Most of my life has been spent in industry, and possibly the accepted business approach regarding instructor's business travel may be worth considering as an option:
Example Requirement: Customer facility in Miami requires an engineer from Jewelry Jewels Co. in Pittsburgh Pennsylvania on site to train maintenance staff in speed control techniques for assembly line #4. Instructor is to bring models and tools for the training.
Industry Method and/or Policy Agreed Up Front and Written Into Your Quote: All travel and business expenses will be billed to the customer at cost. Travel time is billed at x% of standard rate.
Since all travel expense is billed at cost to the customer, no travel estimating or guessing is required. Only the cost of your time to teach and to travel as copies of actual receipts are submitted for billing or reimbursement. Although I would suggest that some caution be considered regarding one's choice and travel planning. Three nights in a Quality Inn in Miami would be fine however, billing the same three nights in the Ritz Carlton, South Beach would be considered a bit much. Also, a flight booked two weeks in advance would be fine for payment however, not making airline reservations till the day before at triple the cost is not going to work. Creating an internal policy guideline or Travel Allowance"sheet is an easy solution just be certain to add a note that some variance will occur based on geographic location.
So, for a typical three day school, billing would look about like this:
Travel time to school = 1.5hours x (60% of $50 per hour);
Three days teaching = 3 days x 8 hours per day x $50 per hour;
Travel time home = 1.5 hours x (60% of $50 per hour;
Actual shipping receipt for models and tools to site;
Actual shipping receipt for models and tools home;
Actual hotel bill;
Actual restaurant receipts;
Actual cab fare receipts;
Actual receipt for copying of class handout manuals;
You can decide what other incidentals you might want to bill for, just give it some thought . I do hope this provides an optional way to consider for the billing of instructor's travel .
And many thanks to all of the Orchid contributors. I have learned and continue to learn from you each day.
Bob A. DeMarcki