# How to estimate employee transport cost for a Sanand unit Before asking any vendor for a quote, HR and finance can estimate what staff transport should cost. This worksheet from Shiv Shakti Tours & Travels shows the inputs that drive cost, how to turn them into a cost per vehicle and per employee, and which line items to check in every quote. - Inputs that drive cost - Cost per employee - Quote checklist ItemIn the contractSedan₹12/kmErtiga₹13/kmInnova Crysta₹18/kmNight+20% (10 PM–6 AM)Monthly packagesQuoted per vehicle These are our published rates. A contract price is quoted per company and may differ. ## How do you estimate the cost of employee transport? Count vehicles, not people. Work out how many vehicles each shift needs from the headcount per route, estimate each vehicle's monthly cost (a quoted package, or kilometres × the per-km rate plus extras), add the night share, then divide the total by the number of employees carried to get a cost per employee. - **Vehicles**: The main cost driver - **Km**: The second driver - **+20%**: Night share of trips - **÷**: Employees carried A cost per employee is useful for budgets and for comparing against a travel allowance, but it is an output, not an input. The bill depends on how many vehicles run and how far they go. Two plants with the same headcount can have very different costs if one draws staff from three nearby villages and the other from all over Ahmedabad. ## Which inputs drive the cost? Fill in one row per route; the totals give your estimate. | Input | Where it comes from | Why it matters | | --- | --- | --- | | Employees per shift on the route | HR roster | Sets the vehicle size | | Vehicle type | Seats needed: 4, 6, 7 or a group vehicle | Sets the rate | | Kilometres per day | Route length × trips per day | Per-km cost driver | | Working days per month | Shift calendar | Multiplies everything | | Share of trips 10 PM–6 AM | Shift timings | Adds 20% to those trips | | Tolls and parking | Route | Added at actual cost | | Monthly package quote | Vendor | Replaces km × rate if chosen | ## How do you turn the inputs into a monthly figure? Five steps, done per route and then added up. - **Size the vehicle.** Employees on the route decide sedan, Ertiga, Innova Crysta or a group vehicle. - **Cost one vehicle.** Either the quoted monthly package, or km per day × days × rate per km. - **Add extras.** Night share at +20%, tolls and parking at actual cost. - **Add up the routes.** All vehicles across all shifts. - **Divide by employees.** Total ÷ employees carried = cost per employee per month. ## Cost questions From HR and finance. ### Why not just ask for a price per employee? Because the cost comes from vehicles and kilometres; a per-head price hides those drivers and changes with attendance. ### What is the cheapest way to cut transport cost? Fuller vehicles and shorter routes. Seat occupancy and trip-wise km reports show where. ### Is a monthly package cheaper than per km? For a vehicle on a fixed daily routine it usually is; send your routine and we price both. ### Does the night charge apply to every trip? Only to trips that start between 10 PM and 6 AM. ### Can you check our estimate? Yes. Send the worksheet and we quote against it line by line. ## Related pages - [Pricing models](https://www.shivshaktitoursandtravels.in/sanand-gidc/transport-pricing-models.html): Package, per km or per trip. - [Long-term rates](https://www.shivshaktitoursandtravels.in/sanand-gidc/long-term-contract-rates.html): Lower cost over time. - [Transport policy](https://www.shivshaktitoursandtravels.in/sanand-gidc/transport-policy-hr.html): Who is eligible. - [All contract guides](https://www.shivshaktitoursandtravels.in/sanand-gidc/corporate-contracts.html): The full list. **Short general answers in our [Knowledge Hub](https://www.shivshaktitoursandtravels.in/answers/)** - [Do you provide reports showing vehicle utilization?](https://www.shivshaktitoursandtravels.in/answers/corporate-accounts/utilisation-and-spend-reports/) - [How can we reduce employee transportation costs through optimized routes?](https://www.shivshaktitoursandtravels.in/answers/employee-transport/reduce-employee-transport-costs/) **Written by [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html)**, owner of Shiv Shakti Tours & Travels: GST and MSME registered, 8+ years in business, with cars based near Sanand and an Ahmedabad office in Ghatlodiya. Rates and terms last checked 10 October 2026. Distances are approximate road distances; fares are indicative and confirmed on call. Spotted something out of date? [Tell us](https://www.shivshaktitoursandtravels.in/contact.html). ## Turn the worksheet into a quote Send the completed inputs. We return a quote per vehicle, so you can compare it with your estimate line by line. --- - Source page: https://www.shivshaktitoursandtravels.in/sanand-gidc/employee-transport-cost.html - Written by: Vaibhaviba Bhavsinh Solanki, owner of Shiv Shakti Tours & Travels (GST and MSME registered, since 2018, rated 4.9 on Google) - Last checked: 10 October 2026 - Book or ask: call or WhatsApp +91 99745 30788 (24/7), contact@shivshaktitoursandtravels.in - Branch: Hansalpur Circle, Becharaji, Near SMG (Maruti Suzuki) Plant, Gujarat 384210 - Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad, Gujarat 380061 - Fares are indicative and confirmed on call; tolls, parking and the 20% night charge (10 PM to 6 AM) are extra.