and effort spent on traveling, as well as the potential impact on other business activities.

Moreover, IT consultants should be mindful of scope creep , which refers to unexpected additions to a project that may arise during travel or on-site visits. To ensure profitability, consultants should clearly define the scope of work and clearly communicate any additional charges that may be incurred due to scope creep. Clear communication and documentation of such changes will help protect consultants from potential losses associated with unaccounted for work.

– To charge for travel time:

• IT consultants should consider charging a reduced rate for travel time, especially when required to travel outside their local areas.
• This compensates for the extra time and effort spent on traveling, as well as any potential impact on other business activities.

– Scope creep and its impact:

• Consultants should be aware of scope creep, which refers to unexpected project additions that may arise during travel or on-site visits.
• Properly defining and communicating the scope of work can help manage and control scope creep.
• Consultants should clearly communicate any additional charges that may arise due to scope creep, ensuring profitability and avoiding losses.

“Clear communication and documentation of changes is key to protecting consultants from potential losses associated with unaccounted for work.”

Tips For Ensuring Adequate Compensation For Travel Time

To ensure consultants are adequately compensated for travel time , it is recommended to have a rate card that clearly outlines various rates, including regular hourly rates, emergency rates, and travel charges. By providing transparency in pricing, clients can be aware of the costs associated with travel time and can make informed decisions regarding their service provider.

Additionally, it is crucial to charge premium rates for emergencies that occur on weekends and holidays. These situations require consultants to be readily available and interrupt their personal time, thus warranting higher compensation. Establishing clear policies and rates for such instances will avoid any misunderstandings and ensure consultants are fairly rewarded for their dedication and flexibility.

In summary , charging for travel time is an important aspect of service-based industries. By implementing travel fees and carefully considering factors such as distance, fuel costs, and vehicle wear and tear, service providers can accurately calculate travel fees. IT consultants specifically should take into account reduced rates for travel outside their local area and be mindful of scope creep. By adopting best practices and providing transparent pricing, consultants can ensure adequate compensation for travel time while maintaining profitability and client satisfaction.

Additional Considerations:

• Clearly define the different hourly rates in the rate card
• Specify the travel charges based on distance or other applicable factors
• Use pricing brackets for emergency rates and clearly outline the additional charges
• Communicate the policies regarding travel time compensation to clients
• Have a mechanism in place for documenting and tracking travel time for accurate billing.

Frequently Asked Questions

How do you calculate travel time cost.

Calculating travel time cost involves multiplying the duration of travel, measured in minutes or hours, by the unit costs, measured in cents per minute or dollars per hour. The total travel time costs are determined by considering factors such as the type of trip, travel conditions, and individual traveler preferences. These variables contribute to the variation in travel time unit costs, ultimately affecting the overall cost estimation. By multiplying the time spent traveling with the appropriate unit cost, one can effectively calculate the travel time cost for a given journey.

How do consultants charge for travel time?

Consultants typically charge for travel time by incorporating it into their pricing structure. Instead of billing separately for travel, they may include it as part of their overall service fee. This approach allows consultants to account for the time and expenses associated with travel without specifically itemizing it for clients. However, if consultants fail to accurately estimate the impact of travel time on their hourly rate, they may inadvertently end up losing money by including it in their pricing. For instance, if they miscalculate the overall time spent on a project due to extensive travel, they might not be adequately compensated for the additional hours invested.

How much should you charge for a travel day?

Determining the appropriate charge for a travel day depends on various factors, but a common method is to charge around 50% of the basic shoot rate. Let’s take an example: if your fee is $1200, it would be reasonable to charge $600 for travel days. To calculate this, you can consider that a day typically consists of 8 working hours and work out a proportional rate. By aligning the travel cost with half of the shoot rate, you can ensure a fair compensation for your travel time and expenses while maintaining a balanced pricing approach.

How do you bill a client for travel?

When it comes to billing a client for travel, it is important to establish clear guidelines. While bigger corporations tend to have their own documented policies, individual consultants often have different approaches. One common method is to bill for travel time, with some consultants charging their full hourly rate and others opting for half their hourly rate. However, it is common practice to set a daily limit of 8-10 hours for billing, regardless of the actual duration of the travel. This ensures that the client is charged fairly, while also accounting for potential delays or unforeseen circumstances during the journey.

References: 1 , 2 , 3 , 4

Charge Clients for Travel Expenses: A Guide for SME Service Providers

As a service provider, striking the right balance between covering your business travel expenses and maintaining client satisfaction can be challenging. How can you ensure that your company remains profitable while providing transparent and fair pricing to your clients?

This comprehensive guide on “how to charge clients for travel expenses” will walk you through the essential steps while keeping their satisfaction in mind. From establishing a travel expense policy to understanding legal and tax implications, this blog post has you covered.

Key Takeaways

• Establish a travel expense policy to ensure consistency and transparency in the billing process.
• Consider factors such as distance, type of transportation used, duration of travel, and accommodation expenses when charging clients for travel expenses.
• Utilize strategies that focus on transparency, fairness & flexibility to balance client satisfaction with associated costs.

Establishing a Travel Expense Policy

A smooth billing process is supported by a comprehensive travel expense policy. This policy, detailing what types of expenses will be charged and how they will be calculated, imbues consistency and transparency into the process of charging clients for travel expenses. Key coverage areas for the policy should include:

• Mode of transportation
• Traveling time
• Accommodation costs

Your travel expense policy should be tailored to your specific business needs, especially when it comes to business travel. For example, consulting firms might decide to charge clients for travel costs separately from their billable hours. A well-defined policy not only provides a fair and consistent framework for charging clients but also helps maintain customer satisfaction and trust.

Factors to Consider When Charging Clients for Travel Expenses

When determining how much to charge clients for travel expenses, several factors come into play. These factors include:

• The distance traveled
• The type of transportation used
• The duration of travel
• Accommodation expenses

All of these factors should be taken into account based on your own company’s policies and industry standards.

Let’s delve deeper into these factors and explore how they impact your travel expenses.

Distance and Mode of Transportation

The cost of travel expenses can be greatly affected by the distance and mode of transportation involved. As the distance traveled increases, so do the monetary costs associated with travel, such as toll roads or public transport fees. Hence, it is necessary to set fair travel fees for clients, taking these factors into consideration.

A possible way to calculate travel expenses considering distance and mode of transportation can be by multiplying the number of miles traveled by a per-mile reimbursement rate, set by your organization or according to government guidelines. An alternative could be using online travel cost calculators that estimate costs based on factors like distance and mode of transportation.

Time Spent Traveling

Time spent traveling should be accounted for when charging clients, as it impacts the overall cost of providing services. Employees should be compensated at their regular hourly rate for travel time during normal business hours. However, it’s valid for an employer to pay a lower hourly rate for travel time outside of normal work hours.

In calculating travel time for billing purposes, the actual time spent traveling from the starting point to the destination is used, excluding any personal breaks or unrelated activities. The method of calculating travel time may differ depending on the company’s policies or industry practices, but it’s often billed at a reduced rate, such as half of the actual time spent traveling.

Accommodation Costs

Accommodation costs, such as hotel room stays and meals , should be factored into travel expenses charged to clients. These costs can vary depending on the industry, location, and specific circumstances, but clients are typically billed for the actual cost of the hotel stay and meals, which may include room charges, taxes, and any additional services used during the stay.

These accommodation costs need to be reasonable, justifiable, and discussed with the client for approval before any expenditure. Providing a breakdown of these costs and offering documentation with receipts or invoices can help maintain transparency and accountability to the client.

Different Methods for Charging Travel Expenses

There are various methods available for charging travel expenses. Flat fees, tiered pricing, and mileage-based charges are all options to consider, depending on your business model and client preferences.

Examining the advantages and disadvantages of each method will aid in determining the optimal choice for your business.

Flat fees simplify the process of charging for travel expenses by providing a fixed, predetermined amount for travel-related services, regardless of the actual expenses incurred during the travel. For example, a moving company might charge a flat fee of $50 for travel expenses within a specific radius.

Clients often appreciate the simplicity and straightforwardness of flat fees, as they can easily understand and budget for them. Nevertheless, it is vital that the flat fee charged mirrors the actual travel cost and remains fair to both the service provider and the client, ensuring the customer pays a fair amount.

Tiered Pricing

Tiered pricing allows for flexibility in charging for travel expenses based on factors such as distance and time spent traveling. With tiered pricing, clients can choose from different pricing tiers that best meet their needs and budgets.

For instance, a pest control company might offer tiered pricing based on the distance traveled to the client’s location. This approach enables customization according to individual requirements, while still covering the costs associated with travel.

Mileage-Based Charges

Mileage-based charges provide a more accurate reflection of the actual costs associated with traveling for a specific client. By calculating travel expenses based on the number of miles traveled and the standard irs mileage rate set by the Internal Revenue Service (IRS), businesses can charge clients precisely for the distance traveled.

This method can be particularly useful for businesses that frequently travel long distances, as it ensures that clients are charged fairly and accurately for the travel expenses incurred.

Communicating Travel Expenses to Clients

Maintaining client satisfaction when billing for travel expenses hinges on clear and transparent communication. Clients should be informed prior to travel about any associated expenses, which can be itemized on a separate line in the invoice . By providing a concise breakdown of fee and expense types, clients can make informed decisions about the services they are purchasing.

Discussing travel expenses and site visits upfront and involving clients in the decision-making process helps build trust and reduces the likelihood of misunderstandings or disputes. This transparency and openness in all company processes create trust and satisfaction, leading to lasting client relationships.

Handling Reimbursements and Receipts

Accurate billing and proper record-keeping for tax purposes rely heavily on efficient tracking of reimbursements and receipts. One way to streamline this process is by utilizing receipt-tracking apps or software like Hiveage that can scan, digitize, categorize, and generate expense reports for travel receipts.

Using these tools not only facilitates the reimbursement process but also allows businesses to conveniently monitor their travel expenses and ensure compliance with tax regulations. This can ultimately save time, reduce errors, and provide a more efficient and organized approach to managing travel expenses.

Balancing Travel Expenses and Client Satisfaction

For service providers, it is crucial to achieve a balance between billing for travel expenses and ensuring client satisfaction. Implementing strategies such as streamlining expense tracking and reimbursement processes, scheduling meetings strategically to reduce costs, and focusing on customer feedback can help achieve this balance.

In the end, the key to balancing travel expenses and client satisfaction lies in being transparent, fair, and flexible in your approach. This will not only help maintain the profitability of your business but also foster long-lasting and mutually beneficial relationships with your clients.

Legal and Tax Implications of Charging for Travel Expenses

Any service provider must grasp the legal and tax implications of billing clients for travel expenses. For instance, lawyers must not bill clients for more time than what is actually spent on travel or other tasks, and charges for travel expenses should be reasonable and directly related to the services provided to the client.

When it comes to tax compliance, the Internal Revenue Service (IRS) has guidelines for travel expense deductions that businesses should be aware of. To ensure compliance with relevant regulations, it’s advisable to consult with a professional, such as an accountant or tax attorney, who can provide guidance on the legal and tax implications of charging for travel expenses.

In conclusion, charging clients for travel expenses is a delicate balancing act that requires careful planning, clear policies, and effective communication. By establishing a travel expense policy, considering factors such as distance and time spent traveling, and exploring different methods for charging travel expenses, businesses can ensure they remain profitable while maintaining client satisfaction.

Remember, transparency, fairness, and flexibility are key to fostering trusting relationships with clients. By following the strategies outlined in this guide, businesses can successfully navigate the complexities of charging for travel expenses and create a win-win situation for both the service provider and the client.

Frequently Asked Questions

How much should i charge for travel per mile.

For travel per mile, the IRS has announced a rate of 65.5 cents per mile for business-related driving and 22 cents per mile for moving and medical purposes.

Do you bill clients for travel time?

Most consultants bill for travel time, either at their full hourly rate or half their hourly rate, with a maximum of 8-10 hours per day.

How can I create a clear travel expense policy for my business?

Clearly define types of expenses, methods for calculating them, objectives, goals, rules and guidelines, reimbursement process, and compliance with applicable laws and taxes in order to create an effective travel expense policy for your business.

What factors should I consider when determining travel expenses for clients?

When determining travel expenses for clients, take into account the distance traveled, mode of transportation, length of stay, and cost of lodging.

What tools can help me track and organize travel receipts for accurate billing and tax compliance?

For accurate billing and tax compliance, make use of receipt-tracking apps or software that can scan, digitize, categorize, and generate expense reports.

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As a professional organizer, you probably spent a fair bit of time figuring out how much to charge for your services , whether to bill by the hour or the project, and whether or not to offer free consultations. An equally important decision is whether to bill for the time you spend travelling to your clients’ location and any expenses you occur doing so.

There are many different ways to approach this, but as a business owner, there’s one thing you must always keep in mind:

Time is money!

If you have a fixed service area, it’s probably easiest to build your travel time and costs into your regular rates, but if you’re willing to drive greater distances, you need to make sure you’re still making a reasonable income once you factor in the amount of time you spend on the road, as well as the cost of gas and other expenses related to owning and maintaining your car.

You may wish to charge a set amount per mile (or kilometre) and add it to your invoice. You will, of course, need to include this in your agreement with the client. The problem I have with this method is that it is too precise, and it can get complicated if you take a wrong turn or need to run an errand on your way to the client’s location.

When I was operating my organizing business, I developed a system that ensured I was fairly compensated, without worrying about taking the shortest possible route to my clients’ locations so they wouldn’t think I was gouging them. Here’s how it worked:

• Anyone within 45 km (approx. 30 miles) fell within my local service area and did not pay a travel fee. I made a list of the cities and towns that fell within those boundaries.
• I also listed the places that fell within 50-74 km (approx. 30-45 miles) and 75-100 km (approx. 45-65 miles) and decided on a set travel charge for each of those areas. If the client was farther away than that, I would refer to job to another organizer who was closer.
• I had a higher travel charge for downtown Toronto, which technically fell within 100 km, to cover the inevitable high parking costs and time I’d spend in heavy traffic.

I included all of this information along with my rates on the printed sheet I kept on hand while speaking on the phone with clients, so I could quickly, easily, and confidently tell them how much their travel charge would be.

This system worked well for me, but it’s not the only option. If you have a different approach, please tell us about it!

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Janet Barclay

Join the conversation.

I tried doing a per kilometre rate but in all honesty, it was too much paperwork! Since most of my clients are in rural/small town areas (longer distances-less traffic), I’ve found that the flat rate fee works best for me. It also allows my clients to easily work out my fee. The clients that live further away are booking me for more hours per appointment because I charge $X per trip.

Thanks for sharing that, Jacki! It sounds like our experiences have been quite similar in that way.

I also find that mileage is unpredictable, because very often in the outlying areas beyond me, a 30 mile trip might take one across mountains or through 30 mph zones or stick one behind a tractor driving more slowly than I could walk.

For the cities within about a thirty mile radius, I charge no fee. Beyond that, I charge a per-hour travel charge–in one direction. (The way I see it, the clients are paying to get me to come to them; clients don’t care if I actually get home…or move in a block away.) I always GoogleMap the directions, anyway, so if a client doubted the distance, I’d have it printed out, but there’s never been a problem.

In the olden days, I was willing to drive up to 90 minutes to a client; then it was 75 minutes, then 60. Nowadays, I very rarely am willing to drive more than an hour to a client. There’s about a 90 minute span between the center of my service radius and that of my colleagues in other cities, so this works out quite well.

Julie, I’ve never heard of charging for travel time there but not back, but it makes a lot of sense. If you don’t mind me asking, is your rate for travel the same or less than your rate for organizing?

pls let me know how much will i charge my client per miles in driving her for her errands. thanks

Jimmy, you should check with your local tax office to find out the going rate in your area. You’ll want to be sure that you’re adequately compensated for wear and tear on your vehicle, gas, and other expenses such as car insurance, in addition to your time. Speaking of insurance, make sure that you have business coverage, especially if you’re using your car to drive clients to errands.

Great tip for new organizers Janet! I’m gonna post this on LinkedIn in Geralin’s new organizer group. 🙂

Thanks, Autumn! I always appreciate a little link love. <3

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How to Charge for Travel Time: Calculating Costs & Setting Up a System

By Happy Sharer

Introduction

Travel time is the amount of time it takes to get from one place to another. It can be calculated in terms of distance, speed, and other factors. Many businesses may not think about charging for travel time, but it can be an effective way to increase profits. By charging for travel time, businesses can offset the cost of transportation, fuel, and other expenses associated with travel. As such, it is important to understand the benefits of charging for travel time, as well as different ways to calculate costs, setting up a system for charging for travel time, and examples of when and how to charge for travel time.

Different Ways to Calculate Travel Time Costs

When calculating the cost of travel time, it is important to have a good understanding of how much time it will take to get from one place to another. The most common way to estimate travel time is by using a map or GPS device. This will provide an accurate estimate of how long it will take to get from one place to another. Additionally, businesses can use their own vehicles to calculate travel time costs. For example, if a business has a vehicle that goes at a certain speed, they can track how long it takes to get from one place to another and use that information to estimate travel time costs.

Once businesses have a good estimate of how long it will take to get from one place to another, they can then calculate the cost of travel time. This can be done by taking the estimated travel time and multiplying it by the cost per hour of the service. For example, if a business charges $50 per hour for its services, and it estimates that it will take two hours to get from one place to another, then the cost of travel time would be $100.

Setting Up a System for Charging for Travel Time

In order to effectively charge for travel time, businesses must set up a system for doing so. This includes identifying a rate for travel time, determining when to charge for travel time, and establishing a policy for billing for travel time.

The first step in setting up a system for charging for travel time is to identify a rate for travel time. This should be based on the cost of transportation, fuel, and other expenses associated with travel. Additionally, businesses should consider the value of their time and expertise when setting a rate for travel time.

The next step is to determine when to charge for travel time. Generally, businesses should only charge for travel time if it exceeds a certain amount of time. For example, if a business estimates that it will take two hours to get from one place to another, then it should only charge for travel time if it actually takes more than two hours.

Finally, businesses should establish a policy for billing for travel time. This should include details such as the rate for travel time, when to charge for travel time, and any discounts or incentives that may be offered for travel time. It is important to clearly communicate this policy to clients so that there are no misunderstandings about the cost of travel time.

Examples of When and How to Charge for Travel Time

There are several examples of when and how to charge for travel time. For instance, businesses may want to charge for long distance travel, such as trips that require more than one hour of driving. Additionally, businesses may want to charge for on-site visits, such as visits to a client’s home or office. Finally, businesses may want to charge for multiple stops, such as stops at multiple locations or for multiple tasks.

Tips for Negotiating Travel Time Charges with Clients

When negotiating travel time charges with clients, it is important to be transparent about the cost of travel time. This means discussing the need to charge for travel time up front, as well as any discounts or incentives that may be offered for travel time. Additionally, businesses should be clear about when they will charge for travel time, as well as any policies they have in place regarding billing for travel time.

It is also important to remember that travel time is often a necessary part of providing services. As such, businesses should be willing to negotiate with clients in order to reach an agreement that works for both parties. This could include offering discounts or incentives for travel time, or adjusting the rate for travel time. Ultimately, it is important to be flexible and open to negotiation when it comes to charging for travel time.

Charging for travel time can be an effective way for businesses to increase profits. By understanding the benefits of charging for travel time, as well as different ways to calculate costs, setting up a system for charging for travel time, and examples of when and how to charge for travel time, businesses can ensure that they are properly compensated for their time and effort. Additionally, businesses should keep in mind tips for negotiating travel time charges with clients, such as discussing the need to charge for travel time up front, offering discounts or incentives for travel time, and being transparent about travel time charges.

(Note: Is this article not meeting your expectations? Do you have knowledge or insights to share? Unlock new opportunities and expand your reach by joining our authors team. Click Registration to join us and share your expertise with our readers.)

Hi, I'm Happy Sharer and I love sharing interesting and useful knowledge with others. I have a passion for learning and enjoy explaining complex concepts in a simple way.

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8 Expenses You Should Invoice Clients For

Making mistakes is a part of life, but when you’re running a business, it can turn into a costly issue. If you’re not taking steps to minimize mistakes, then you’re going to quickly run your business into the ground.

One mistake businesses (particularly freelancers and small businesses) frequently make is not charging clients for certain expenses.

There are times when you have to pay out of your own pocket to get the job done. For instance, when you have to travel in order to complete a project.

This expense incurs due to the client’s project so it’s only right to charge them for the expense. But this is only one example of the types of expenses you may incur on behalf of your customers.

If you find your business is operating at a loss, then this means you’re spending more than you’re earning. Your client-related expenses are one area you want to check.

But whether you’re looking to boost your income to increase your bottom line or to get out of debt, you’ll find this guide helpful.

Let’s review some of the invoicing expenses every business should charge clients for.

1. Time Spent Consulting

When you consult with your clients, you’re giving up precious time that can go towards operating your business and gaining a profit. But the consultation is where you show off your expertise and possibly earn yourself a new client.

So a lot of businesses, especially smaller ones, feel the need to offer consultations for free. Now, this is alright to do for the initial consultation to help drive more traffic to your company.

However, you don’t want to make every phone call and virtual conversation free. Anytime you’re spending hours consulting a customer, it should be billed.

There are several ways you can do so. For example, if you sell services as a package deal, you can include a certain number of consulting hours within the package.

Then every 30 to 60 minutes over that amount is billed at X amount.

Or you can flat out charge customers for consultation phone calls where you answer questions and give out advice.

You’ll spend a lot of time consulting with new customers, squaring away a plan of action for them. And while this is fine, you also need to realize that your time is valuable.

There needs to be clear boundaries so your clients aren’t calling you constantly, taking you away from doing paid tasks.

Be sure to notify clients in advance that you charge a consulting fee and at what rate.

Obviously, there are exceptions to this. You wouldn’t want to bill a client for a five-minute conversation you had over the phone, or a quick coffee meeting where you briefly discuss business. Strike a healthy balance between charging for your expertise and the time you spend building relationships with your clients.

2. Expenses for Travel

As we mentioned earlier, there are times when you have to travel in order to provide a service to a customer. For example, if you’re a photographer and you’re hired to capture photos of a model across the state, then you have to travel.

You may also have to travel to meet with the client and their partners throughout a project.

But whatever the reasons for the travel – if it’s directly related to a particular client, then that client should be billed appropriately.

Now, the expenses that should be included aren’t just for your plane tickets. But also for your hotel room, dining, and transportation (i.e. rental car or taxi rides).

It’s important to tell clients ahead of time about your intent to charge them for travel expenses incurred. This way, they’re not surprised when they receive the bill.

Once they ask that you travel, inquire about them covering the expenses. This can be in the form of reimbursement so you can get an accurate quote before sending your invoice.

In some cases, you may request the initial expenses upfront, such as for the hotel and airline tickets. Then send an invoice for the additional fees that incur throughout the trip.

But it’s whatever works for you and your clients.

3. Time Spent Researching

Your time as a professional is precious and billable.

If you’re required to do research for a client’s project, then this should be billed. For example, if you’re a marketer and advertiser, then you have to research the client’s business and its customers.

This can take quite some time to complete – in some cases days or even weeks. Research may consist of talking to employees, business partners, and customers.

Or it can be pouring over a client’s business documents or data from outside resources.

It all counts as billable hours and should be treated as such. You can use a time-tracking app to manage the time you spend on research.

One platform you can use is invoicely, which you can use to track hours spent on specific tasks. These tasks can then be itemized into your invoice and emailed to your clients.

4. Expenses for Supplies

Depending on the services you offer, you may use a variety of supplies to complete tasks for your customers. For example, you may need to print and copy documents, which takes up paper and ink.

It’s essential to keep track of all the items you use for the project so you can properly bill them for it. Now, if you end up buying supplies that you can use for other projects for other clients, then you should either not bill them for it or only bill them for the portion used for that particular customer.

You can even include fees for subscription services you subscribe to in order to complete a project. For example, a subscription for a research database or a platform to make completing the project easier.

5. Costs for Shipping

If you’re a company that sells physical products, then shipping fees will become an issue. Either you’re going to cover the costs or you’re going to charge your customers for it.

Or maybe you offer a service and need to ship items occasionally. Either way, you need to go over the expenses to determine who should cover it.

If it’s a one-time mailing that only requires an envelope and a stamp, then it’s probably something you can handle. But if it’s frequent mailings to the same customer, then this is a charge you want to include in your invoice.

The shipping cost should include the envelope, packing materials, and box, as well as the fee you pay to the shipping company.

6. Fees Associated with Payments

When a customer pays you, do you have to fork over some of the income for fees? If so, then you may want to charge them for that.

For example, online payment platforms like PayPal charge a 2.9% for every sale you make. This can quickly grow into a large expense if you invoice frequently and for large sums of money.

If you cash checks without a bank account, then you’re charged for that as well.

Even credit card and debit card transactions come tied to fees.

However, you don’t want this to deter you from using these convenient forms of payment. This will make it easier for your clients to pay, which means more on-time payments.

Just include the fees in your invoice, but not before letting them know up front about the charge.

7. Late Payments

Late payments is a real issue for businesses across the world. Wasting time tracking down unpaid invoices and trying to connect with clients for payment isn’t something any entrepreneur should deal with.

This interrupts your cash flow and takes away from productivity since you have to play bill collector.

So to make up for this (or even deter it) is to charge a late payment fee . Again, let clients know ahead of time that you intend to charge a fee for late payments.

Also, state when the late fee goes into effect – for example, is it immediately at midnight or 48 to 72 hours after the due date?

Make sure the terms are clear in your contract, as well as your invoice.

8. Other Related Expenses

It’s hard to list every single expense you may come across when providing products and services for customers. But if there are expenses directly related to your project or client, then it’s something you should consider charging.

For example, maybe you have to buy a specific type of equipment to complete their project (and that isn’t likely to be used for future clients), then you need to charge them for this.

Whatever expenses you incur while on the road or in the office should be considered a project-related expense. Just use your better judgment to determine if it’s worth charging for.

You don’t want to nickel and dime your clients, especially if it’s for something small. If the expense isn’t going to hurt your bottom line, then it may be alright to overlook it.

Also, don’t forget to save all of your receipts to prove your expenses.

Being Professional About Charging Clients for Expenses

Your relationships with customers are just as important as getting paid. If they don’t like doing business with your company then you’re going to have to constantly look for new clients.

Loyal customers can save your business money that would otherwise go to marketing and lead acquisition expenses.

By being professional and outlining the expenses you charge for and including an itemized list in your invoice, you can instill trust and ensure you’re paid fairly.

Do you currently charge clients for expenses? Let us know in the comments which expenses you charge for (or plan to charge for)!

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Do Consultants Charge for Travel Time?

Consulting services have become an essential part of the business world, and entrepreneurs and CEOs utilize these services to gain new insights and perspectives. However, one of the most debated aspects of consulting services is whether or not consultants charge for travel time in their overall consultant’s payment structure . This topic has become a major concern among businesses, and in this blog post, we will provide a comprehensive guide on whether consultants charge for travel time.

Does Charging for Travel Time Depend on the Consultant?

Yes, it does depend on the consultant. Many experienced consultants charge for travel time, while others may offer discounts or waive fees. It is important to note that consultants who are new to the industry may waive travel fees to increase their client base, while established consultants may be more inclined to charge for travel time.

Do All Consultants Charge for Travel Time?

No, not all consultants charge for travel time. Many consultants incorporate travel costs into their overall service fee, and some consultants may impose a separate fee for travel costs. Regardless of whether the consultant charges extra fees for travel time or not, it is important to inquire and clarify any travel-related expenses upfront before contracting the consultant’s services.

How Are Traveling Charges Calculated?

Typically, traveling charges are calculated in one of two ways – a fixed rate or an hourly rate. A fixed rate is a one-time fee that consultants charge to cover all travel-related expenses, including airfare, hotel stays, and ground transportation. An hourly rate is calculated based on the consultant’s hourly rate, and the time spent traveling is calculated in addition to the consulting service fees.

Should Clients Negotiate Travel Costs?

Clients are welcome to negotiate travel costs with consultants. However, it is essential to keep in mind that a consultant’s travel costs are a significant expense, and it may not be feasible to have them reduced or waived altogether. That being said, clients can request more cost-effective travel arrangements, such as economy class travel and less expensive accommodations.

How Do Consultants Justify Charging for Travel Time?

Consultants often justify charging for travel time by highlighting the benefits that the client gains from their expertise and experience. Traveling to the client’s location allows for a better understanding of the business and its needs, and the consultant can provide more effective solutions as a result. Additionally, charging for travel time is an industry standard, and it helps consultants manage their cash flow and cover costs incurred during travel.

In conclusion, it is evident that consulting industry practices around charging for travel time vary based on the individual consultant or consulting firm. Clients should clarify and confirm all expenses before contracting a consultant’s services, and it is essential to understand the factors that influence whether or not consultants charge for travel time. While it is the norm for consultants to charge extra fees for travel time, especially for longer commutes, clients can pursue cost-effective travel arrangements as part of the negotiation process. Ultimately, the best approach is to seek out experienced, reputable consultants whose services are worth the cost, even if this includes extra expenses for travel.

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Do you charge clients for your travel?

While most designers are willing to travel anywhere for the right job, this time adds up and takes away from time on other jobs. With that in mind, we asked six designers— Breegan Jane , Sarah Latham , Mark Lavender , Lauren Lerner , Gala Magriñá and Colette van den Thillart —whether they bill for travel expenses.

Time Is Money “I have always charged for travel time, as it’s part of the hours spent on the job, and we bill hourly—so, time is money! Travel time is often time I cannot spend on another job. I charge hourly for job sites within driving distance, and a fixed rate for out-of-town clients where flights are required—which amounts to less than the actual time spent traveling, especially if you factor in time at the airport; it usually amounts to about half the actual travel time, which in my mind seems fair to both parties. We have not changed our policy due to COVID. However, it’s meant that clients are more willing and able to see a little less of us and accept a little less hand-holding.” — Colette van den Thillart , Toronto

Jet-setter “If an opportunity presents itself to travel, we are always willing to work with the needs of our clients. Our larger-scale projects are usually on a retainer, and this offers savings to both our clients and our firm if travel is required. Not too long ago, I traveled to Italy, where I sourced marble for a project in Bel Air. Our primary focus is to help our clients regardless of our spend.” — Breegan Jane , Los Angeles

The Full Day “I definitely charge a travel fee if a client lives in another city. If their home is nearby, I just charge my hourly rate. If we have to fly to them, I bill for the entire day of travel. Our time is valuable, and traveling to a client restricts opportunity to have consultations with other potential customers. These policies were in effect before COVID, but now, we’re trying to do more virtual initial consultations as opposed to in-person consultations. We charge an initial consultation fee for local clients, and a higher one for out-of-town and out-of-town virtual clients.” — Lauren Lerner, Living With Lolo, Scottsdale, Arizona

Staying Close to Home “Our design team works for the same value regardless of location. That policy hasn't changed with COVID. The past year has given us the opportunity to stay local in our location, but we are still telecommuting constantly. It is nice to have more time to focus on the design work we want to do regardless of location, [rather than] the hustle and bustle of traveling.” — Sarah Latham, Latham Interiors, Ketchum, Idaho

Energy reading “Before COVID-19, we would fly out for the original pitch meeting and cover this cost as a business expense. There is nothing like being in the room with a potential client—especially if it’s a new client—exchanging energy and feeling each other out. I believe it is just as important for the client to see us face to face as it is for us to see them. A lot of our commercial projects can take up to a year or more, which is a lot of time to be spending with someone, and it’s important that there is a good synergy from the beginning. Once we book a project, we bill our clients for travel costs for site inspections and installations that our team needs to be present for.” — Gala Magriñá , New York

City limits “We charge for all travel expenses outside of our metropolitan area. We charge for our time at a reduced rate and submit reimbursable expenses to the client at the time of travel with markup. This has always been our policy, and we discuss this [upfront with] out-of-town clients. Most times, our out-of-town clients have been ones we worked with locally and they either moved to another city or hired us for their second homes. Sometimes, if they prefer, we will estimate the travel costs and include it as a lump sum allowance so our clients have a good idea of the cost associated with travel.” — Mark Lavender , M. Lavender Interiors, Chicago

Homepage photo: A project by designer Lauren Lerner of Living With Lolo | Photo: Life Created

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Billing travel time charges | Consultant Journal

What do you charge for travel time? When you need to go out of town to see clients, you need to consider your fees for travel time. Billing travel time recently came up at Metafilter, where someone asked what consultants charge for travel time.

You won’t find much information about billing travel time online. This ancient thread at TECHWRL on consultant rates for travel time is one of the very few online resources, save for an engineering discussion on consulting billing for travel days . That’s why I wrote Consulting Fees: A Guide for Independent Consultants.

 Why the hush on consulting rates for travel? Most consultants like to keep their practices under wraps, so their competitors will be less able to underbid them. They also prefer not to let their clients and prospective clients catch on to their bills!

So how do you go about billing clients for your travel time? Consider these points:

• What will the market bear? A senior engineering consultant may be in better position to negotiate than a junior freelance writer.
• What is your competition doing? If everyone in your field charges 50% for travel time, you may not be able to break away without being punished by competitors (or sending clients to your lower-priced competitors). See our Consulting Course if you need help with analyzing the  competition or market.
• What’s your relationship with the client like? If you’re trying to win a new client, you might be a little more flexible than usual. In comparison, you might be willing to cut a long-time client a deal.
• Can you do work for the client while you’re traveling? If you can do other work for the client while you’re in transit, you can point this out, putting yourself in a better position to negotiate for full pay.
• Can you do work for other clients? Accepting 50% or 75% for travel time might not be so bad if you can bill other clients for time you spend working on the plane, at the airport, or in restaurants.
• What’s the minimum you’ll accept? Always go into negotiations knowing the very minimum you’re willing to accept. That way, you’ll know when to walk away – and when you’re getting more than you bargained for.

 How do you set consulting rates for travel time? Drop me a line.

FREE OFFER: Get a copy of my famous article on consulting fees, along with a free six-part mini course –  click here . It will give you a taste of what I offer in my book, Consulting Fees .

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“Billing travel time charges” from Become a Consultant Blog at ConsultantJournal.com.

16,743 thoughts on “Billing travel time charges | Consultant Journal”

Hi, Thanks for the useful article. I prefer using Invoicera for time and expense billing, It is a very user friendly product for consultants.

Manager http://www.invoicera.com

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Travel Time

Time spent traveling during normal work hours is considered compensable work time. Time spent in home-to-work travel by an employee in an employer-provided vehicle, or in activities performed by an employee that are incidental to the use of the vehicle for commuting, generally is not "hours worked" and, therefore, does not have to be paid. This provision applies only if the travel is within the normal commuting area for the employer's business and the use of the vehicle is subject to an agreement between the employer and the employee or the employee's representative.

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Handy Reference Guide to the Fair Labor Standards Act - Answers many questions about the FLSA and gives information about certain occupations that are exempt from the Act.

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Travel time as hours of work, applicability.

This information applies to GS, FP, and FWS EXEMPT and NONEXEMPT employees.

When is Travel Compensable

Time in a travel status away from the official duty station is compensable for EXEMPT and NONEXEMPT employees when the travel is performed within the regularly scheduled administrative workweek, including regularly scheduled overtime. In addition, travel is compensable for both categories of employees for purposes of meeting the daily and weekly overtime standards when it:

• Involves the performance of work while traveling, (e.g., as a chauffeur or courier);
• Is incident to work performed while traveling (e.g., a courier's travel relative to the spot where further travel to deliver a diplomatic pouch would begin);
• Is carried out under such arduous and unusual conditions that the travel is inseparable from work; or
• Results from an event which could not be scheduled or controlled administratively, including travel by an employee to such an event and the employee's return from such an event to his or her official duty station.

For a NONEXEMPT employee, travel meeting the weekly overtime standard (but not the daily overtime standard) also includes:

• Travel as a passenger on an overnight assignment during hours on nonworkdays which correspond to regular working hours; and
• One-day travel as a passenger to and from a temporary duty station (not including travel between home and the employee's normal duty station).

Who Makes the Determination

Officials to whom authority has been delegated to authorize or approve travel on official business are responsible for determining whether travel outside the regularly scheduled workweek meets any of the conditions for hours of work.

How Much Travel Time is Creditable For Pay

When travel outside the normal workweek constitutes hours of work, the following rules will apply in determining the amount of time in a travel status that is deemed hours of work for premium pay:

When is an employee in travel status . An employee is in a travel status only for those hours actually traveling between the official duty station and the point of destination, or between two temporary duty points, and the usual waiting time which interrupts travel.

When traveling by common carrier . Time in a travel status begins with the scheduled time of departure from the common carrier terminal, and ends upon arrival at the common carrier terminal located at the destination. However, when the employee spends 1 hour or more in travel between the common carrier terminal and place of business or residence, then the entire time traveling between the carrier terminal and place of business or residence (that is actual time traveling, exclusive of waiting time at the terminal prior to the scheduled departure time) counts as hours of work.

Waiting time . Usual waiting time between segments of a trip or at common carrier terminals counts as worktime for premium pay (up to 3 hours in unusually adverse circumstances, e.g., holiday air traffic, severe weather) provided travel away from the duty station is compensable because it meets any of the conditions of this Section.

Authority to Order Noncompensable Travel

Congress has not provided a remedy whereby an EXEMPT employee who performs official but noncompensable hours of travel may be compensated (57 Comp. Gen. 43, 50, 1977). A manager does, however, have the authority to schedule official travel that is noncompensable. As a requirement of 5 CFR 610.123, the manager must record the reasons for ordering such travel in a memo to be filed with the employee's Time and Attendance Report (T&A). A copy of the memo must be given the employee if the employee requests it.

Work performed while traveling . In order to meet the intent of the law as defined in the majority of Comptroller General decisions, work performed while traveling must be work which is inherent in the employee's job and which can only be performed while traveling, e.g., chauffeuring, hurricane reconnaissance performed aboard a plane flying into the eye of the hurricane, etc. Discretionary work such as review of a scientific presentation by a scientist or treaty papers by a foreign service officer enroute to a meeting is work which could be performed in an office independently of travel and does not satisfy the definition of work while traveling and is, therefore, not compensable for purposes of overtime. (B-146288, January 3, 1975)

Work incident to work performed while traveling . Travel which is incident to work performed while traveling must also meet the definition of "work performed while traveling" above. Travel which is necessary to meet another mode of travel is compensable for overtime purposes if the traveler performs work while traveling which is an inherent part of the job and which could only be performed while traveling, for example, a motor vehicle operator who is ordered to travel by plane in order to take responsibility for a truck which he or she is then to deliver to its permanent location (57 Comp. Gen. 43 (1977), or a courier who travels to pick up and deliver a pouch (B-178458, dated June 22, 1973). Travel and incidental transport of files is not within the definition since the transportation of files is work not inherent in the job (B-181632, dated April 1, 1975).

Travel under arduous conditions . Arduous means more than the inconvenience associated with long travel delays, unbroken travel, unpleasant weather, or bad roads. Prolonged travel in heavy blowing snow which makes driving difficult but stops short of endangering the employee might be considered arduous. A distinction must be made between travel which is arduous and travel which is hazardous duty. Each case must be judged on its own merits (B-193623,

July 23, 1979).

Travel resulting from an event which could not be administratively scheduled or controlled . An event that cannot be administratively scheduled or controlled implies immediate official necessity for travel. If it is discretionary when the employee begins travel, not including the minimum necessary time to make travel arrangements, the notion of immediate necessity which is implied by an event that could not be scheduled or controlled is lacking and the intent of the law as defined by the General Accounting Office is not satisfied. Therefore, time spent in such travel would not be compensable for overtime purposes

(B-186005, August 31, 1976).

Within the agency's administrative control . Whether the scheduling or timing of the event that precipitates an employee's travel was within the administrative control of the agency is strictly interpreted in decisions of the Comptroller General (CG). Travel on overtime to and from a meeting arranged at the discretion of two Federal agencies is not compensable since agencies have it within their power to ensure that the employee travels during work time (B-146288, January 3, 1975 et alia).

For the same reason, travel to and from training which is conducted by the government, under government contract or by a private institution solely for the benefit* of the government is not compensable since the government has it within its power to ensure that the start and end times of such training allow the employee to travel on work time (B-190494, May 8, 1978; also, 66 CG 620, 1987).

*In William A. Lewis et al, 69 CG 545 (1990). The CG ruled travel on overtime to and from training that is given by a private institution is compensable because government cannot control the private institution or its scheduling of the course. The Lewis opinion further held that the notion of "immediate official necessity for travel" which prior CG decisions have held must be present in travel which responds to an event that is not schedulable or controllable was established by the start time of the class. To be present when the class began, the employees had to travel on Sunday.

NOTE : The regulations which govern training time which is compensable as overtime and travel to and from training are separate and distinct. The circumstances under which premium pay may be paid while an individual is in training are covered in the section titled Premium Pay and Training.

Meeting abroad - a matter of accommodation . An employee's claim for overtime compensation for travel overseas to be present at the opening of a conference with representatives of a foreign government was disallowed. Although the employee's agency indirectly scheduled the meeting through the USAID Mission, the Comptroller General ruled the lack of governmental control envisioned by law and regulation for travel on overtime to be deemed compensable was not present. (Gerald C. Holst, B-202694, January 4, 1982; and B-222700, dated October 17, 1986).

NOTE : The Lewis decision (see discussion above) precipitated a review of CG decisions with the result that government control of events was sufficient to validate all previous decisions except one: Gerald C. Holst, was overruled. In overruling the 1986 decision, the Comptroller General found the agency to lack control of the scheduling of the meeting to an appreciable degree. Further, the start time of the opening conference established the immediate official necessity for travel. Travel, was, therefore, compensable.

Failure to plan . An employee who travels outside his or her normal tour of duty to perform maintenance on equipment so that the equipment can perform necessary functions in accordance with operational deadlines is not performing compensable travel if the maintenance responds to gradual deterioration which could have been prevented if maintenance was scheduled on a timely basis (49 Comp. Gen. 209, 1969).

Two-day per diem rule . An employee may be required to travel on his or her own time if in order to allow the employee to travel during working hours, the agency would be required to pay two days or more per diem. However, the two-day per diem rule does not of itself support an entitlement to overtime compensation for the employee. To be compensable at the overtime rate, travel must respond to an event that could not be scheduled or controlled administratively and there must be an immediate official necessity for the travel to be performed outside the employee's regular duty hours (60 Comp. Gen. 681, 1981).

Return travel . When an employee performs compensable overtime by traveling to an event which could not be controlled or scheduled, he or she is automatically eligible for compensation for return travel to his or her duty station.

Disparity in hours of work means disparate overtime entitlement . Because FLSA provides two situations in which a NONEXEMPT employee, but not an EXEMPT employee, can be paid for travel on overtime hours, (specifically, during hours on nonworkdays which correspond to regular working hours and for one-day travel as a passenger to and from a temporary duty station), it is possible for a NONEXEMPT employee to be paid for travel when an EXEMPT employee in the same situation is ineligible for overtime pay.

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If You Want Your iPhone to Charge Faster, Try These 9 Tricks for iOS

Before you plug in your iPhone, consider these factors that could speed up your charging.

Wireless charging might be convenient, but it could slow you down.

Charging your  iPhone  is simple, right? While that's technically true, several different factors can impact how quickly and efficiently your iPhone charges.

If you're in a rush and need your phone to charge as quickly as possible, you need to take certain things into account, like where your phone is being plugged in, what settings are enabled (or disabled) and what kind of charger you're using. If not, you might end up with an iPhone that's barely charged, and before you know it, it'll die when you need it most.

In the guide below, we'll show you nine tips and tricks that can help you charge your iPhone as quickly as possible when you're in a hurry. Here's what you need to know.

If you're on the go and need to charge your iPhone, check out this list of the best power banks in 2024 .

Stop using that super old charger

The quickest way to charge your iPhone is with a fast charger: a 20-watt power adapter with a USB-C to Lightning cable . As long as you own an iPhone 8 or later, you can fast-charge your phone from dead back up to around 50% battery in about 30 minutes. If you have an hour to spare, you can fully charge it. Even just 10 minutes of fast charging can boost your battery by double digits, so if you're short on time, always go for the fast charger option.

Apple no longer provides power adapters when you buy a new phone, only the cable, but you can purchase Apple's 20-watt power adapter from Apple and Amazon . According to Apple, you can also use other compatible fast-charging power bricks , but you'll need at least a 20-watt brick to fast-charge an iPhone 12 and later.

Mkeke makes a 20-watt charger .

A wireless charger is good, but this model is the best

The second-fastest way to charge your iPhone is with Apple's MagSafe charger and a 20-watt power adapter, but for this to work you must own either an iPhone 12 or later to get the faster 15-watt wireless charging. If your iPhone is dead, you should get to around 30% battery in about 30 minutes of wireless charging.

This doesn't mean you can use any Qi wireless charger, which is the industry standard, for fast charging. While the MagSafe charger supports 15 watts, a Qi charger only gives you up to 7.5 watts, which is much slower than a MagSafe, and only slightly faster than the traditional 5-watt wall charger . Be aware that magnetic wireless chargers that aren't MagSafe-certified will also charge at the slower 7.5-watt speed.

The MagSafe charger can be fast, but only in certain scenarios.

Please stop using your computer to charge your iPhone

Your laptop might seem like a convenient way to charge your iPhone, especially if you spend most of your day in front of a computer and want to keep a close eye on any incoming text messages and notifications. Unfortunately, your computer will always charge your phone slower than any wall charger or wireless charger.

Your computer's USB port, whether it's a bigger and older USB-A or the newer, smaller USB-C, cannot deliver the same amount of power as any wall outlet can -- even a 5-watt power adapter. That's especially true if you have an older computer with a faulty USB port or an incompatible charging cable, both of which can slow down the charging process further.

Using a MacBook might seem like an easy way to charge your iPhone, but it's slower than any wall charger.

Also, keep your hands off your iPhone when it's charging

If you want your iPhone to charge as quickly as possible, try to stay off of it as much as possible. If you're streaming videos or playing mobile games while charging your iPhone, the battery will charge much slower, so just leave it untouched if you can.

Turn off your iPhone to speed up your battery charge

Even if your screen is sleeping, your phone is still working in the background, constantly refreshing applications, sending out notifications and turning your screen on, all of which wastes battery. If you want your iPhone to charge quicker it's best to turn it off.

If you don't want to turn off your iPhone, switch to airplane mode

If you don't want to turn off your iPhone but still want to help it charge faster, you can turn on airplane mode, which disables all wireless transmission functions like cellular, Wi-Fi and Bluetooth, which consume power. If they're off, your iPhone can charge quicker. This way, you can also quickly turn airplane mode off to quickly check on any text messages or phone calls you might be waiting on.

Airplane mode will stop notifications from coming in, but will preserve battery while you're charging your iPhone.

Tweak these iPhone settings to charge your battery faster

You know all of those tips that help you preserve your battery in the first place? You can use those same features and settings to help your iPhone charge faster if you don't plan on turning it off.

• Low power mode . Turn it on to reduce or affect battery-consuming features like 5G, display brightness, auto-lock, background app refresh, automatic downloads and more.
• Dark mode : The jury is out on exactly how much dark mode actually saves battery life, but turning it on while you're charging your iPhone doesn't hurt, especially if every percent matters.
• Lower your screen brightness : The brighter your screen, the quicker your battery drains, so turn it all the way down while it charges.

Apple's low power mode helps conserve iPhone battery life. 

This iPhone feature might be slowing down your charging

Apple has a built-in tool that helps prevent your iPhone battery from degrading as fast, but this same feature also makes your device charge slower. While the feature typically only slows down your iPhone during long periods of charging, and usually overnight, it still might be worth disabling when you're charging your phone. Go to Settings > Battery > Battery Health and toggle off Optimized Battery Charging to turn off this feature.

You might just need a new iPhone battery

In the same settings page where you can disable optimized battery charging, you can also check out your battery's health. If you see a message, like "Your battery's heath is significantly degraded," you should look into making an appointment with Apple to replace your battery. A degraded battery doesn't hold charge as well, so it'll drain more quickly. A new battery will improve your overall battery life.

You can check out how much it will approximately cost to replace your battery on Apple's iPhone Battery Service website . The price depends on your service coverage and the make and model: for the iPhone 15 series, the estimate is $99.

Go to Settings > Battery to check out your battery health.

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Avoid Being Stranded on the Road with This Jump Starter on Sale for $70 Protecting your time is essential when running a business.

By Entrepreneur Store • Apr 26, 2024

Disclosure: Our goal is to feature products and services that we think you'll find interesting and useful. If you purchase them, Entrepreneur may get a small share of the revenue from the sale from our commerce partners.

Entrepreneurs and business professionals who spend a lot of time on the road know firsthand that an unexpected dead battery could be the difference between closing and losing a crucial deal due to a missed meeting. For around-the-clock protection against such an occurrence, consider outfitting your car with a capable jump starter .

For a limited time only, this TYPE S 12V 6.0L Battery Jump Starter—featuring a built-in cable, LCD, and 8,000mAh Qi power bank—is on sale for just $69.99 (reg. $119).

This portable device can jump-start dead batteries for engines up to 6.0L and diesel engines up to 3.0L. If you need any help navigating a jump-start situation, it comes with an intuitive Intel-Step Jump Guide , which offers step-by-step instructions and safety notifications about how to go about your jump-start.

You can view the guide via the LCD screen on the jump starter. It also comes with integrated LED lights to help flag down help if you're stranded on the road. It comes with modes for flash, strobe, and emergency S.O.S.

To keep your most important devices powered through this versatile device, you can always hook up to the built-in USB-C charging cable stored under the 8,000mAh power bank with fast-charge USB-A and USB-C ports. The device also comes with a Qi wireless charging pad, which you can simply rest your phone on to juice it up.

Don't miss your chance to pick up this Battery Jump Starter and Power Bank on sale for just $69.99 (reg. $119).

StackSocial prices subject to change.

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No need for a Kill-A-Watt — fleet management companies can deploy ChargePoint’s Home Flex residential charging stations to keep track, which can tap into cheaper residential electric rates, as well as save time and money on stops at chargers.

ChargePoint says its software can handle reimbursement at public charging stations , and integrate with other fleet management software thanks to an open API.

[ ChargePoint ]

I traded in my MacBook and now I’m a desktop convert

Tesla’s autopilot and full self-driving linked to hundreds of crashes, dozens of deaths, this self-transforming megatron is as badass as it is expensive, blizzcon 2024 has been canceled, dji might get banned next in the us, more from this stream all the news about ev charging in the us, the united states now has one ev charging station for every 15 gas stations., google maps will use ai to help you find out-of-the-way ev chargers, rivian’s new software update will help you avoid all the broken ev chargers, rivian owners now have access to tesla superchargers.

U.S. tourist faces 12 years in prison after taking ammunition to Turks and Caicos

An Oklahoma man faces up to 12 years in prison on a Caribbean island after customs officials found ammunition in his luggage.

Ryan Watson traveled to Turks and Caicos with his wife, Valerie, to celebrate his 40th birthday on April 7. They went with two friends who had also turned 40.

The vacation came to an abrupt end when airport staff members found a zip-close bag containing bullets in the couple's carry-on luggage. Watson said it was hunting ammunition he had accidentally brought with him — but under a strict law in Turks and Caicos, a court may still impose a mandatory 12-year sentence.

"They were hunting ammunition rounds that I use for whitetail deer," Watson told NBC Boston in an interview conducted last week that aired after their first court appearance Tuesday.

"I recognized them, and I thought, 'Oh, man, what a bonehead mistake that I had no idea that those were in there,'" he said.

The couple were arrested and charged with possession of ammunition. Authorities seized their passports and explained the penalties they faced.

Valerie Watson said in the interview: "When I heard that, I immediately was terrified, because I was like we can't both be in prison for 12 years. We have kids at home, and this is such an innocent mistake."

The charges against her were dropped, and she returned home to Oklahoma City on Tuesday after the court hearing to be reunited with her two young children.

"Our goal is to get Ryan home, because we can’t be a family without Dad," she said.

The couple also spoke about the financial burden of a much longer-than-planned trip. "This is something that we may never recover from," Ryan Watson said.

The U.S. Embassy in the Bahamas issued a warning to travelers in September about a law that strongly prohibits possession of firearms or ammunition in Turks and Caicos, an overseas British territory southeast of the Bahamas that is a popular vacation spot.

It said: "We wish to remind all travelers that declaring a weapon in your luggage with an airline carrier does not grant permission to bring the weapon into TCI [Turks and Caicos Islands] and will result in your arrest."

The embassy added: "If you bring a firearm or ammunition into TCI, we will not be able to secure your release from custody."

The embassy and the government in Turks and Caicos did not immediately respond to requests for comment.

The same thing happened to another American, Bryan Hagerich, of Pennsylvania, who was arrested after ammunition was found in his luggage before he tried to board a flight out of Turks and Caicos in February. He said he accidentally left it in his bag.

Hagerich was on a family vacation with his wife and two young children but has now been in the country for 70 days. He spent eight days in prison before he posted bail.

"It’s incredibly scary. You know, you just don’t know what the next day may bring — you know, what path this may take," Hagerich told NBC Boston.

"You know, it’s certainly a lot different than packing your bags and going away with your family for a few days. It’s been the worst 70 days of my life," he said.

Hagerich, once a professional baseball player, was drafted by the Florida Marlins in the MLB 2007 June amateur draft from the University of Delaware.

His case goes to trial May 3.

Patrick Smith is a London-based editor and reporter for NBC News Digital.

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Protests as Venice begins charging entry fee for day-trippers

April 25 has long been a historic day in Venice – the date is not just Italy’s Liberation day, but it’s also the feast day of the city’s patron saint, St. Mark.

But now Venice will notch up another dose of history for April 25 – as the day the city becomes the first in the world to charge day-trippers an entry fee.

There were protests as the day got underway with locals waving banners and holding up their passports in anger at the city being put behind a barrier in the style of a theme park or museum. Photos show police clashing with some protesters.

The long-awaited  contributo di accesso  (it’s styled as an ‘access contribution’ rather than a ticket) started at 8.a.m. on Thursday. The city council is running a pilot project until mid July to see if it can make the system work.

Anybody visiting Venice as a tourist for the day – except those who live in the local Veneto region – must pay the 5 euro ($5.40) charge if they arrive between 8 a.m. and 4 p.m..

Tourists staying overnight don’t have to pay, as an overnight tax is already added to their accommodation bills. However they too will have to register their presence to request an exemption to the fee. Essentially, anyone entering the city on dates the fee is charged must carry either a ticket or an exemption. The only exceptions are residents of Venice and people who were born there.

Hundreds of locals participated in a protest at Piazzale Roma, the entry point by road to the city, though the exact number was disputed. Protestors say that at its largest the group was 1,000 strong, while the authorities said that only 300 attended.

A smaller protest took place near the main train station with Venetians confronting the mayor who was giving interviews to various television crews. That protest ended up in an embrace with the mayor, according to news reports which captured the confrontation.

Ruggero Tallon, one of the main protest organizers and the spokesperson for anti-cruise ship campaign group No Grandi Navi, told CNN that the group had planned to erect a banner spelling out “Welcome to Veniceland” and hand out fake “tickets” to passersby, but were stopped by police. Instead they marched to Campo Santa Margherita, one of the city’s main squares.

“We rose up against the mayor’s idea of a closed city, a museum city,” Tallon told CNN.

“A ticket does nothing. It doesn’t stop the monoculture of tourism. It doesn’t ease the pressure on Venice. It’s a medieval tax and it’s against freedom of movement.”

He expressed concern that the project is being managed by a private company, which will receive people’s data, and suggested that other moves by the authorities – including angling for the return of cruise ships to the lagoon, and not yet restricting Airbnbs – are adding to the problem.

“With the one hand they are doing this, with the other they are doing everything to increase the number of tourists,” said Tallon, who called mass tourism a “global problem.”

“The only way [forward] is to repopulate the city – we have 49,000 inhabitants and there are more beds for tourists than residents,” he said. “Let’s try to make it possible for people to live here. Every house that’s lived in is a house taken away from tourism.”

Elena Gastaldello, president of Arci (Italian recreational and cultural association) of Veneto, who took part in the protest, said that the entrance fee will not control numbers.

“The ticket will not impose limits on tourist access to Venice as no maximum number of visitors has been established, but it will further transform the city into an amusement park,” she told CNN by phone.

“This measure is not accompanied by concrete policies for urban development, rent containment and ease of finding housing. It solves no problems.”

A spokesperson for the mayor’s office told CNN that 113,000 visitors registered for the first day, with about 80,000 doing so in advance. Of that number, 15,700 – a little over 10% – paid the fee.

Of the exemptions, almost 40,000 were hotel guests, and around 4,000 were friends or family of residents. Over 20,000 commuters and 13,000 students entered the city. School groups were also counted.

The council said that they inspected the credentials of nearly 14,000 people.

‘It’s laughable’

The registration scheme has spotlit the housing problems for residents – on the first day alone, 5,300 people had registered to enter the city as second home owners. Venetian residents now number less than 50,000, with tens of thousands squeezed out of the city to make room for second homes and Airbnbs.

In preparation for the first day, the council spent the past few days setting up checkpoints outside the train and bus terminals, with separate lines for “residents” and “tourists.” There is also a booth outside the train station for arrivals to pay the fee or register an exemption. Around 150 people have been employed to verify people’s documents and provide advice.

The fee will be charged on  29 days between now and July 14 . After that, mayor of Venice Luigi Brugnaro has said that they will review how the pilot project has gone before they decide how to continue.

“Nobody has ever done anything to regulate tourism and we believed it was necessary to do something,” he said in a statement on the first day of the project.

The fee has proved controversial with Venetians who fear that it risks turning the city into a theme park, and dislike the idea of having to register any guests.

As some locals geared up to protest the introduction of the fee, fully booked trains were pouring into the city from Milan and Rome.

The first tourists to be faced with the checkpoints on entering the city seemed unfazed.

“I think it’s a good thing – it wouldn’t deter me,” said Dominic Gagliano, a regular Italy visitor from from Scottsdale, Arizona, as he got off a train at Santa Lucia station.

“I went to Cinque Terre last fall and it was just impossible. And we just came from Verona – I was last there in 2015 and it has changed so much. I think if you want to come to Venice, you’re going to pay 5 euros to be here.”

Gagliano, who had booked an Airbnb, said that the host had sent the link to apply for an exemption. The process was fairly smooth, he said – other than having to phone an Italian number to get confirmation. “I don’t understand why they didn’t just have an email confirmation,” he said.

Caroline Butler, from Wilmington, North Carolina, was also in favor of the move.

“I went to Florence for the fifth time recently and I had to get out – the crowds were so thick,” she said. “It was like July.”

Canadians Denise Gomes and Brian Johnson from Ottawa said they had been keeping track of when the fee would be introduced, having heard about it in the news back home. Their hotel hadn’t informed them.

“I’m in favor of it – my assumption is it’s going to help pay for infrastructure to allow others to see Venice,” she said.

For Johnson, it’s important that visitors contribute to the destinations they travel to.

“People go on a cruise and don’t spend a penny, but someone’s got to pay,” he said.

“We always try to inject money into the local economy,” said Gomes. “It’s really important.”

Locals, however, remained skeptical. Paolo Brandolisio, who makes oars and forcole (Venice’s famous rowlocks for gondolas) told CNN that he doesn’t think the fee will help the city under siege from overtourism.

“They’re not putting an upper limit for entry, and today 80,000 people have booked – it’ll be a nightmare,” he said.

“What happens if 150,000 people book and they have to let them in? They say that people’s freedom must be respected, but that they must pay. It’s laughable.”

He suggested incentivizing visitors to stay longer, by offering discounts for longer hotels, for example – or simply limiting visitor numbers. Prioritizing life for locals was ultimately more important to preserve Venice, he added.

Achille Giacom, who was staging a one-man protest outside the train station throughout the afternoon, said that he was concerned about handing over data.

“It’s a measure of control on the population,” he said. “Data is just another resource. [Mankind] has used up the planet’s natural reserves and human reserves, and now it wants our data.

“Italians are usually the first to disobey, but with this it’s like they’re hypnotized.”

Barbie Latza Nadeau in Rome contributed to this story

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