Cost Calculator AI
Travel & Vacation

Business Trip Cost Calculator

Calculate corporate travel expenditures, tracking flights, business hotel nights, IRS per diem meal allowances, client entertaining, and employer reimbursement rates.

Calculation Results

Corporate Travel Expense Formula

Total Business Trip = Business Transit + (Business Hotel * Nights) + (Per Diem Meals * Days) + Client Entertainment + Conference Fees + Taxis
  • Business Transit: Airfare or high-speed rail booked within corporate travel policy.
  • Hotel & Per Diem: Lodging and standard GSA/IRS daily meal allowances ($60 to $85/day).
  • Reimbursement Split: Reimbursable corporate total versus non-reimbursable employee personal outlays.

Step-by-Step Worked Example

Scenario: An executive takes a 3-day (2-night) corporate trip: $520 flight, $210/night business hotel, $79/day standard meal per diem, $250 client dinner, $400 conference registration, and $90 in airport cabs with 100% reimbursement.

Calculation Steps:

  1. Lodging: 2 nights * $210 = $420.00
  2. Meals Per Diem: 3 days * $79 = $237.00
  3. Transit & Ground: $520 + $90 = $610.00
  4. Client Entertainment & Conference: $250 + $400 = $650.00
  5. Total Business Trip Cost: $420 + $237 + $610 + $650 = $1,917.00
  6. Reimbursable Claim: $1,917.00 ($0 out-of-pocket for employee)
Result: The total business trip expense is $1,917.00 ($639.00/day), 100% of which is eligible for corporate reimbursement.

How to Use This Calculator

  1. 1Input the duration of the business trip in days and nights.
  2. 2Enter airfare, business hotel rates, and corporate per diem daily meal allowances.
  3. 3Add client entertainment dinners, conference passes, and local rideshares.

Assumptions & Limitations

  • Nights stayed defaults to days minus one.
  • Corporate reimbursement follows standard accountable travel plans.

Frequently Asked Questions

What are GSA per diem rates for US business travel?

The U.S. General Services Administration (GSA) sets federal per diem rates for lodging and meals (M&IE). The standard continental US rate is $110 for lodging and $68 to $92 for meals, with major cities like San Francisco, NYC, and Washington DC featuring substantially higher caps.

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