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78 lines
4.3 KiB
HTML
78 lines
4.3 KiB
HTML
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<title>CUCC Austria Expeditions: Accounting for Travel </title>
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<link rel="stylesheet" type="text/css" href="../css/main2.css" />
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<!--
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Much of this is taken from
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"Earl Merson, December 1999"
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"Description of the financial operation of the CUCC Expo."
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The "old" parts of this page were last modified 2000-01-07
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-->
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</HEAD>
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<body>
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<h2 id="tophead">CUCC Expedition Handbook</h2>
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<h1 id="top">Expo Travel Accounting</h1>
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<H2>Travel expenses - How it is done in 2018</H2>
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<H2>Travel expenses - How it used to be done (pre-2001)</H2>
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<H3 id="travelcosts">Travel expenditure on behalf of Expo</H3>
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<P>The area of most concern to the Expo Treasurer will almost certainly be the
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travel expenses, for journeys to and from Austria. Transport is notionally
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coordinated by the Expo Treasurer (see later) with the objective of getting
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all the people to Expo at minimum overall cost (consistent with reasonable
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comfort, safety, timeliness, etc. :-). Typically, some people are helpful
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and drive to Expo with cars <EM>full</EM> of passengers and/or Expo gear.
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The ferry, fuel and toll costs for these vehicles are normally refunded in full.
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Some vehicles travel to and/or from Expo with half or less of a full complement
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of passengers; in these cases the costs may or may not be refunded, or refunded
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in part, at the discretion of the treasurer. The decision is normally based on
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whether the car was under-utilised because the driver was too
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inflexible/uncommunicative to fit in better with the Expo transport plan,
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whether the inefficiency was unavoidable. Where a vehicle goes off elsewhere
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before or after Expo, Expo usually pays for the 'useful' part of the journey.</P>
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<P>Expo does not pay fines (speeding, parking or otherwise) but may pay road tolls.</P>
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<p>
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Later on, there'll be the job of determining who the full, semi-independent and independent travellers are and which vehicles are funded in full or part. This may be a bit iterative, depending on how helpful and communicative various people have been.
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<H3 id="traveller">Travel Arrangements: traveller types</H3>
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<P>Each Expo member may be regarded as anything from </P>
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<OL>
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<LI>A full traveller: went to and from Expo in Expo-funded vehicles, through </LI>
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<LI>A semi-independent traveller: went only one way in an Expo-funded vehicle, to</LI>
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<LI>An independent traveller: went to and from Expo at his or her own expense.</LI>
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</OL>
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<P>The first Expo fiddle-factor <EM>traveller</EM> is used to describe this state. <EM>Traveller</EM> normally ranges from 0.1 for an independent traveller to 1 for a full traveller. The semi-independent <EM>traveller</EM> value is about 0.55. All these are determined by the treasurer and can be adjusted to take account of exceptional circumstances.</P>
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<P>The reason that the independent and semi traveller values are not 0 and 0.5 respectively is that Expo equipment must still be transported both ways even if some people go elsewhere before or after Expo. Thus these people still pay something towards the Expo transport bill.</P>
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<P>In some complex cases, the process of assigning everybody's respective <EM>traveller</EM> value and deciding which vehicles Expo will fund is a little iterative. The treasurer aims for an overall fair settlement.</P>
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<P>Once all the <EM>traveller</EM> values have been assigned, the total cost of the Expo-funded vehicles is divided in proportion to each member's value. This is done automatically in the Expo spreadsheet.</P>
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<H4 id="carcosts">Allowance for car owners</H4>
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<P>A car allowance can made to owners of Expo funded vehicles to cover wear and tear. How much this is and whether it includes an element for extra motor insurance cover is determined by the treasurer; recently it has been £80 including insurance and £50 not including insurance (which was paid separately if requested). Partially funded vehicles were given a proportional allowance. However, as the car allowance was stated when we had problems getting enough cars. You could make it optional, or direct it towards skint/unwaged car owners, as you think appropriate: an 'options' page in the Bier Book could be used to let people sign up for a car allowance.</P>
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<HR>
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<SMALL>Started 1999-12-31 by Earl Merson, Treasurer 1998 & 1999.<br>
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The "old" parts of this page were last modified 2000-01-07</SMALL></P>
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<hr />
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</BODY>
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</HTML>
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