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Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules.

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Philip Sargent 2020-01-19 00:33:25 +02:00
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2 changed files with 39 additions and 21 deletions
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19
handbook/finance.html
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@ -110,14 +110,14 @@ it before obtaining the expedition treasurer’s agreement.</li>
<UL>
<LI>Their expenditure on behalf of Expo </LI>
<LI>Their travel as part 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 are employed or not and whether Expo received any grants. </LI>-->
<li>Whether they have received an Expo Bursery
</UL>
@ -135,12 +135,17 @@ it before obtaining the expedition treasurer’s agreement.</li>
<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>
<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> is bought communally. Each member's bier consumption is recorded in <a href="bierbook.html">the Bier Book</a> and the appropriate amount charged to them. A similar scheme operates for lemonade and radler.</P>
<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.
@ -158,11 +163,13 @@ it before obtaining the expedition treasurer’s agreement.</li>
<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 may be managed as a bursery or 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>
<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. <!--See David Gibson's thoughts on this in appendix F (MISSING!).-->
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>.

41
handbook/treasurer.html
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@ -112,7 +112,7 @@
Hassle everybody else too :-)</P>
<p>See the instructions to expoers on what <a href="/paperwork.html">their paperwork responsibilities</a> are as this sets out payment terms and says in writing that someone is only registered as coming on the expo <em>after</em> thier deposit has been recieved. It says "If you are late paying the deposit you may need to pay your entire expected cost, not just the deposit, before you can attend. The expo treasurer will tell you what is required". This was because we had one person just turn up without warning. (He was happy to pay, he just wasn't aware of the procedures.)
<P>A good way to get the deposits is with the Expo form. This is completed by each person wanting to go on the Expo. Have a look at past year's forms. The forms get you, as treasurer, (hopefully) all the information you'll need to start organising Expo. People are often pretty lousy at completing or even starting their forms, but you'll need an idea of when people want to go on Expo and a list of contact addresses etc. Distribute the forms:</P>
<P>A good way to get the deposits is with the Expo form. This is completed in some way by each person wanting to go on the Expo. Have a look at past year's forms. The forms get you, as treasurer, (hopefully) all the information you'll need to start organising Expo. People are often pretty lousy at completing or even starting their forms, but you'll need an idea of when people want to go on Expo and a list of contact addresses etc. Distribute the forms:</P>
<UL>
<LI>By email - <a href="onlinework.html">the expo mailing list</a> </LI>
@ -127,10 +127,12 @@
<LI>Anything else you can think of. </LI>
</UL>
<P>There was an <a href="http://expo.survex.com/signup/submit.php">on-line version of the form</a> in 2014, and possibly even a script for processing the responses. Find a suitable nerd to fix it; it's not difficult. The web form can be completed on-line or printed out and sent to you.</P>
<P>There was an <a href="http://expo.survex.com/signup/submit.php">on-line version of the form</a> in 2014, and possibly even a script for processing
the responses. Find a suitable nerd to fix it; it's not difficult. Or use some newer online service, but not a Facebook "Event" as some
expoers are not <em>and will not</em> have Facebook accounts.</P>
<P>In the past requirements set by the GPF/NCA meant that <EM>all</EM> Expo members needed to be members of a club/organisation which is in turn a member of the NCA in order for Expo to get any grant money. ICheck whether this is still true.</P>
<P>In the past requirements set by the GPF/NCA meant that <EM>all</EM> Expo members needed to be members of a club/organisation which is in turn a member of the NCA in order for Expo to get any grant money. Check whether this is still true for the year you are treasurer.</P>
<!-- This doesn't need saying does it.
<H4 id="equipment">Equipment</H4>
@ -152,15 +154,11 @@
<P>The Expo account is with National Westminster, number 22997253, sort code 60-04-23 (Market Street branch). Remember to give the bank the signature authority forms to authorise your successor before you leave Cambridge.</P>
<H4>The Expo Bier Bookand Sesh Book</H4>
<P>The <a href="bierbook.html">Expo Bier Book and Sesh Book</a> is a record of every expedition expenditure and many administrative details of Expo. Refined over many years, the format now consists of the following sections:</P>
<p>The expenses and sesh swaps are also copied online into the <a href="bankofexpo.html">bank of expo</a> and the bier book and sesh book are annotated when when an expense has been transcribed.
<p>The expenses and sesh swaps are also copied online into the <a href="bankofexpo.html">Bank of Expo</a> and the bier book and sesh book are annotated when when an expense has been transcribed.
<p>The 2016 expo bierbook and seshbook were scanned and can be downloaded (13MB and 5 MB) from here:
<a href="http://expo.survex.com/expofiles/writeups/2016/">expofiles/writeups/2016/</a>
@ -200,7 +198,14 @@
<P>The Stamps page could be improved; I recommend Expo buys part of a sheet of stamps (with the edge pieces) and sticks the edge to the inside edge of a page in the bier book. Then have a stamp tally nearby.</P>
-->
<P>Anything else financial can also be included, particularly notes to the treasurer. The Bier Book, Sesh Book, Logbook, Callout Books and Survey Wallets file together make the original source documentation for each Expo.</P>
<P>Anything else financial can also be included, particularly notes to the treasurer. The <ul>
<li>Bier Book,
<li>Sesh Book,
<li>Logbook,
<li>Callout Books (basecamp and topcamp) and
<li>Survey Wallets lever-arch file
</ul>
together make the original source documentation for each Expo.</P>
<H4>The Gasthof Payment</H4>
@ -210,11 +215,17 @@
<H4>Produce the Expo Bills</H4>
<P>The <a href="bierbook.html">Bier Book and Sesh Book</a>, as copied into the Bank of Expo, should be a complete picture of all Expo financial transactions.
<P>The <a href="bierbook.html">Bier Book and Sesh Book</a>, including pre-expo transactions andd all as copied into the <a href="bankofexpo.html">Bank of Expo</a>, should be a complete picture of all Expo financial transactions except for expo gear transport. As people leave expo enter their Gasthof camping nights in the Bank of Expo as a cost to them.
<P>You'll receive some Bier Book & Sesh Book entries by email, post and word of mouth after Expo, as people's credit card bills come in. Set a deadline (say, 40 days after the end of Expo) and add all entries to the Bank of Expo. Include all the other relevant transactions on the other Expo accounts.</P>
<p>After Expo, when you know who has contributed to transporting expo gear to and from Austria, create appropriate transactions in the <a href="bankofexpo.html">Bank of Expo</a> as shared expenses: for everyone flat-rate (gear transport), for everyone pro-rata (basecamp food and topcamp food). You can do this immediately after expo as you don't need to wait for sundry expenses to come in, so long as you have the Bier Book record of where people were and when.
<P>You'll receive some extra Bier Book & Sesh Book entries by email, post and word of mouth after Expo, as people's credit card bills come in. Set a deadline (say, 40 days after the end of Expo) and add all entries to the Bank of Expo.</P>
<p>You may need to create a little calculator work to get the total topcamp food bill and basecamp food bill, but you don't need to do any allocation to people: that is all done in <a href="bankofexpo.html">Bank of Expo</a> by putting the individuals' days in the allocation entries. So you do need to read and understand the <a href="bankofexpo.html">Bank of Expo</a> documentation. But it is a whole lot easier than creating as spreadsheet (last done in <a href="../expofiles/accounts/accounts2014.xlsx">2014</a>).
<!--
<P>Once all the various expenses have been entered in the Bank of Expo (it's probably September/October by now), you're ready to tackle the spreadsheet. Here is the <a href="../expofiles/accounts/accounts2014.xlsx">2014 Expo spreadsheet</a> - but this predates Bank of Expo, so hassle a more recent treasurer to get the latest copy. You don't have to use the spreadsheet, but it's best to unless you're a database wizard. Basically you remove the sheets for last years members, copy new blank pages for this year's members and then add this year's data. It's fairly straightforward, but lengthy and requires concentration.</P>
-->
<!--
<P>All expenditures in the Bier Book will fall into one of the categories:</P>
@ -230,9 +241,9 @@
</UL>
-->
<P>What is paid for is determined by the principles described in part 1 of this document. Once all the data has been entered, check that each person has been allocated appropriate <EM>traveller</EM>, <EM>caver</EM> and <EM>grantshare</EM> values in the spreadsheet.</P>
<P>What is paid for, for transporting gear, is determined by the principles described in part 1 of this document.
<!--Once all the data has been entered, check that each person has been allocated appropriate <EM>traveller</EM>, <EM>caver</EM> and <EM>grantshare</EM> values in the spreadsheet.</P>
-->
<P>When sending out the Expo bills, include the addresses of the creditors. Send individual emails personally to each member, rather that announcing it on communal emails. This reduces the amount of ranting about 'Why's my bill more than his?'. However, if anyone asks, have the relevant data ready.</P>
@ -255,7 +266,7 @@
<!--
<P>Finally, keep these files up-to-date, and stored both on the Expo accounting disk and the CUCC file space on the PWF. Wookey or Olly may also be able to arrange archive space.</P>
-->
<p>Archive all the accounts on the Expo online systems in expofiles/accounts and keep scanned copies of the Bier Book and Sesh Book in expofiles/writeups/<year>/ (along with the scanned copies of the logbook and the callout books). See 2018 for a nearly complete set: <a href="../expofiles/writeups/2018/bierbook/">expofiles/writeups/2018/bierbook/</a>.
<p>Archive all the accounts on the Expo online systems in expofiles/accounts/&laquo;year&raquo;/ and keep scanned copies of the Bier Book and Sesh Book in expofiles/writeups/&laquo;year&raquo;/ (along with the scanned copies of the logbook and the callout books). See 2018 for a nearly complete set: <a href="../expofiles/writeups/2018/bierbook/">expofiles/writeups/2018/bierbook/</a>.
<H3>Committees...</H3>