The purpose of these Trip
Financial Guidelines is to provide a common basis of how trip
costs are planned, establish refund/review policies when actual
costs are out of line with planned costs, and establish Trip Coordinator/Trip
Leader responsibilities. The intent is to insure that trips are
priced and administered in a fair but fiscally responsible manner.
The Trip Coordinator and/or Trip Leaders will determine all included
costs associated with each trip:
• Miscellaneous trip
expenses that can be reasonable to expect the club to reimburse:copies,
maps, telephone, reservations, coordination;
• Room;
• Meals when planned and included as part of the trip costs;
• Trail fees when planned and included as part of the trip
costs;
• Social functions when planned and included
as part of the trip costs;
• Tips when planned and included
as part of the trip costs.
A contingency of 5 or 10% will be added to the estimated cost
to cover possible unforeseen costs on this or other Club trips
or losses in other years:
• New trips with uncertain
costs will be priced at 10% above estimated costs;
•
Low cost trips under $50 estimated cost will be priced at 10%
above estimated costs;
• High risk trips (e.g. trips
with high fixed cost accommodations like condos or other high
fixed costs like buses or uncertain expenses like currency exchange
rates) will be priced at 10% above estimated costs;
•
Established trips except as noted previously will be priced at
5% above estimated costs.
Round the estimated cost plus the contingency up to nearest dollar
and use this as the member price for participating in a trip.
Trip overages beyond, and only beyond, 5% of actual costs shall
be refunded to the members by the Treasurer subject to a $10
minimum refund. Any refund shall occur in the current accounting
year. The trip leader shall report overages and shortfalls to
the treasurer as soon as practical after the trip. It is anticipated
that trips will be priced so that refunds are usually not necessary.
Actual costs greater than the trip price are to be brought to
the attention of the Board for review. Trip leaders are not to
collect additional money on the trip above the published trip
price unless prior approval of the Board is obtained.
Revenue from complimentary packages that were not part of the
calculated cost will go into the Club Treasury.
Trip Leaders will monitor their trip sign up to insure that enough
members are signed up by the cancellation dates for rooms, buses,
etc. for the trip to pay for itself. Trip Leaders are responsible
to make cancellations when the trip is not full. The Trip Coordinator
will oversee this and will notify the Board and Officers of any
risks. In general each trip is expected to pay for itself.
Exceptions to these Guidelines are trips like the out west trips
or gamblers trips in which members simply share costs.
Refer to the most current Trip Reservation Policy on the WSTC
Trip Reservation Form (attached) for further information
(e.g. eligibility, trip reservation process, trip refunds). |
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