Travel Fees

Depending on the needs of your organization, you may either

1) reimburse for exact travel costs (with mileage based on the Federal rate), or

2) use a flat travel rate, see below vehicle and air flat travel rates. 

​​

When an Exact Travel Cost Reimbursement is Best?

• ​Travel expenses vary significantly (e.g. airfare, lodging, mileage changes)

• Complex trips involve multiple locations, requiring flexible cost adjustments

• Transparency is required for contracts or compliance reasons

• Clients prefer paying actual costs rather than an estimated fee

​​​​​

When a Flat Travel Fee is Best?

• ​The travel distance is consistent and predictable (e.g. within a local radius)

• You want simplicity in billing without tracking individual expenses

• Clients prefer upfront costs instead of surprise variable reimbursements that are hard to budget for

• Standardized pricing is beneficial for budgeting and easy invoicing

​​​

HAR's Flat Travel Fees:

Includes discounted travel hourly rate, hotel expenses, and mileage expenses. If air travel is warranted, it would necessitate both vehicle and air travel fees.

• When only vehicle travel is needed, look up with the travel mileage of the cumulative trip intercepts with the number of overnights needed for the trip.

• When air travel is needed, do as before for the vehicle travel fee AND add the fee to the air travel fee based on the flight type's fee AND add $65 for every 50 mi travel needed for rental car.

​

​

​