Training Cost Calculator

* Example total includes 5% contingency and 0% tax. Actual results vary with your inputs.

• Trainee wage cost = N × H × hourly_wage
• Instructor cost = instructor_day_rate × instructor_days
• Materials cost = materials_per_trainee × N
• Travel cost = travel_per_trainee × N
• Certification cost = cert_fee_per_trainee × N
• Direct non‑labor = instructor + materials + venue + travel + equipment + certification + other
• Subtotal before overhead = direct_non‑labor + trainee_wage_cost
• Overhead = subtotal_before_overhead × (admin_overhead_pct ÷ 100)
• Contingency = (subtotal_before_overhead + overhead) × (contingency_pct ÷ 100)
• Tax = (subtotal_before_overhead + overhead + contingency) × (tax_pct ÷ 100)
• Total training cost = subtotal_before_overhead + overhead + contingency + tax
• Cost per trainee = total ÷ N
• Cost per training hour = total ÷ (N × H)

Use overhead for administration, scheduling, and site coordination time. Use contingency for uncertainty and rework such as retakes or additional sessions.

1. Enter the currency code you prefer for reporting.
2. Set trainees (N) and hours per trainee (H).
3. Provide hourly wage to price trainee time in training.
4. Add instructor rates, materials, venue, travel, and equipment.
5. Include certification fees and any other fixed costs.
6. Set overhead, contingency, and tax if your policy requires them.
7. Click Calculate Training Cost to view results above.
8. Use Download CSV or Download PDF for records.

For best accuracy, match wage and fee inputs to your project’s pay period and procurement rates. If training is split across days, use total hours per trainee.

Training budgets aligned with project delivery

Construction training is easiest to fund when it is tied to measurable site outcomes. This calculator converts planned sessions into a cost plan that can be allocated to projects, work packages, or subcontract scopes. Use the per‑trainee and per‑hour metrics to compare internal crews with external hires, and to decide when refresher training is cheaper than rework. For tendering, treat the total as a lump sum or a rate.

Labor time captured as a real expense

Time spent in class is time not producing on site. The model prices trainee hours using the wage rate and total hours per trainee. This makes toolbox talks, equipment inductions, and safety certifications visible in the same way as other labor allowances. When you change headcount or duration, the wage component updates instantly.

Direct non‑labor costs and traceable inputs

Instructor fees, training materials, venue hire, travel allowances, equipment rental, and certification charges are itemized so procurement teams can validate quotes. Enter per‑trainee items once and scale them by attendance. Fixed items remain constant, helping you spot when a large venue or simulator rental dominates the budget. Add “other costs” for catering, translation, or printed competency cards.

Overhead, contingency, and tax for governance

Administrative overhead supports planning, coordination, and documentation. Contingency covers uncertainty such as rescheduling, extra consumables, or retest fees. Tax is optional and applies after adders so your final figure reflects how invoices are typically processed. Adjust percentages to match company policy or contract requirements.

Scenario planning and reporting for stakeholders

Use the saved report exports to brief project managers and auditors. Run multiple scenarios by changing inputs: a shorter session with more trainees, or a longer session with fewer trainees. The breakdown table highlights the main cost drivers, enabling targeted negotiations on instructor rates, travel, or materials before training starts. Use the cost-per-trainee figure to set internal chargeback rates and justify training time within lookahead schedules for crews across multiple sites.

What costs should be fixed versus per‑trainee?

Use fixed for venue, equipment rentals, and admin fees that do not change with attendance. Use per‑trainee for materials, travel allowances, certification fees, and any item purchased per person.

Should trainee wages be included in training budgets?

If training time reduces productive hours, include trainee wages to reflect the true opportunity cost. For client-billed work, it supports transparent labor allowances. If wages are funded elsewhere, you can set the wage rate to zero and keep non‑labor costs.

How do I handle overtime or shift premiums?

Set the hourly wage to a blended burdened rate that includes premiums, allowances, and payroll burdens. If only part of training occurs on premium time, calculate a weighted average wage and enter that value.

What percentage should I use for overhead and contingency?

Use your organization’s standard rates when available. Overhead commonly covers scheduling, coordination, and documentation. Contingency is often higher for new programs, remote sites, or uncertain attendance, and lower for repeat sessions with stable suppliers.

Can I compare classroom training with on‑site coaching?

Yes. Model classroom time with an instructor day rate and venue, then model coaching by increasing instructor days and reducing venue costs. Compare total cost, cost per trainee, and cost per hour to choose the best delivery method.

Why don’t my downloads match after I change inputs?

Downloads reflect the most recent calculation stored in your session. Recalculate after changing inputs, then export again. If your browser blocks cookies, session storage may reset, so keep the page open while finalizing reports.