Comments on: Billing travel time charges | Consultant Journal

By: admin

admin — Fri, 16 Mar 2012 05:10:45 +0000

Thanks for helping out a fellow reader, Barney.

By: admin

admin — Sat, 10 Mar 2012 21:24:14 +0000

I prefer to find ways to build it into the overall fee. However, I live in Vancouver and I would almost never drive more than 10 km to see a client, let alone 10 miles. I just prefer to work with people near me.

By: Amend

Amend — Wed, 11 Jan 2012 21:29:12 +0000

What about traveling ‘somewhat’ locally to visit a client? I have heard the rule of thumb to request travel time for any client visit greater than 50 mile radius from your office. How far should you drive for “free” before you charge your client?

By: Darin

Darin — Sat, 03 Dec 2011 21:40:40 +0000

I change clients for a specialized consultation, not by the hour. This obviously makes it difficult to figure travel costs. Local clients are charged a nominal travel fee, while those requiring several hours travel are expected to pay quite a bit more. If I have to travel by plane for three plus hours one way, stay in a hotel, etc., it is reasonable to charge the client the same travel rate as if I were driving for all time excluding the consultation itself? This sounds fair on the one hand, and excessive on the other.
Also, I am charging quite a bit for the consultation, which is conducted over a two day period, three or so hours per day. Thoughts, please?

By: Barney McClung

Barney McClung — Sat, 13 Aug 2011 06:23:25 +0000

In reply to Ella and how to bill for traveling with her client (boss), my billing for travel starts when I get into the cab or my vehicle to start the trip (I also charge mileage so I note the odometer and time). I note start times and mileage and what I’m doing for each project. This way I can bill separate clients appropriately if I’m working on more than one project while traveling. I charge until I’m in the hotel room NOT doing any work (reading material related to the project and writing reports – even logging my time is considered work). I do not bill for meal time – unless I am with the client discussing their project. I have found I’m more productive if I take a book or newspaper to read when I’m eating than review work related materials. I usually include a flat per-diem charge for meals which is adjusted based on what city I’m in. If I’m at a party with the client, I charge them. BUT the most important thing is I make sure to discuss with the client BEFORE the trip how and at what rate I will be charging them. I follow Andrea’s strategy for setting consultancy rates and I “discount” my travel time rate to $75/hr to reflect that I may not be working at 100% while traveling, but I am still working. As for a client bringing you onto the payroll, if it doesn’t happen within the first 90 days, it probably isn’t going to. Do not let the dangling carrot make you lower your fees or not charge for a service trying to curry favor. Charging appropriate rates communicates that you are confident your services are valuable. And the client may decide that it would be cheaper to hire you full-time. You don’t want them to feel that they would get a better deal stringing you along. Good Luck!

By: Gerry Seymour

Gerry Seymour — Mon, 01 Aug 2011 12:14:04 +0000

For international travel, I’d specify an upcharge % on the entire project cost. This would cover longer travel, the inability to interface with other clients during that time (tine zone mismatch, cost of calls, etc.), as well as the additional time usually lost to jet lag, not being able to reasonably fly home for a weekend, etc.

By: Mark

Mark — Fri, 15 Jul 2011 17:36:49 +0000

I bill 50% of my rate for travel time plus any additional costs.

For example, if I am driving to their location. I bill 50% plus the federal allowed limit per mile – something like 55 cents.

If i’m in a cab, I bill cab fare, plus 50%.
If i’m in a plane, I bill air fare, plus 50%.

I also bill for hotel rooms any other expenses related to business except for food and personal time.

However, if there’s work that I could be doing while in a cab or on an airplane, I bill the full hour for the hours I actually worked.

If I am with a client at an event, party, etc I bill 100%.

By: Yongho

Yongho — Mon, 07 Feb 2011 20:10:40 +0000

The reply here is VERY helpful. How about travel internationally, on those long and exhausting flights? Will those hours be paid as an extra compensation or counted as working hours? Thanks.

By: Charles

Charles — Mon, 12 Jul 2010 19:58:28 +0000

The accepted method, even for federal employees, is the clock starts ticking when you are picked up by the cab until you end business for the day and you are back in your hotel room (TV, rest and sleeping are not included). On the return trip the clock ends when you are dropped off at your home.
All meetings, conferences and client entertaining are included in billable hours.

By: Casey Xiao-Morris

Casey Xiao-Morris — Fri, 26 Jun 2009 00:09:33 +0000

Hi Andrea

They are great articles. I wish I found your them sooner.

I live in Redondo Beach and my client is located in Santa Monica. It is about 2.5 hours drive round-trip. I was requested to go to meeting or make a conference call in their office .The meeting lasted 1.5 hours, however the travel time is too long to ignore. Some have suggested I bill the client half of my normal rate at $45 per hour. Because my rate is on the low side. I am planning to bill them the normal rate on the travel time. I would love to get your opinions on this.

Thanks

Casey Xiao-Morris