How to Use This Calculator
Fill in each section from top to bottom. Results update instantly as you type. All inputs use your own numbers — nothing is assumed about your situation.
- Trip Basics — Enter the number of days and how many people are sharing costs.
- Travel — Choose Drive or Fly. For driving, enter the total round-trip distance; the default rate uses the 2026 IRS standard mileage figure (72.5 ¢/mi). Switch to kilometres if you prefer metric.
- Lodging & Meals — Enter nightly accommodation cost and your daily meal/incidentals budget.
- Repositories — Add each archive, courthouse, library, or church records office. For each, enter the admission fee (many have none) and expected document copy or scan costs.
- Local Researcher — If hiring a guide or professional genealogist for any portion, enter hours and rate.
- Other Expenses — Add DNA test kits, scanning supplies, and a contingency buffer.
Use Print / Save PDF to get a clean itemised summary. Use Copy Summary to paste the breakdown into an email or note. The URL updates automatically — bookmark or share it to restore your exact inputs later.
When to Budget a Genealogy Research Trip
Not every record is online. Census substitutes, early vital records, probate files, deed books, church registers, and local newspaper collections often exist only at county courthouses, state archives, or small local libraries that haven't been digitised. A physical visit is sometimes the only way to access them — and it often turns up unexpected finds that no keyword search would surface.
Common reasons genealogists travel to repositories:
- Examining original deed books and probate records at a county courthouse
- Researching pre-1900 church registers at a diocesan or parish archive
- Using special collections at the FamilySearch Library (Salt Lake City), Allen County Public Library (Fort Wayne, IN), or a state archives
- Photographing gravestones and interviewing older relatives in an ancestral location
- Accessing military pension files or land records at the National Archives in Washington DC or a regional facility
Typical Cost Ranges
Method & sources: All calculations use your own inputs. The default 2026 driving rate of $0.725/mile is the IRS standard mileage rate per IRS Notice 2026-10. Repository fee ranges below are indicative; always verify with each repository directly.
- Repository admission: Many public archives and FHCs are free. County courthouses and state archives vary — some charge a day-use fee of $5–$25.
- Document copies: Photocopies typically $0.10–$0.50/page; digital scans $0.25–$1.00/image; certified vital record copies $5–$25 each.
- Professional genealogist fees: $50–$200/hour; average experienced researcher $75–$125/hour (ICAPGen).
- DNA test kits: AncestryDNA, 23andMe, FamilyTreeDNA typically $79–$199 retail; watch for sales.
Frequently Asked Questions
What costs should I budget for a genealogy research trip?
A genealogy research trip typically involves travel (driving mileage or flights), lodging per night, daily meals, repository admission or day-pass fees, per-page document copy or scan fees, parking and tolls, and optionally a local guide or professional researcher. This calculator covers all of those categories so you get a realistic total before you book.
How much do archives and repositories charge for document copies?
Fees vary widely. Many archives charge $0.10–$0.50 per photocopy and $0.25–$1.00 per digital scan. Some county courthouses charge $1–$5 per certified copy of a vital record. Libraries may allow free self-service scanning to a USB drive. Always check the repository's website in advance and budget for the number of records you expect to pull.
Is a genealogy research trip tax-deductible?
For personal hobby genealogy, costs are generally not deductible. However, if you are a professional genealogist and the trip is a business expense, mileage, lodging, and other costs may be deductible. The 2026 IRS standard mileage rate for business use is 72.5 cents per mile (per IRS Notice 2026-10). Consult a tax professional for your specific situation.
How many days should I plan for a multi-repository genealogy trip?
Plan at least a full day per major repository. County courthouses often limit access to a few hours, while state archives or large genealogical libraries — such as the FamilySearch Library in Salt Lake City or the Allen County Public Library in Fort Wayne, Indiana — may warrant two or more days each. Build in buffer days for unexpected finds, closed collections, or travel delays.
Should I hire a local genealogy researcher instead of traveling?
Professional genealogists typically charge $50–$200 per hour. If your trip requires significant flights and lodging, hiring a local researcher for specific lookups can be cost-effective. However, if the trip covers multiple repositories or you want the experience of handling original records, traveling in person often yields more. To model a remote-hire scenario in this calculator, set travel and lodging costs to $0 and enter only the researcher's hours and rate.
How do I split costs with a travel companion?
Set Travelers sharing costs to 2 or more. Driving mileage, lodging, and parking/tolls are divided equally. Repository fees and meal costs are per person (so they multiply by traveler count). The summary shows the total trip cost; the per-day note breaks out the per-person share.
Estimate for guidance only. Figures are derived from your inputs and representative cost ranges. Actual costs vary by region, season, and repository policy. Verify all fees with each repository before travel. Not financial, tax, or professional advice.