Semi MM-related: Business trip budget

hoffse · March 2016

Hi everybody,

I have the opportunity to take my first solo business trip for a conference. My firm is sending me for a 4-day crash course in employee benefits works, and the conference is held in Rockville, MD (right outside of Washington, D.C.).

They have told me that I need to go, but they asked me to do the research and prepare the budget for it.

Outside of the registration fee, I'm thinking of requesting the following:

$975 for a hotel for 5 nights (conference runs 8 am - 4 pm each day, so I will need to stay an extra night due to flight schedules)

$300 for my flight

$200 for food ($50/day)

$200 for a rental car for 4 days.

I know a few people on this board and/or their spouses take business trips a lot, so I want to see if this seems reasonable before I submit my request. Does any of that seem out of line?

Also on a semi-related note, do you think it's safe to take the metro into town and visit the monuments at night by myself? I love DC, but I have never visited as a solo traveler before.

TIA

dragonstarjk · March 2016

I assume you have already looked into rental car prices and that would cover it? I ask because I recently booked a rental car for the same amount of time, and it was $340. That's for a compact.

Also, food seems a little on the low end. I've heard that restaurants in the DC area can be more pricey than other regions; unless you are going to grab fast food, $50/day for three meals seems pretty lean.

brij2006 · March 2016

I would put in a little more for food. Especially if the conference doesn't provide it.

Also make sure to see if there are any charges for parking the rental car at the conference center as well as the hotel. Those always blindside me when traveling for business.

As far as traveling alone, I would say heck yes. You will be in DC which is pretty populated and their transit system is the usual mass transit. Especially if you're going to the tourist areas, you will be fine.

hoffse · March 2016

dragonstarjk said:

I assume you have already looked into rental car prices and that would cover it? I ask because I recently booked a rental car for the same amount of time, and it was $340. That's for a compact.
Also, food seems a little on the low end. I've heard that restaurants in the DC area can be more pricey than other regions; unless you are going to grab fast food, $50/day for three meals seems pretty lean.

Yeah, I can get a rental car for $200. I did forget about gas though, so I might add $50 to it.

I think the conference caters breakfast and lunch, so the per diem is really for dinner. I'm going to eat fast food unless I get roped into some dinner I can't get out of.

I actually thought food seemed high (I eat cheap), but a couple other people in my office were like, "$50 is probably the lowest budget they will have ever seen." So I might pad that a little bit just in case.

lbonga1 · March 2016

I've only been on one business trip, and the main reimbursement was for food because the company booked my flights, rental car, and hotel for me. They reimbursed me $75/day for food, and we weren't allowed to include alcohol in that. I heard from other employees that they used to reimburse $100 a day, but then they switched to a hotel that provided breakfast so they knocked it down. If the $50 is only for dinner, then that should be fine, but since you seem unsure that both breakfast and lunch are catered, I would make sure before you commit that amount.

AprilZ81 · March 2016

You need more for food unless meals are included in your registration fee. Even if you don't normally eat a big breakfast you need to at least budget for it so they aren't surprised if you need to expense more.

The government per diem for DC is $89 a day if I'm reading their chart correctly (but it is the government so it didn't make a lot of sense to me).

Also, depending on where your hotel is located you may not have many food options outside of the hotel restaurant which will be more expensive than normal.

I would do at least $15 for breakfast, $20 for lunch and $35 for dinner, more if your firm will reimburse a glass of wine with dinner.

Is a rental car cheaper than taking a taxi from the airport to the hotel? If you won't be driving a lot it hardly seems worth the expense. If you keep the rental car make sure you budget for gas to fill it up and any parking fees you may have.

Unless you are flying Southwest, don't forget to budget for baggage fees.

julieanne912 · March 2016

TBH I'd budget more for hotel as well as food. I think your rental car amount sounds fine, if you end up needing a rental at all.

I say budgeting more for a hotel because in H's experience, if there's a conference going on the hotel rates go up in the surrounding area. He's experienced his more than once. The worst was in San Francisco where he had a $250/day budget for a hotel and ended up in a very bad part of town because all the hotels in the better part of town near where he was working were $500+ a night. Now, that was SF so it's more expensive, but $195/night might end up being low. I'd go for $250/night, and then if you end up not spending it, great! He also ran into a lot of issues in Vancouver in the summer due to the cruise ship travelers.

I also suggest more for food because you may end up going out to dinner at a nicer place with some colleagues from the conference, so you want to be sure something like that is covered. Now, if say, lunch is covered at the conference, you may be OK with what you have down currently. H's usual per diem for food is $75-100/day. He has coffee for breakfast, a cheaper ($10-15 range lunch) and uses the rest for dinner, because his company will reimburse for beer

)

abrewer5 · March 2016

AprilZ81 said:

You need more for food unless meals are included in your registration fee. Even if you don't normally eat a big breakfast you need to at least budget for it so they aren't surprised if you need to expense more.

The government per diem for DC is $89 a day if I'm reading their chart correctly (but it is the government so it didn't make a lot of sense to me).

Also, depending on where your hotel is located you may not have many food options outside of the hotel restaurant which will be more expensive than normal.

I would do at least $15 for breakfast, $20 for lunch and $35 for dinner, more if your firm will reimburse a glass of wine with dinner.

Is a rental car cheaper than taking a taxi from the airport to the hotel? If you won't be driving a lot it hardly seems worth the expense. If you keep the rental car make sure you budget for gas to fill it up and any parking fees you may have.

Unless you are flying Southwest, don't forget to budget for baggage fees.

That's the rate for lodging the meal & incidentals rate for DC is $69/day. You're right the charts are confusing, but M&IE is the last column.

I agree with others I would up that a bit to at least match the government per diem rate. It's always good to over estimate versus under.

As far as traveling around DC at night, I'm scaredy cat so when I go for work I won't go out, but if you stay in touristy areas you will be fine.

jtmh2012 · March 2016

I looked up the GSA travel perdiem for Rockville, MD. It says $174-226 for hotels depending on when you're traveling. However, those are govt rates and even as a government contractor those are a pain in the ass to get at most of the DC area hotels. However, you're in the ballpark ($870-$1130). So I'll call it reasonable.

I'd keep the car rental if you think there's a good chance you might get pulled into some dinner or whatever, but do agree to find out about any parking charges.

The Meals and Incidentals is $69. Either way ($69 or the $89 above), I think I'd budget assuming breakfast/lunch/dinner just in case. If you don't end up using it for breakfast/lunch, it's there in case you don't end up doing fast food one night or get roped into something. It's always easier to not spend something than explain why you went over.

als1982 · March 2016

I would allocate $250 a night for the hotel. Is there a reason you're getting a car? It seems unusual for a business trip IMO. Personally, I'd just Uber. But if you're adamant about a car, I'd add an extra $20-30 a day for parking. Food also seems low, especially if that includes incidentals like airport snacks and bottled water or other drinks.

hoffse · March 2016

Thanks guys, it sounds like I'm low across the board. I talked to a partner about it, and it sounds like most people do WAY more than this, so I can ask for a bit more.

@April, the conference is being held at some place that's NOT a hotel (and no hotel attached), so I will have to drive between the hotel and conference place each day or else uber it. The nearest airport is 30 minutes away, so renting a car just seems easiest.

MrsRap720 · March 2016

hoffse said:

Hi everybody,

I have the opportunity to take my first solo business trip for a conference. My firm is sending me for a 4-day crash course in employee benefits works, and the conference is held in Rockville, MD (right outside of Washington, D.C.).

They have told me that I need to go, but they asked me to do the research and prepare the budget for it.

Outside of the registration fee, I'm thinking of requesting the following:
$975 for a hotel for 5 nights (conference runs 8 am - 4 pm each day, so I will need to stay an extra night due to flight schedules)
$300 for my flight
$200 for food ($50/day)
$200 for a rental car for 4 days.

I know a few people on this board and/or their spouses take business trips a lot, so I want to see if this seems reasonable before I submit my request. Does any of that seem out of line?

Also on a semi-related note, do you think it's safe to take the metro into town and visit the monuments at night by myself? I love DC, but I have never visited as a solo traveler before.

TIA

I live in a Northern VA suburb of DC, so you're coming to my neck of the woods - I'm going to try to respond to everything, but I have some questions as well.

First, what airport are you looking at? The DC area has 2 - Reagan (DCA) and Dulles (IAD). Dulles is VERY far away from where you will be, and it isn't metro accessible, so I wouldn't recommend flying in from there. There's a metro stop right at DCA if you wanted to see if public transportation is an option.

Next, how close to the conference are you looking at staying? If you're going to be close to the conference and the metro station (assuming you're staying in Rockville, there's a metro stop there), I'd say consider not even getting the car. As I said, DCA is metro-accessible, and so is all the touristy stuff. I haven't used the public transportation systems in enough other places to have a basis for comparison, but I will say that the DC area metro system is pretty straight forward and very easy to navigate. And traffic is just awful around here (worse than the northern NJ suburbs of NYC where I'm from originally, so that says something), so it's something to look into. Parking can be a pain also, and it can be pricey, so you may want to build that into your budget as well if you'd be planning to park somewhere besides at the hotel.

You definitely need more for food unless you're planning to go the fast food route, and especially if you're going to eat in DC.

And as for safety, I think you'll be fine visiting the monuments in the evening by yourself. Every time I've been in that area I've noticed a bit of a security presence (not armed guards or anything, but definitely people on patrol). I don't know that I'd go in the pitch darkness (moreso because it can be really hard to see since the monuments themselves are illuminated but the mall isn't), but if you're coming in the spring time when it's light until 7-8ish I think you'll be fine.

AprilZ81 · March 2016

hoffse said:

Thanks guys, it sounds like I'm low across the board. I talked to a partner about it, and it sounds like most people do WAY more than this, so I can ask for a bit more.

@April, the conference is being held at some place that's NOT a hotel (and no hotel attached), so I will have to drive between the hotel and conference place each day or else uber it. The nearest airport is 30 minutes away, so renting a car just seems easiest.

That makes sense. Most of the time big conventions like this are at least connected to a hotel so there isn't a lot of driving needed.

If there aren't conference room blocks set up at discounted rates I would also bump up the hotel a bit along with the food.

Parking fees at the convention center could be quite pricey, so be sure to budget that in and make sure that the cost of rental car, gas & parking (are there any tolls you will need to pay?) is less than the cost of Uber/taxi. If the hotel and convention center are close I wouldn't be surprised if it was cheap.

Also, is there a mass transit option between the hotel and convention center? Hate having rental cars in an unfamiliar city, trying to find parking and navigate unfamiliar roads isn't what I consider fun.

hoffse · March 2016

I really don't want to rent a car, but the workshop is in a building on the other side of the interstate as the hotel I'm looking at and the Shady Grove metro stop. It's a two mile walk to the nearest metro.

I'm looking at the Sheraton, about a 5 minute drive away. It doesn't look like they charge for parking, though I will call and check.

formerlyGDaisy09 · March 2016

Definitely put more for food if you can.

I always take a cab or uber when I travel for work. It saves a step at the airport and you don't have to worry about parking or being familiar with the area.

hoffse · March 2016

I'll look at uber fares.

Does anybody know about left luggage in DC? I probably need to fly into DCA, but my departing flight will be in the evening the following day, because there is only one direct flight per day to B'ham. I have used left luggage facilities in Europe plenty of times, but somehow I doubt that's an option in DC, what with security concerns and all.

MrsRap720 · March 2016

hoffse said:

I really don't want to rent a car, but the workshop is in a building on the other side of the interstate as the hotel I'm looking at and the Shady Grove metro stop. It's a two mile walk to the nearest metro.

I'm looking at the Sheraton, about a 5 minute drive away. It doesn't look like they charge for parking, though I will call and check.

***SITB***

Is the hotel close to the metro? Or is there one that's close to the metro that's an option? If so, I wonder if it would be cheaper to use Uber to get back and forth from the hotel and the conference center and use the metro for everything else. If it's overly complicated though, get the car - this could easily be one of those times where it's worth it to pay more if it makes things easier/more convenient. Not sure about luggage - I do think Union Station has a place you can leave luggage, but that's a distance from the airport and any area you'd likely hang out in (unless you're going to the Basilica on the Catholic University campus).

hoffse · March 2016

MrsRap720 said:

hoffse said:

I really don't want to rent a car, but the workshop is in a building on the other side of the interstate as the hotel I'm looking at and the Shady Grove metro stop. It's a two mile walk to the nearest metro.

I'm looking at the Sheraton, about a 5 minute drive away. It doesn't look like they charge for parking, though I will call and check.

***SITB***

Is the hotel close to the metro? Or is there one that's close to the metro that's an option? If so, I wonder if it would be cheaper to use Uber to get back and forth from the hotel and the conference center and use the metro for everything else. If it's overly complicated though, get the car - this could easily be one of those times where it's worth it to pay more if it makes things easier/more convenient. Not sure about luggage - I do think Union Station has a place you can leave luggage, but that's a distance from the airport and any area you'd likely hang out in (unless you're going to the Basilica on the Catholic University campus).

It really might be easiest to just get a car. I looked at google streetview, and it looks like we're in the suburbs. Nice area, and wide streets with large parking lots in front of the buildings. They don't look like paid lots.

My flight will land in DC at 9 pm. Realistically, I won't be leaving the airport until 9:30 - 10 pm, and I am not inclined to take the metro from DCA all the way to Shady Grove that time of night. My flight back will also be in the evening, so I'll need to do something with my luggage all day long on my last day. If I have a car I can just leave it in the trunk.

I prefer not to drive in areas that I don't know well, but I think it's the easiest solution in this instance. It would probably be cheaper to use the metro and uber everywhere, but I don't think my firm will object to spending a little more so I can have a car.

short+sassy · March 2016

That may not be enough for a rental car if you are planning to buy insurance through the rental company. However, buying insurance is probably not necessary. Just make sure it isn't necessary. I'm guessing you'd be covered both by your employer's insurance policies and possibly even by your own car insurance company.

MrsRap720 · March 2016

hoffse said:

MrsRap720 said:

hoffse said:

I really don't want to rent a car, but the workshop is in a building on the other side of the interstate as the hotel I'm looking at and the Shady Grove metro stop. It's a two mile walk to the nearest metro.

I'm looking at the Sheraton, about a 5 minute drive away. It doesn't look like they charge for parking, though I will call and check.

***SITB***

Is the hotel close to the metro? Or is there one that's close to the metro that's an option? If so, I wonder if it would be cheaper to use Uber to get back and forth from the hotel and the conference center and use the metro for everything else. If it's overly complicated though, get the car - this could easily be one of those times where it's worth it to pay more if it makes things easier/more convenient. Not sure about luggage - I do think Union Station has a place you can leave luggage, but that's a distance from the airport and any area you'd likely hang out in (unless you're going to the Basilica on the Catholic University campus).

It really might be easiest to just get a car. I looked at google streetview, and it looks like we're in the suburbs. Nice area, and wide streets with large parking lots in front of the buildings. They don't look like paid lots.

My flight will land in DC at 9 pm. Realistically, I won't be leaving the airport until 9:30 - 10 pm, and I am not inclined to take the metro from DCA all the way to Shady Grove that time of night. My flight back will also be in the evening, so I'll need to do something with my luggage all day long on my last day. If I have a car I can just leave it in the trunk.

I prefer not to drive in areas that I don't know well, but I think it's the easiest solution in this instance. It would probably be cheaper to use the metro and uber everywhere, but I don't think my firm will object to spending a little more so I can have a car.

Sounds like it definitely makes sense for you to have the car then - sounds like it's worth the cost and shouldn't be much of an inconvenience. Hope you have the chance to go into DC - if you're going in April, you should be able to see the cherry blossoms.

ThinkingCapital · March 2016

I'd budget a little bit more for food (as others have said) and don't forget about gas. I know it's tough asking for money for a trip, especially if it's not something you do often and you don't know what to expect, so asking for input from others is a good idea.

Have fun!

Semi MM-related: Business trip budget

Re: Semi MM-related: Business trip budget

Choose Another Board

Search Boards