Free tool
Travel budget planner
Plan a year of travel by program and by fund or grant. Add each kind of trip, put in your own estimates, and see what the year costs and where it is charged.
Totals for the year
By program
| Program | Total |
|---|
By fund or grant
| Fund or grant | Total |
|---|
How to use it
Plan it the way you report it
- Add one row for each kind of trip: a site visit, a board meeting, a conference, a volunteer deployment. Give it the program and the fund or grant it will be charged to, exactly as your finance team names them, so the totals group correctly.
- Put in your own estimates per traveller, per trip: airfare, lodging (nights and nightly rate), meals and incidentals (days and daily rate), and ground transport.
- Set how many people travel and how often. The planner multiplies it out and totals the year by program and by fund.
- Download the CSV to put the plan into your budget spreadsheet or grant budget, or print it for a budget meeting.
Where to find rates
For travel within the United States, many organizations and federal awards use the GSA per diem rates for lodging and meals: GSA per diem rates . silentVIP also has a free lookup of the same rates: per diem rates on silentvip.com . Check the terms of each grant: a funder may set its own limits.
The planner has no prices built in
Fares and hotel rates change daily and depend on route, season and how far ahead you book, so every figure here is yours. When you are ready to price real trips, silentVIP's team can quote them.
Bring your travel program under one roof
Tell us about your organization and how you travel. A person reads every enquiry and replies.