expoweb/handbook/finance.html

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<title>CUCC Austria Expeditions: Expo Accounting Policy</title>
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   <META HTTP-EQUIV="author" CONTENT="Earl Merson, December 1999">
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   <META HTTP-EQUIV="description" CONTENT="Description of the financial operation of the CUCC Expo.">
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<body>
<h2 id="tophead">CUCC Expedition Handbook</h2>
<h1 id="top">Expo Accounting Policy</h1>

<H2>Contents</H2>

<UL>
<LI><a href="#finance">Part 1: How Expo is financed</a></LI>

<UL>
<LI>Income and Expenditure </LI>
<LI>The Bank of Expo </LI>
<LI>The Expo Bills </LI>
</UL>

<LI><a href="treasurer.html">Part 2: How to be Expo Treasurer</a> </LI>

<UL>
<LI>Role of the Expo treasurer </LI>
<LI>Timetable of events </LI>
<LI>Other Tips </LI>
</UL>
<LI><a href="travelcosts.html">Part 3: Travel costs</a> </LI>

<LI><a href="treasurer.html#summary">Summary</a></LI>

</ul>

<H2>Introduction</H2>
<P>The two parts deal with the theory and practice of Expo accounting respectively. </P>

<P>These documents were written to explain how we ran the Expo accounts in the years 1997-1999. I hope they will help smooth the hand-over to future treasurers; they may be particularly useful if there are no ex-treasurers in Cambridge.</P>

<p>Archived copies of past expo accounting policy can be found here. Read the most recent one:
<ul>
<li>Expo <a href="../expofiles/accounts/policy/expo08accounting.pdf">accounts policy 2008</a>
<li>Expo <a href="../expofiles/accounts/policy/expo11accounting.pdf">accounts policy 2011</a>
<li>Expo <a href="../years/2013/accounting_policy.html">accounts policy 2013</a>
</ul>


<P>Expo will undoubtedly change as the years go by; please try to keep these documents up to date, the files in order and ensure a smooth hand-over 
to your successor. Good luck!</P>


<H2 id="finance">Part 1: How Expo is financed <I>(The Theory)</I></H2>

<P>Expo is ongoing. Each year's Expo inherits equipment and a little money from its predecessor; similarly, we should leave next year's Expo a 
reasonable stock of equipment and 'float' money.</P>


<H3>Income and Expenditure</H3>

<P>The money to run Expo comes from two sources: principally from each year's participants, and secondarily through grants from bodies such as the 
Ghar Parau Foundation. In addition, numerous companies have provided sponsorship, mainly in the form of food.</P>

<P>Most Expo costs are paid in the UK and 'in the field' by members of Expo. All these expenses during expo are recorded in the <a 
href="bierbook.html">Expo Bier Book and Sesh Book</a> - usually in euros.
After the expedition, the Expo treasurer processes this data to work out who owes and who is owed money. Everyone settles up before the next Expo 
(hopefully!).</P>

<P>Expo incurs cost in the following areas:</P>

<UL>
<LI><a href="travelcosts.html#tofrom">Transport to and from Austria</a> </LI>
<LI><a href="travelcosts.html#inaustria">Travel in Austria</a> </LI>
<LI>Food </LI>
<LI>Camping supplies (gas, dish cloths, etc.) </LI>
<LI>Campsite fees - paid to the Gasthof at the end of Expo</LI>
<LI>Expo equipment purchases and maintenance. </LI>
</UL>
<p>[Note that in 2020 we are considering introducing an emissions policy to encourage low-carbon behaviour such as car-sharing and trains rather than nearly-empty cars and planes.]

<P>In addition, we coordinate various services for members:</P>

<UL>
<LI>Discounted cheap gear orders (some years). </LI>
<LI>Insurance - not any more </LI>
<LI>Expedition T-shirts </LI>
<LI>A system of 'swaps', which enable members to loan, each other money, to be repaid with the Expo bills. This also covers things such as the Expo Dinner at the Gasthof. </LI>
</UL>


<b>Financial and Accounting Responsibilities for Expo-goers</b><br/>
<ol>
<li>Pay a deposit.<br/>
<li>Keep receipts, give them to the expedition treasurer.</li>
<li>If you are in any doubt whether the expedition will reimburse an expense do not incur</li>
it before obtaining the expedition treasurer's agreement.</li>
<li>Fill in the relevant pages of the Bier Book fastidiously.</li>
<li>Where possible, enter details of your expenses on the Expo computer.</li>
<li>Leave money when you leave Austria in order to cover your share of the campsite bill.</li>
<li>Pay your bill within a reasonable timeframe after the accounts are finalized.</li>
</ol>


<P>CUCC and Expo have separate bank accounts, often administered by separate people; both are run to break even over the year. Expo works in partnership with CUCC to prevent unnecessary duplication of resources; CUCC equipment is used on Expo and <I>vice-versa</I>. Apart from these mutual efficiency gains, Expo and CUCC do not subsidise each other.</P>

<H3>The Bank of Expo</H3>
<p>This is an online system which does accounting. It is not a bank: it just keeps records of how expenses are allocated and who has paid what. See the <a href="bankofexpo.html">Bank of Expo</a> webpage for a longer description and all the documentation.

<H3>The Expo Bills</H3>

<P>The bill each person receives depends on:</P>

<UL>
<LI>Their expenditure on behalf of Expo </LI>
<!--<LI>Their travel as part of Expo </LI>-->
<LI>The length of time they spend on Expo (from food, camping &amp; travel in Austria costs) </LI>
<LI>The number of nights at basecamp - tourist tax is due on camping fees </LI>
<LI>The number of nights up the mountain - for topcamp food and equipment </LI>
<LI>Whether they go caving (the equipment expenditure is divided equally among the cavers) </LI>
<LI>Personal costs, such as bier, insurance, T-shirts </LI>
<LI>Any swaps they have made with other expedition members </LI>
<!--<LI>Whether they are employed or not and whether Expo received any grants. </LI>-->
<li>Whether they have received an Expo Bursery
</UL>

<P>How each of these areas has been dealt with traditionally is described below. Future treasurers may wish to change this, but should be prepared for 'heated debate'...</P>


<H4 id="expocosts">Expenditure on behalf of Expo</H4>

<P>Reasonable Expo expenses recorded in the bier book will be refunded. The Expo treasurer determines what is reasonable, but generally Expo only pays for what it gets, and only buys what it needs.</P>

<H4>Time spent on Expo</H4>

<P>The daily costs of Expo (food, campsite fees, gaz, fuel for stoves, dishcloths, etc) are added up and a per-person-per-night cost evaluated. Each member is then charged according to the number of days he/she spent on Expo. The number of nights on expo, and whether they were at basecamp or not, are recorded in <a href="bierbook.html">the Expo Bier Book</a></P>


<H4>Gone caving</H4>

<P>In the past the cost of equipment purchase and maintenance were  divided equally among everyone who went caving, usually irrespective of how 
long they were on Expo; this was to encourage people to make good use of the gear and make it easier for people (often students) to spend the 
full 5 weeks on Expo. 
<!--[The <EM>caver</EM> fiddle factor (normally either 0 or 1) is used in applying this charge]. -->
In recent years this 
policy has been modified to more precisely represent the costs, and encouragement of poor students done through a separate bursery mechanism.</P>


<H4>Personal costs</H4>

<P>The popular/cheap Austrian Bier <EM>G&ouml;sser</EM>, better beer  <EM>Dunkel</EM>, lemonades  <EM>Limos</EM>, and shandy-type concoctions  <EM>Radlers</EM> are bought communally in crates in returnable bottles. Each member's bier consumption (all types of drink) is recorded in <a href="bierbook.html">the Bier Book</a> and the appropriate amount charged to them. 


<H4>Swaps and Seshs</H4>

<P>The <a href="bierbook.html">Expo Sesh Book</a> is used for sessions and group purchases, such as when one person pays for a meal or several Hallstatt pedalo tickets.</P>

<P>Personal stuff bought with Expo food shopping can also be managed through the <a href="bierbook.html">Expo  Sesh Book</a>. Shared meals, including those eaten at the Gasthof at basecamp, have their costs shared through the Sesh Book.
<p>If someone runs out of cash on Expo, another member can lend him or her some money that is documented in the Sesh Book. 

<P>Expo doesn't pay for personal food/drink, only that consumed at basecamp or up the mountain.</P>


<H4>Expo grants</H4>

<P>Grants may come from the GPF, other funding bodies or through students from their college. Expo sometimes uses some of this money to purchase specific high capital items; in 1999 this was a six-berth tent and two mobile phones, in 2018 it was for half a Cavelink radio system. The remaining money (if any) may be managed as a bursery or put towards next year's float. 
<!--divided amongst the unwaged members on Expo, using the <EM>grantshare</EM> fiddle factor. <EM>Grantshare</EM> ranges from 0 for no entitlement to 1 for full entitlement.-->
</P>

<H4 id="rights">Intellectual property rights</H4>
<p>
Photographers retain copyright of their material, but give Expo the 'right to reproduce' their photographs for Expo and CUCC journals, slideshows, etc. This assignment of right to reproduce is assumed when a member arrives at expo. The same goes for all writing in logbooks, callout books, survey notes, website handbook, whiteboards or any other expo-related format<!--See David Gibson's thoughts on this in appendix F (MISSING!).-->

<p>Now read about <a href="treasurer.html">How to be the expo treasurer</a>.

<hr />


</BODY>

</HTML>
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00			`<!DOCTYPE html>`
			`<html>`
			`<head>`
			`<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />`
			`<title>CUCC Austria Expeditions: Expo Accounting Policy</title>`
			`<link rel="stylesheet" type="text/css" href="../css/main2.css" />`
			`<META HTTP-EQUIV="author" CONTENT="Earl Merson, December 1999">`
			`<META HTTP-EQUIV="keywords" CONTENT="Expo, accounts">`
			`<META HTTP-EQUIV="description" CONTENT="Description of the financial operation of the CUCC Expo.">`
			`</HEAD>`

			`<body>`
			`<h2 id="tophead">CUCC Expedition Handbook</h2>`
			`<h1 id="top">Expo Accounting Policy</h1>`

			`<H2>Contents</H2>`

			`<UL>`
			`<LI><a href="#finance">Part 1: How Expo is financed</a></LI>`

			`<UL>`
			`<LI>Income and Expenditure </LI>`
			`<LI>The Bank of Expo </LI>`
			`<LI>The Expo Bills </LI>`
			`</UL>`

			`<LI><a href="treasurer.html">Part 2: How to be Expo Treasurer</a> </LI>`

			`<UL>`
			`<LI>Role of the Expo treasurer </LI>`
			`<LI>Timetable of events </LI>`
			`<LI>Other Tips </LI>`
			`</UL>`
linking in travel costs page 2020-03-01 23:28:46 +00:00			`<LI><a href="travelcosts.html">Part 3: Travel costs</a> </LI>`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00
			`<LI><a href="treasurer.html#summary">Summary</a></LI>`

			`</ul>`

			`<H2>Introduction</H2>`
			`<P>The two parts deal with the theory and practice of Expo accounting respectively. </P>`

			`<P>These documents were written to explain how we ran the Expo accounts in the years 1997-1999. I hope they will help smooth the hand-over to future treasurers; they may be particularly useful if there are no ex-treasurers in Cambridge.</P>`

			`<p>Archived copies of past expo accounting policy can be found here. Read the most recent one:`
			`<ul>`
			`<li>Expo <a href="../expofiles/accounts/policy/expo08accounting.pdf">accounts policy 2008</a>`
			`<li>Expo <a href="../expofiles/accounts/policy/expo11accounting.pdf">accounts policy 2011</a>`
			`<li>Expo <a href="../years/2013/accounting_policy.html">accounts policy 2013</a>`
			`</ul>`


removing non UTF8 chars 2022-03-31 00:34:42 +01:00			`<P>Expo will undoubtedly change as the years go by; please try to keep these documents up to date, the files in order and ensure a smooth hand-over`
			`to your successor. Good luck!</P>`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00

			`<H2 id="finance">Part 1: How Expo is financed <I>(The Theory)</I></H2>`

removing non UTF8 chars 2022-03-31 00:34:42 +01:00			`<P>Expo is ongoing. Each year's Expo inherits equipment and a little money from its predecessor; similarly, we should leave next year's Expo a`
			`reasonable stock of equipment and 'float' money.</P>`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00

			`<H3>Income and Expenditure</H3>`

removing non UTF8 chars 2022-03-31 00:34:42 +01:00			`<P>The money to run Expo comes from two sources: principally from each year's participants, and secondarily through grants from bodies such as the`
			`Ghar Parau Foundation. In addition, numerous companies have provided sponsorship, mainly in the form of food.</P>`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00
removing non UTF8 chars 2022-03-31 00:34:42 +01:00			`<P>Most Expo costs are paid in the UK and 'in the field' by members of Expo. All these expenses during expo are recorded in the <a`
			`href="bierbook.html">Expo Bier Book and Sesh Book</a> - usually in euros.`
			`After the expedition, the Expo treasurer processes this data to work out who owes and who is owed money. Everyone settles up before the next Expo`
			`(hopefully!).</P>`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00
			`<P>Expo incurs cost in the following areas:</P>`

			`<UL>`
			`<LI><a href="travelcosts.html#tofrom">Transport to and from Austria</a> </LI>`
			`<LI><a href="travelcosts.html#inaustria">Travel in Austria</a> </LI>`
			`<LI>Food </LI>`
			`<LI>Camping supplies (gas, dish cloths, etc.) </LI>`
			`<LI>Campsite fees - paid to the Gasthof at the end of Expo</LI>`
			`<LI>Expo equipment purchases and maintenance. </LI>`
			`</UL>`
			`<p>[Note that in 2020 we are considering introducing an emissions policy to encourage low-carbon behaviour such as car-sharing and trains rather than nearly-empty cars and planes.]`

			`<P>In addition, we coordinate various services for members:</P>`

			`<UL>`
			`<LI>Discounted cheap gear orders (some years). </LI>`
			`<LI>Insurance - not any more </LI>`
			`<LI>Expedition T-shirts </LI>`
			`<LI>A system of 'swaps', which enable members to loan, each other money, to be repaid with the Expo bills. This also covers things such as the Expo Dinner at the Gasthof. </LI>`
			`</UL>`

duplicaiton removal and relocation 2020-01-09 04:13:30 +00:00
			`<b>Financial and Accounting Responsibilities for Expo-goers</b><br/>`
			`<ol>`
			`<li>Pay a deposit.<br/>`
			`<li>Keep receipts, give them to the expedition treasurer.</li>`
			`<li>If you are in any doubt whether the expedition will reimburse an expense do not incur</li>`
weird characters replaced by UTF-8 2022-03-31 00:22:05 +01:00			`it before obtaining the expedition treasurer's agreement.</li>`
duplicaiton removal and relocation 2020-01-09 04:13:30 +00:00			`<li>Fill in the relevant pages of the Bier Book fastidiously.</li>`
			`<li>Where possible, enter details of your expenses on the Expo computer.</li>`
			`<li>Leave money when you leave Austria in order to cover your share of the campsite bill.</li>`
removing non UTF8 chars 2022-03-31 00:34:42 +01:00			`<li>Pay your bill within a reasonable timeframe after the accounts are finalized.</li>`
duplicaiton removal and relocation 2020-01-09 04:13:30 +00:00			`</ol>`


Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00			`<P>CUCC and Expo have separate bank accounts, often administered by separate people; both are run to break even over the year. Expo works in partnership with CUCC to prevent unnecessary duplication of resources; CUCC equipment is used on Expo and <I>vice-versa</I>. Apart from these mutual efficiency gains, Expo and CUCC do not subsidise each other.</P>`

			`<H3>The Bank of Expo</H3>`
			`<p>This is an online system which does accounting. It is not a bank: it just keeps records of how expenses are allocated and who has paid what. See the <a href="bankofexpo.html">Bank of Expo</a> webpage for a longer description and all the documentation.`

			`<H3>The Expo Bills</H3>`

			`<P>The bill each person receives depends on:</P>`

			`<UL>`
			`<LI>Their expenditure on behalf of Expo </LI>`
Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules. 2020-01-18 22:33:25 +00:00			`<!--<LI>Their travel as part of Expo </LI>-->`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00			`<LI>The length of time they spend on Expo (from food, camping & travel in Austria costs) </LI>`
			`<LI>The number of nights at basecamp - tourist tax is due on camping fees </LI>`
			`<LI>The number of nights up the mountain - for topcamp food and equipment </LI>`
			`<LI>Whether they go caving (the equipment expenditure is divided equally among the cavers) </LI>`
			`<LI>Personal costs, such as bier, insurance, T-shirts </LI>`
			`<LI>Any swaps they have made with other expedition members </LI>`
Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules. 2020-01-18 22:33:25 +00:00			`<!--<LI>Whether they are employed or not and whether Expo received any grants. </LI>-->`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00			`<li>Whether they have received an Expo Bursery`
			`</UL>`

			`<P>How each of these areas has been dealt with traditionally is described below. Future treasurers may wish to change this, but should be prepared for 'heated debate'...</P>`


			`<H4 id="expocosts">Expenditure on behalf of Expo</H4>`

			`<P>Reasonable Expo expenses recorded in the bier book will be refunded. The Expo treasurer determines what is reasonable, but generally Expo only pays for what it gets, and only buys what it needs.</P>`

			`<H4>Time spent on Expo</H4>`

			`<P>The daily costs of Expo (food, campsite fees, gaz, fuel for stoves, dishcloths, etc) are added up and a per-person-per-night cost evaluated. Each member is then charged according to the number of days he/she spent on Expo. The number of nights on expo, and whether they were at basecamp or not, are recorded in <a href="bierbook.html">the Expo Bier Book</a></P>`


			`<H4>Gone caving</H4>`

Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules. 2020-01-18 22:33:25 +00:00			`<P>In the past the cost of equipment purchase and maintenance were divided equally among everyone who went caving, usually irrespective of how`
			`long they were on Expo; this was to encourage people to make good use of the gear and make it easier for people (often students) to spend the`
			`full 5 weeks on Expo.`
			`<!--[The <EM>caver</EM> fiddle factor (normally either 0 or 1) is used in applying this charge]. -->`
			`In recent years this`
			`policy has been modified to more precisely represent the costs, and encouragement of poor students done through a separate bursery mechanism.</P>`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00

			`<H4>Personal costs</H4>`

Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules. 2020-01-18 22:33:25 +00:00			`<P>The popular/cheap Austrian Bier <EM>Gösser</EM>, better beer <EM>Dunkel</EM>, lemonades <EM>Limos</EM>, and shandy-type concoctions <EM>Radlers</EM> are bought communally in crates in returnable bottles. Each member's bier consumption (all types of drink) is recorded in <a href="bierbook.html">the Bier Book</a> and the appropriate amount charged to them.`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00


			`<H4>Swaps and Seshs</H4>`

			`<P>The <a href="bierbook.html">Expo Sesh Book</a> is used for sessions and group purchases, such as when one person pays for a meal or several Hallstatt pedalo tickets.</P>`

			`<P>Personal stuff bought with Expo food shopping can also be managed through the <a href="bierbook.html">Expo Sesh Book</a>. Shared meals, including those eaten at the Gasthof at basecamp, have their costs shared through the Sesh Book.`
			`<p>If someone runs out of cash on Expo, another member can lend him or her some money that is documented in the Sesh Book.`

			`<P>Expo doesn't pay for personal food/drink, only that consumed at basecamp or up the mountain.</P>`




			`<H4>Expo grants</H4>`

Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules. 2020-01-18 22:33:25 +00:00			`<P>Grants may come from the GPF, other funding bodies or through students from their college. Expo sometimes uses some of this money to purchase specific high capital items; in 1999 this was a six-berth tent and two mobile phones, in 2018 it was for half a Cavelink radio system. The remaining money (if any) may be managed as a bursery or put towards next year's float.`
			`<!--divided amongst the unwaged members on Expo, using the <EM>grantshare</EM> fiddle factor. <EM>Grantshare</EM> ranges from 0 for no entitlement to 1 for full entitlement.-->`
			`</P>`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00
			`<H4 id="rights">Intellectual property rights</H4>`
			`<p>`
Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules. 2020-01-18 22:33:25 +00:00			`Photographers retain copyright of their material, but give Expo the 'right to reproduce' their photographs for Expo and CUCC journals, slideshows, etc. This assignment of right to reproduce is assumed when a member arrives at expo. The same goes for all writing in logbooks, callout books, survey notes, website handbook, whiteboards or any other expo-related format<!--See David Gibson's thoughts on this in appendix F (MISSING!).-->`
Accounting policies and treasurer role updated 2020-01-09 02:58:18 +00:00
			`<p>Now read about <a href="treasurer.html">How to be the expo treasurer</a>.`

			`<hr />`



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			`</HTML>`