How to use the Travel Budget

Note: to watch a video on using the Travel Budget, scroll to the bottom of this article.

If your job requires any travel, you may use the Travel sheet to budget for it. Like the detail budget sheets, this sheet has an Estimate and Working area. (However, there is no Actual column on this sheet.) To show or hide these areas, use the ‘Estimate’ and ‘Working’ buttons in the top left of this sheet.

Note: if you have any Phases enabled, these buttons will not appear as described above. Instead, you will see buttons labeled with only the first letter (E, W), along with buttons for each Phase you have enabled (P1, P2, P3).

The Estimate and Working areas each have five categories:

• Airfare

• Hotel

• Per Diem

• Ground Transportation

• Miscellaneous

For each row on the Travel sheet, you can start by inputting the Line Number for that row in the LINE column. However, this is not mandatory. The reason to do this is so it is easy for you to see which crew person each row is for. Entering a value in the LINE column does not affect the budget pages for that Line Number.

If you are traveling your Gaffer, you could input ‘61’ into the Line column. In the Position column, the corresponding Line Description will automatically appear for that Line Number. In this example, ‘Gaffer’ would appear. (This would obviously be different if you have changed the Line Description for Line 61 on Page 1B.)

Adding & Deleting Rows

If you need to add rows to the Travel sheet, use the ‘Add Rows’ button at the top of the sheet. It will ask you how many rows you’d like to add.

If you need to delete rows, first highlight a cell in all of the rows you wish to delete. (Note: the rows you choose must be consecutive.) Then press the ‘Delete Rows’ button.

Notes

There is a Notes column that is hidden by default. If you’d like to show it, press the ‘Show Notes’ button at the top of the sheet.

Options

Categories

If you do not need all of the categories for your particular budget, you may hide some of them. To do so, click the ‘Options’ button at the top of the sheet.

Unchecking its box will hide that particular category.

Category Linked to Line Number

When you have a category linked to the budget, you can choose to have that Line Number displayed under the Total of that category. This is enabled by default, but if you wish to disable it, you may check the box labeled ‘Display the Line Number that a category is linked to’.

How to link the travel costs to the Budget

Once you are finished inputting your travel costs onto this sheet, you can link the totals to the budget. You will need to do this for each area of the budget (Estimate, Working, etc).

1) First, click the appropriate ‘Link’ button.

For whichever area you wish to link, click the ‘Link’ button above that area. For instance, if you wish to link the Estimate, click the ‘Link Estimate to Budget’ button.

2) Choose how you will link the travel costs to the budget.

You can link each category to a different Line Number, or you can link all Travel costs to a single Line Number.

If you wish to link each category to a different Line Number, select ‘Link each category to a specific Line’. You will then be able to type in a Line Number in the Line text boxes for each category. (Note: you will only be able to type in a Line Number if the category is currently showing on the Travel sheet.)

The Line Description should automatically appear, as long as you input a valid Line Number. If you want to change the Line Description, you may do so by typing into the text box.

If you wish to link all Travel costs to a single Line Number, select ‘Link Total Travel amount to a single Line’. Again, you can input the Line Number you would like to link it to, and you may change the Line Description. If you wish to link all Travel costs to one of the “Other” rows on the Cost Summary sheet, you may also do this. In the Line text box, enter the corresponding Line Number, such as CS19.

Once you’ve linked the Travel costs to the budget, those amounts listed on the budget will automatically change as you make changes to the Travel sheet. Please note that the rows that hold the Travel costs on the budget pages will become “locked”, meaning you will not be able to make changes to them. Also, you will see a dot to the right of the Total for that Line (except on the Cost Summary sheet). The dot indicates the row is locked.

How to unlink the travel costs from the Budget

If you wish to unlink an area of the Travel sheet from the budget, click the ‘Unlink’ button above the total of that area.

Tutorial Video

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