WSTC

TRIP LEADER GUIDELINES

Hi Everyone,

Below are some guidelines which I'd like to propose for leading your trips. If followed, they'll help us stay within our existing policies and good practices for non-profits. Hopefully, it will also make the Treasurer's and Secretary's jobs easier.

Carol Hohnke
Trip Coordinator, 2006 - 07

  • Keep Club members informed of your trip's status, especially price changes and available space, via email or Club meetings.

  • Verify trip participant is member of WSTC or Metro Detroit Ski Council (MDSC)-affiliated club.

  • Collect trip participants' Trip Reservation Forms and checks, recording check information on the Forms (check number, date, amount). Keep the Trip Reservation Forms; forward the checks to WSTC's Treasurer (Dan Sell) sometime prior to trip departure. If a membership fee is included on the same check with trip fees, record check info. (number,date and amount) on the participant's Membership Form and forward to the Club Secretary (Ed Steinman).

  • In advance of trip, email or make written request to the Treasurer for Club check to cover lodging and other trip expenses known in advance. Check requests must be for exact amounts (i.e. no blank checks). Avoid using your own funds or credit card to pay for major trip expenses or lodging reservations. For Canadian lodging, ask for a firm written quote in US $.

  • Inform yourself of WSTC's Trip Refund Policy. If your trip is cancelled and/or a refund is due to any participant, email or send written notice ASAP to WSTC's Treasurer so a refund can be made within 30 days.

  • Obtain written receipts for all trip expenses paid on behalf of WSTC and submit together with a trip expense report report (trip fees collected, minus trip expenses = net income/loss) to the WSTC Treasurer within 30 days after the trip. If you personally incurred expenses on behalf of WSTC, request reimbursement in writing to the WSTC Treasurer and include receipts.

  • Refer to the most current Trip Reservation Policy on the WSTC Trip Reservation Form and Trip Financial Guidelines for further information (e.g. eligibility, trip reservation process, trip refunds).