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years/2024/accounting_policy.html
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<html><head><title>CUCC Expo 2024 Accounting Policy Document</title></head><body>
<h1>CUCC Expo 2024 Accounting Policy Document<br/></h1>
24 June 2024<br/>
<h2><b>Notes from Expo accounting 2024</b></h2>
<li>£200 has been left in the 'Future Investment' pot as a split of drill expenses with 2025 <br/>
<li>The Toll road should be paid at the VERY START of expo, late payment caused a lot of problems this year <br/>
<li>In 2025 we should strongly consider introducing a 'driver's wear and tear fee'. I didn't feel it would be approprioate to introduce without consulting everyone this year, but this feel that it is the correct thing to do going forward, to encourage driving and reduce the financial burden on drivers for using the toll road. <br/>
<li>Prices between alcoholic drinks (beers, radlers etc) varied so much that there was no value in splitting them out. All wear entered as the beer (standard) <br/>
<li> Some recommendations for bank of expo: Base Camp Camping Fee is not an option in the dropdown when editing the simple communal expense catagories <br>
<h2>1 Policy Philosophy</h2>
The intentions of this policy are several-fold:<br/>
<ol>
@ -16,7 +25,7 @@ The intentions of this policy are several-fold:<br/>
<h2>2 Expo Income</h2>
<h3>2.1 Grants</h3>
Grant money, unless obtained for a specific purpose, will be divided per caving member and offset against communal equipment costs.</p>
<p>The Alex Pitcher Award will be split equally between all eligible participants to reduce their overall bill. <br/>
<p>The Ghar Parau Award will be split equally <br/>
<h3>2.2 Deposits</h3>
All expedition members are expected to pay a deposit before the expedition to finance
the purchase of expensive communally bought items, unless they are personally incurring a larger communal expedition expense.
@ -46,7 +55,7 @@ For personal equipment, see 3.4.3.<br/>
<p>Travel to and from Expo will be carbon offset. This will be calculated on an individual basis and added to the expo bill. Expedition members are responsible for supplying information on fuel usage (travelling by car) or journey details (train or plane) for the purposes of carbon offsetting calculation. </p>
<h3>3.3 Maintenance</h3>
<h4>3.3.1 Food and Drink</h4>
<p>Communal food and drink costs will be split by top/base camp food and shared on a nights at top/base camp basis. Personal food/drink items bought by others must be accounted separately in the Bier Book as person-to-person swaps .<br/>
<p>Communal food and drink costs will be split by nights at expo. Personal food/drink items bought by others must be accounted separately in the Bier Book as person-to-person swaps .<br/>
<p>G&ouml;sser and limos will be charged individually based on Bier Book tallies.<br/>
<h4>3.3.2 Accommodation</h4>
<p>Base camp fees will be shared on nights spent at base camp.</p>
@ -74,6 +83,9 @@ it before obtaining the treasurer’s agreement.</li>
</ol>
<p>When making paper or electronic entries, please ensure they are clear.<br/>
<h2><b>Implementation of this Policy</b></h2>
<p>The expedition treasurer, Lucy Hyde (hyde.lucy '@' icloud.com), will manage the expedition’s finances. In the first instance queries should be addressed to her.</p>