Trip Delay Claim Calculator

Claim scope and inputs

This calculator estimates what a traveler might recover after a delay using two common pathways: reimbursement through a policy, and fixed compensation through provider rules. Start by entering scheduled and actual times. When times are unavailable, manual delay hours keeps the estimate usable for receipts-only cases.

Delay measurement and day counting

Delay is measured in hours and compared to the waiting period. Only the time beyond that threshold can create payable days. The day counter offers three strategies: each 24 hours after waiting, each 8-hour overnight block, or a manual count for complex itineraries. This flexibility helps match how different policies define a “day” of delay.

Expense eligibility and caps

Expenses are grouped into meals, lodging, local transport, communications, and other items. Each category can be capped, then an optional daily limit can restrict totals based on payable days. A policy maximum is applied last, either per trip or multiplied per traveler. Reimbursement then applies the coverage rate, adjusts for missing receipts, and subtracts a deductible, never allowing negative results.

Add-ons and stacking logic

Some trips include additional coverage through a payment card or a missed-connection benefit. Card coverage uses its own waiting period, rate, and maximum. Missed-connection support adds a flat amount after a trigger. Fixed compensation is modeled with distance bands and editable amounts, with an option to reduce compensation for rerouting. The total can either select the higher estimate or combine them when stacking is permitted.

Export-ready documentation practice

A strong claim package is consistent and auditable. Use the identifier fields to capture provider name, booking reference, policy reference, and route country. Keep receipts itemized, dated, and matched to the delay window. After calculation, export CSV for spreadsheets and PDF for submission, and attach the copied summary to your claim email for faster review. For disputes, record screenshots of airport boards, app notifications, and chat transcripts, because timestamps often decide eligibility during reviews. by the claims team.

1. Which expenses usually qualify for reimbursement?

Policies commonly accept reasonable meals, lodging, local transport, and essential communications during the delay window. This tool lets you cap categories and apply daily limits to mirror your policy wording.

2. How does the calculator compute delay hours?

It uses actual minus scheduled arrival when available. If arrival times are missing, it uses departure times. If times are unavailable, it uses your manual delay hours entry.

3. What if I do not have receipts for every item?

Select “No” for receipts to apply a conservative reduction factor. Many providers still require proof for larger items, so keep any partial receipts, bank alerts, or invoices you can obtain.

4. Can I claim reimbursement and fixed compensation together?

Sometimes, but rules vary by policy and jurisdiction. Use the combining option only when stacking is allowed; otherwise the calculator shows the higher estimate to avoid double counting.

5. How does a per-person policy maximum work?

When max type is per person, the policy maximum multiplies by the traveler count before caps are applied. This can materially change totals for families and group bookings.

6. What should I export for a clean claim submission?

Export PDF for a ready summary and CSV for spreadsheets. Attach receipts, delay confirmation, and the copied summary text, so an adjuster can reconcile amounts quickly.