Calculator Inputs
Example Data Table
Sample scenarios to illustrate how limits, refunds, and rates change outcomes.
| Scenario | Non-refundable | Refunds | Fees | Reason | Rate Used | Total Limit | Deductible | Estimated Payout |
|---|---|---|---|---|---|---|---|---|
| Covered illness | $1,800.00 | $200.00 | $150.00 | Illness or injury | 100% | $2,000.00 | $50.00 | $1,700.00 |
| Severe weather, lower limit | $2,600.00 | $0.00 | $0.00 | Severe weather | 100% | $2,000.00 | $0.00 | $2,000.00 |
| Change of mind with CFAR | $1,200.00 | $100.00 | $100.00 | Change of mind | 75% (CFAR) | $1,500.00 | $0.00 | $900.00 |
Formula Used
This tool estimates an expected reimbursement using a transparent, policy-like flow:
Eligible Loss = max(0, (Non‑Refundable + Fees) − Refunds) Applied Rate = Covered reason rate, if reason is covered CFAR rate, if reason not covered and CFAR enabled 0, otherwise Covered Loss = Eligible Loss × Applied Rate Expected Before Limit = Covered Loss × Documentation Score Applied Limit = min(Expected Before Limit, Travelers × Limit per Traveler) Estimated Payout = max(0, Applied Limit − Deductible) Estimated Out‑of‑Pocket = max(0, Eligible Loss − Estimated Payout)
How to Use This Calculator
- Choose a currency and enter the number of travelers.
- Enter your policy limit per traveler and any deductible.
- Fill non-refundable costs (quick total, or use the breakdown).
- Add expected refunds or credits, plus any cancellation fees.
- Select the cancellation reason and reimbursement rate settings.
- Optionally enable CFAR and set a CFAR reimbursement rate.
- Set documentation score based on how complete your proof is.
- Click Calculate, review results, then export CSV or PDF.
Claim-ready cost structure
Trip cancellation claims generally revolve around what you cannot get back from suppliers. In this calculator, non-refundable prepaid costs can be entered as one total or built from airfare, lodging, tours, car rental, and other items. Add provider cancellation or change fees, then subtract expected refunds, vouchers, or credits. The result is your eligible loss, floored at zero to avoid negative claims.
Policy limits and reimbursement rates
Most plans cap reimbursement per person, so the tool multiplies “limit per traveler” by the traveler count to form a total cap. If your reason is typically covered, the covered-reason rate (often 100%) applies to the eligible loss. If the reason is not covered, enabling CFAR applies a lower rate, commonly 50–75%, to estimate a partial reimbursement.
Refund offsets and fee treatment
Refunds and credits are deducted because insurers usually pay only what remains unrecovered after the provider settlement. Fees are added because they increase the net loss when charged to cancel or rebook. By modeling both effects, the calculator helps you see why the same trip price can produce different claim values depending on carrier rules and ticket types.
Documentation quality and expected outcomes
Claims are evidence-driven. The documentation score is a planning proxy that reduces the covered amount when paperwork is incomplete. A 90% score, for example, scales the covered loss down by 10% before applying limits and deductibles. This is not a policy term; it is a practical way to stress-test scenarios and prioritize missing receipts or medical notes.
Scenario testing and export workflow
Use the example table to sanity-check your inputs, then run multiple “what-if” cases: change refund assumptions, adjust traveler count, test different limits, and toggle CFAR. After calculating, export CSV for record-keeping or PDF for quick sharing with a claims folder. A simple run with 2 travelers and a $2,000 cap each shows how limits bite when eligible loss exceeds $4,000 quickly. Keep the exported figures aligned with dates, booking confirmations, and provider correspondence.
FAQs
What costs should I include as non-refundable?
Include prepaid amounts you cannot recover: airline penalties, hotel deposits, tour tickets, and prepaid transport. If you might get a voucher or partial refund, place that in the refunds field so the eligible loss stays realistic.
How does the calculator handle refunds and travel credits?
Refunds and credits reduce the eligible loss because they offset what you actually lost. Enter expected refunds even if they arrive later, then update your estimate once the provider confirms the final refund amount.
Why is there a documentation score?
It is a planning factor that estimates how complete your proof package is. Lower scores reduce the expected reimbursement before limits and deductibles, encouraging you to collect receipts, medical notes, and provider cancellation confirmations.
What is CFAR and when should I enable it?
CFAR is an optional feature on some plans that may reimburse non-covered reasons at a lower percentage. Enable it only if your policy includes it; then set the CFAR rate shown in your policy documents.
How are policy limits and deductibles applied?
Total limit equals travelers multiplied by limit per traveler. The calculator caps the documentation-adjusted covered amount at that limit, then subtracts the deductible to estimate the payout. Real claim handling can differ by insurer wording.
Can I use the exports for my claim submission?
Exports are summaries for your records and planning. Attach official receipts and policy documents to your claim instead. Use the CSV or PDF to keep a consistent worksheet of inputs, dates, and updated refund information.