Easiest way to split the cost of a trip with friends

[Kaitlyn L]

Hello! I am going on a trip in August with some of my high school friends. Since we are all college students, we are driving down and splitting the cost of gas, hotel, and other various shared expenses. Splitting the cost of the hotel should be easy to delegate because it is set/known ahead of time (we can just all send a check to the person who is paying for it with their card ahead of time so the money is on there.) However, estimating the cost of gas and groceries (we are staying in a timeshare with a small kitchen) is a little harder to pin down ahead of time. The biggest thing that makes me uneasy is any one person draining their account by using their card too much to pay for these shared expenses (even if we all intend to pay them back afterwards.) Does anyone have any suggestions of how we can best split the cost of the unknown shared expenses? I've played around with the idea of everyone pulling together to purchase a pre-paid visa card, and just splitting the leftover cash once the trip is over? However, I don't have any experience with them, so I don't know if it's a good idea XD. Any suggestion helps!

 

[duffybear32830]

On the one group trip I took in college like this, the one person in charge just estimated what we needed for gas up front. You should be able to get pretty close to the gas cost on this by calculating MPG * # of miles * cost of a gallon of gas + a little bit of a buffer. I personally wouldn't fool with a prepaid Visa for this, I've never used on of those at a gas station. It doesn't seem worth the hassle if someone has a regular credit card. If there's any leftover whoever's car it is could maybe get whatever's left as they are putting wear and tear on their car by driving.

Food is tricky - how much are you really going to cook and eat in and is anyone really going to want to be in charge of that, I sure wouldn't want to be. We always just ate quick service/fast food when I took a trip like that with friends - that is seriously easier even than ordering pizza as far as making sure it's evenly split. I'd just do one group grocery run and let everyone get what they want and just pool stuff together that way for snacking/drinking.

 

[DizMe]

I know absolutely nothing about this, but you can set up Zelle through your bank and it has a split pay feature. You can also use it as an app and there are others that are similar. https://www.usatoday.com/story/tech...hese-apps-let-you-pay-your-friends/536094001/

 

[amcnj]

You could estimate as best you can, split that amount, and all give their share ahead of time to the person who is charging it all. it's your call whether you want to overestimate and get money back from them at the end, or want to kick in some more money while there for any underestimated amount.

 

[LYSE]

If these people can be trusted, sign up for a nice rewards credit card with a nice sign up bonus....charge it ALL on your card then get reimbursed and then enjoy all the points

Seriously my preferred method, otherwise it's share costs as you go as best you can.

 

[kymom99]

When I have gone on group trips we have put gas money in an envelope at the start of the trip. One time a girl didn't have cash and wanted to put her share on her card on the way home after her payment cleared. Yeah she wasn't really able to afford the trip. Dont be that person.

For food we had one person oaycabd split the cist when we got finished shopping. If you have a timeshare you will want to at least get drinks and breakfast stuff. You could also meal plan in groups. We have done this on houseboat trips where eating out is not an option. We would do a chili night, burger night, etc. divide it up and have each group buy their stuff, cook and clean up after.

 

[TwoMisfits]

Hello! I am going on a trip in August with some of my high school friends. Since we are all college students, we are driving down and splitting the cost of gas, hotel, and other various shared expenses. Splitting the cost of the hotel should be easy to delegate because it is set/known ahead of time (we can just all send a check to the person who is paying for it with their card ahead of time so the money is on there.) However, estimating the cost of gas and groceries (we are staying in a timeshare with a small kitchen) is a little harder to pin down ahead of time. The biggest thing that makes me uneasy is any one person draining their account by using their card too much to pay for these shared expenses (even if we all intend to pay them back afterwards.) Does anyone have any suggestions of how we can best split the cost of the unknown shared expenses? I've played around with the idea of everyone pulling together to purchase a pre-paid visa card, and just splitting the leftover cash once the trip is over? However, I don't have any experience with them, so I don't know if it's a good idea XD. Any suggestion helps!

Easiest way - one person take point, make the plan, and then charge each student in cash (or check) a month in advance. Plan a higher sum than needed, and use the extra after the ride home on a celebration night to talk about the trip...one person just pays everything as you go...

Let everyone know the meal plan, the grocery plan, the ticket plan, the daily plan, any restaurant plan (also prepaid - offsite buffets are nice here), the coming/going plan, etc. Make sure you adapt for dietary needs and allergies - don't plan meat nights when you have a vegan. Plan the "lowest common denominator" that works for all.

For example, I might say for 4 people...
Hotel $100/each ($400 timeshare for week)
Gas/Parking $75/each (6 days of $20 parking Plus $60 gas/each way plus tolls plus a wear-and-tear payment to the driver of any excess)
Food to and from Trip $25/each ($12.50/person for a fast food meal coming and going plus 1 gas station snack or bev each way)
Park Tickets $400/each
Grocery Bill $100/each (covers breakfast, dessert, snack, and one other meal/day plus beverages and disposable needs)
Restaurants $300/each (covers one onsite CS lunch/bev or one offsite dinner of entree/bev + one onsite snack/day)
OMG Money $100/each - full refunded at end of trip if all goes well - but this covers medical co-pays, car breakdowns and towings, rental damage, etc

Total $1100/each (assuming the cheap timeshare)...

Covers all hotel, food, non-alcoholic bev, snacks, groceries, ticket, travel, and parking costs. All optional souveniers, photo packages, alcoholic beverages, and in park snacks (over 1 per day) are on the individual...

I mean, this is a type A type of plan...and you'd drill this down to actual food and meal and restaurant plans, etc, etc...but I think you're looking for a type A plan...

 

[Kaitlyn L]

Easiest way - one person take point, make the plan, and then charge each student in cash (or check) a month in advance. Plan a higher sum than needed, and use the extra after the ride home on a celebration night to talk about the trip...one person just pays everything as you go...

Let everyone know the meal plan, the grocery plan, the ticket plan, the daily plan, any restaurant plan (also prepaid - offsite buffets are nice here), the coming/going plan, etc. Make sure you adapt for dietary needs and allergies - don't plan meat nights when you have a vegan. Plan the "lowest common denominator" that works for all.

For example, I might say for 4 people...
Hotel $100/each ($400 timeshare for week)
Gas/Parking $75/each (6 days of $20 parking Plus $60 gas/each way plus tolls plus a wear-and-tear payment to the driver of any excess)
Food to and from Trip $25/each ($12.50/person for a fast food meal coming and going plus 1 gas station snack or bev each way)
Park Tickets $400/each
Grocery Bill $100/each (covers breakfast, dessert, snack, and one other meal/day plus beverages and disposable needs)
Restaurants $300/each (covers one onsite CS lunch/bev or one offsite dinner of entree/bev + one onsite snack/day)
OMG Money $100/each - full refunded at end of trip if all goes well - but this covers medical co-pays, car breakdowns and towings, rental damage, etc

Total $1100/each (assuming the cheap timeshare)...

Covers all hotel, food, non-alcoholic bev, snacks, groceries, ticket, travel, and parking costs. All optional souveniers, photo packages, alcoholic beverages, and in park snacks (over 1 per day) are on the individual...

I mean, this is a type A type of plan...and you'd drill this down to actual food and meal and restaurant plans, etc, etc...but I think you're looking for a type A plan...

Yes, I absolutely am looking for a type A plan haha, thank you!

 

[Kaitlyn L]

If these people can be trusted, sign up for a nice rewards credit card with a nice sign up bonus....charge it ALL on your card then get reimbursed and then enjoy all the points

Seriously my preferred method, otherwise it's share costs as you go as best you can.

That's an interesting idea! I would have never thought of that, thank you!

 

[NotUrsula]

Since you're students, the best way to avoid blowing all of your food budget on eating out is to cook ahead of time, so that all you have to do is warm up. If you have (or can borrow from a parent) a decent ice chest, assign each person to bring 1-2 frozen meals. If you freeze the meal as a solid block in a microwave dish, it will keep for several days in an ice chest filled with frozen food (and topped under the lid with paper towels for insulation.)

It is also a good idea in the month or so leading up to the trip to collect condiment packets from restaurants you go to: big jars are a waste for only a few days, and will greatly increase your up-front cost for things like sandwiches and breakfast spreads. If you have a baggie of packets you can just toss them in the ice chest with the frozen food and they will be enough for the time you spend in the condo. (I'm not talking about grabbing handfuls of packets every time you visit a restaurant, which is stealing, but if they give you 3 and you only use 1, then pop the other 2 into a baggie in your fridge and save them.)

As for gas, I always think that gas cards are a good option when money is tight. Ask for them as gifts for birthdays, etc., and use them like a Christmas Club account to put a bit of money on every so often, so that you have gas and road snacks paid for ahead of time. Be sure to determine what chains are on your route so that you get cards that will be usable; for instance, you wouldn't want cards from Quik-Trip in most of Florida, because that chain doesn't have locations there, but if you were driving through Georgia or the Carolinas, you could use them there.

 

[amylevan]

For gas, determine the # of miles x car MPG x avg. gas cost = amount. Round that up, divide evenly and give it to the owner of the car that you are taking and have them pay for gas for the trip. Let everyone know that any leftover money will be kept by the car owner after the trip to account for wear and tear on the car. (The more miles you expect, the more I'd round up to account for that.)

For food, the best way is going to be to plan out your trip. Determine how many meals you are going to eat in and what they are going to be and who is going to be in charge of cooking it. The more detailed you are, the better you can estimate your bill and split. If you plan to grocery shop together, I'd let everyone buy their own breakfast and snacks (unless someone plans to make pancakes or something for everyone).

Eating out will need to be handled differently. Obviously for CS, everyone can just order and pay separately. TS restaurants will depend on your group. Do you all have access to an app that lets you send money to one another quickly? If so, I would just take turns paying the bill and immediately send each other your portion of the bill as it happens (while still sitting at the table would be best). Does everyone plan to carry cash that you can just split the bill?

 

[LovesTimone]

I would just divide the room cost into how many ever are sharing... but don't forget to double check to see if there is a parking, wi-fi, and resort fees so that your not surprised at check in or check out. So that who rents the room doesn't get stuck with paying for all that... Know before you go.

Depending on where you are coming from... everyone should just take turns buying gas, when you stop and get it... so everyone can fill up in rotation... and if someone doesn't have a turn filling up they can buy lunch for everyone on the way home... Also make sure that the car has a tankful when you return home, to cover wear and tear and show your appreciation for them using their car.

Not sure really how much your going to eat in...there are a lot of places to grab and go outside the park and everyone should just pay for their own meal... At the parks everyone just pays for themselves, or possible two can get together and share if they want... but pay right then in cash at the table so that there are no issues or hard feeling... I would suggest doing a small grocery store run... everyone grab some snacks and breakfast bars, drinks or whatever and put together in one big stash for everyone to enjoy.

Just a thought some people will spend more and some will not... don't make it about dividing down to the penny... just go with the flow and enjoy your time... If someone takes advantage you know not to included them next time...

 

[cedricandsophie]

I often travel with my three best friends. I reserve a condo and pay in advance. We split four ways and they send me a check. For gas, I usually drive because I have a van. They all take turns buying a tank of gas. If we rent a car, we split it 4 ways and for gas we all take turns.

For food we all buy what we want and pay for it. One likes beer so she buys her own. One likes white wine so she buys her own. Two of us like red so we each buy a bottle. For breakfast, somebody buys eggs, another bread, etc. we never eat other meals in the room.

If we go out we just get separate checks.

Seems pretty easy

 

[kaytieeldr]

by calculating MPG * # of miles * cost of a gallon of gas +

For gas, determine the # of miles x car MPG x avg. gas cost = amount

While this would certainly cover gasoline costs, I think the accurate calculation is "miles divided by MPG times cost per gallon."

Food to and from Trip $25/each ($12.50/person for a fast food meal coming and going plus 1 gas station snack or bev each way)
Park Tickets $400/each
Restaurants $300/each (covers one onsite CS lunch/bev or one offsite dinner of entree/bev + one onsite snack/day)

While these items are good consideration for calculating individual expenses, they're really not necessary for the pool.

 

[Sagginit]

I did a road trip in college with friends. We went to Canada so to avoid fees we used cash not credit and it worked out really great. What we did was we split the cost of hotel ahead of time, one person put on a card as that was done online and we wrote them a check. Meals were all out b/c we stayed in a hotel so we each paid for whatever we ate/drank down to our percentage of the tip. Some people hate doing it this way but it just felt fair so there were no hurt feelings if one person ordered that steak dinner. For gas we calculated an estimate ahead of time and put cash in an envelope. This also covered small incidentals like valet parking at the hotel (mandatory, no self-park), tips for hotel staff, and tolls.

Also keep in mind who's car are you taking and what is your agreement if there is a break down? We had a discussion beforehand and it was a bit tense honestly as the person who agree to have us use their car thought that ANY repair needed during or right after the trip was to be split. We almost canceled the trip over that but in the end agreed that anything that was regular wear was her responsibility but we would cover any damage that happened because of the trip as well as tow costs if incurred. This meant a blown tire because we hit a nail would be split but not splitting the cost if a belt snapped as that would be wear over the life of the car.

In your case if your doing groceries and driving as suggested I would agree upon each person making a meal or two to bring, each person pays for their meal. Then make a list of what other items you need and buy when there splitting the cost in cash. Talk about if you are going to eat out and where that way everyone can budget. Again you don't want to be fighting while on your trip over McDonald's vs Rainforest Cafe.

I would avoid other than the rental/hotel room putting items on someones card. What I have learned is you really don't know about your friends finances.The points can be tempting but I have heard of situations almost ruining friendships. One of the best pieces I ever got was from a college professor and mentor. "You have friends... and then you have friends who you travel with."

 

[MomToOne]

Estimate best you can the costs you are going to share. Add some "slush". Then have everyone cover their portion in cash before the trip, and give it to one person - that's now your kitty.

That one person pays for the shared costs from the cash kitty, keeping a decent accounting of each expense that can be given to each person at the end, or whenever anyone questions where the money has gone. This isn't that hard to do, just save receipts and/or keep a small notebook where you note each expense paid.

If the cash runs out and the trip isn't done, everyone contributes more cash to the kitty. If the trip ends and there is cash left, it is divided evenly and given back to everyone.

It might even be a good idea to review the total spent each day or two with everyone, so you can all decide if you need to be more conservative in your spending the remaining days, or if you can crank up the fun a bit

The most work here is the upfront estimating, and the keeping of the expense accounting. I would be fine taking on either of those chores (and would actually prefer to be the person doing it!), but I know some people hate it. You just have to find the right person(s) in your group to take it on.

 

[RajunCajun]

The solution to all this is extremely easy. respect to everyone else but some of the processes listed are muy complicated.

Venmo/cashapp/facebook cash. All three of those apps will deposit cash into your account instantly. I assume most users here are....how do i say this...older and not familiar/comfortable with these apps.

let's say that you're filling up the car. It cost $40 to fill up. There are 3 other people in the car. They owe you $10 each. At the gas station, they send you $10 via whichever app I listed above and BOOM, $30 is back into your bank account before you leave the gas station. it's that easy. If you go through cash app, you get $5 and your friend will get $5 when they sign up. So 3x friends means $15 for you and $5 for each of them.

 

[TwoMisfits]

The solution to all this is extremely easy. respect to everyone else but some of the processes listed are muy complicated.

Venmo/cashapp/facebook cash. All three of those apps will deposit cash into your account instantly. I assume most users here are....how do i say this...older and not familiar/comfortable with these apps.

let's say that you're filling up the car. It cost $40 to fill up. There are 3 other people in the car. They owe you $10 each. At the gas station, they send you $10 via whichever app I listed above and BOOM, $30 is back into your bank account before you leave the gas station. it's that easy. If you go through cash app, you get $5 and your friend will get $5 when they sign up. So 3x friends means $15 for you and $5 for each of them.

That works...unless 1-2 of them don't have that money at all b/c they didn't plan well...I'm always leery of starting the trip not knowing that everyone can actually pay for it (and finding that out mid-trip), so getting money in advance would put the planner's mind at ease...Some of these kids may have no clue what things actually cost in Disney...they think $500/week is more than enough and gag when they see the number doubling that...

 

[Queen of the WDW Scene]

For gas just rotate who pays.
Someone may end up paying a little more and someone may end up paying a little less simply due to gas prices varying along the way but itspretty much an even split.
For groceries you should be able to determine which items each person should buy to make it come out pretty evenly and then each person pays for their set of items.
Make sure that everyone has access to cash if you are going to have one person pay for a shared expense so that you can give that person your share immediately not after the trip.
I've been on a few road trips like this and that's how my friends and I do it anyways.

 

[MomToOne]

The solution to all this is extremely easy. respect to everyone else but some of the processes listed are muy complicated.

Venmo/cashapp/facebook cash. All three of those apps will deposit cash into your account instantly. I assume most users here are....how do i say this...older and not familiar/comfortable with these apps.

let's say that you're filling up the car. It cost $40 to fill up. There are 3 other people in the car. They owe you $10 each. At the gas station, they send you $10 via whichever app I listed above and BOOM, $30 is back into your bank account before you leave the gas station. it's that easy. If you go through cash app, you get $5 and your friend will get $5 when they sign up. So 3x friends means $15 for you and $5 for each of them.

Ahem...while "older", I have used similar apps and I can tell you the hardest part about them is actually getting someone to go into them and pay you. Technology doesn't fix that issue. Or the fact that your friend's account is empty and they CAN'T pay you back immediately.

I've had enough trouble with paying up front for folks who took forever to pay me back, even when they had the means to do so. Given my past life experiences (remember, I'm "older" LOL) I'd rather see that everyone actually has the cash up front, before paying for anything.