The two parts deal with the theory and practice of Expo accounting respectively.
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.
Archived copies of past expo accounting policy can be found here. Read the most recent one:
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!
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.
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.
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 Expo Bier Book and Sesh Book - 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!).
Expo incurs cost in the following areas:
[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.]
In addition, we coordinate various services for members:
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 vice-versa. Apart from these mutual efficiency gains, Expo and CUCC do not subsidise each other.
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 Bank of Expo webpage for a longer description and all the documentation.
The bill each person receives depends on:
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'...
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.
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 the Expo Bier Book
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. 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.
The popular/cheap Austrian Bier Gösser, better beer Dunkel, lemonades Limos, and shandy-type concoctions Radlers are bought communally in crates in returnable bottles. Each member's bier consumption (all types of drink) is recorded in the Bier Book and the appropriate amount charged to them.
The Expo Sesh Book is used for sessions and group purchases, such as when one person pays for a meal or several Hallstatt pedalo tickets.
Personal stuff bought with Expo food shopping can also be managed through the Expo Sesh Book. Shared meals, including those eaten at the Gasthof at basecamp, have their costs shared through the Sesh Book.
If someone runs out of cash on Expo, another member can lend him or her some money that is documented in the Sesh Book.
Expo doesn't pay for personal food/drink, only that consumed at basecamp or up the mountain.
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.
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
Now read about How to be the expo treasurer.