Travel expenses clause for freelancers
A travel clause: when travel is billed, how travel time is charged, and which costs the client covers.
Travel expenses clause: copy and adapt
Work is performed remotely unless otherwise agreed. Where the Client requests on-site work, the Client will reimburse reasonable travel and accommodation costs, pre-approved in writing, and travel time will be billed at [50]% of the standard hourly rate. Travel within [30] km of the Provider's base is included in the fee.
When to use it
Whenever you might be asked to show up in person: shoots, workshops, events, on-site consulting.
Variants by trade
Photographers
Travel beyond [50] km is charged at [rate] per km. Shoots requiring an overnight stay include accommodation and a per diem of [amount].
Consultants
Travel is booked by the Client. If booked by the Provider, economy fares are used and receipts supplied.
Frequently asked questions
Should I charge for travel time?
Yes. It's time you can't bill elsewhere. Half rate is a common compromise; full rate is fair for long trips.
What travel costs are reasonable?
Economy transport, mid-range accommodation and meals. Agreeing the approval process in advance avoids arguing over receipts.
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These clauses are general templates, not legal advice. Laws vary by country and state; for high-value or unusual deals, have a lawyer review your contract.
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