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<h1>CUCC Expo 2013 Accounting Policy Document<br/></h1>
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June 4, 2013<br/>
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<h2><b>1 Policy Philosophy</b><br/></h2>
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The intentions of this policy are several-fold:<br/>
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1. To permit the financing of an expedition that breaks even.<br/>
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2. To avoid unreasonable expenses being passed on to other expedition members.<br/>
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3. To ultimately allow the generation of bills for individuals without surprises.<br/>
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4. To allocate costs fairly, insofar as does not take excessive effort.<br/>
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Where choices exist there will be a bias towards encouraging more caving and greater student<br/>participation.<br/>
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<h2><b>2 Expo Income</b><br/></h2>
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<b>2.1 Grants</b><br/>
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Grant money, unless obtained for a specific purpose, will be divided per person and offset<br/>against communal equipment costs.<br/>
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<b>2.2 Deposits</b><br/>
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All expedition members are expected to pay a deposit of £120 before the expedition to finance<br/>
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the purchase of expensive communally bought items, unless they are personally incurring a<br/>larger communal expedition expense.<br/>
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<b>2.3 Sponsorship</b><br/>
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Sponsored items suitable for communal use (food, some equipment) simply mean the expe-<br/>dition avoids the expense of having to purchase them. Communal equipment remains the<br/>
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property of the expedition for use in future years.<br/>
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Sponsored items more appropriate to individual use will be sold at below-retail price to<br/>individuals and the profit used to subsidize per-day costs. An individual purchasing such an<br/>item is responsible for fulfilling any conditions stipulated by the sponsor.<br/>
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<b>2.4 Personal Contributions</b><br/>
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Charged at the end of the expedition to make the accounts balance.<br/>
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<h2><b>3 Expo Expenditure</b><br/></h2>
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<b>3.1 Communal Equipment</b><br/>
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For personal equipment, see 3.4.3.<br/>
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One-off purchases will be charged per person. This covers items such as tarps, Hilti anchors,<br/>first aid supplies, t-shirts for Hilda, and communal caving/camping gear bought specifically<br/>for the expedition. Items used in making Expedition Photographs are also in this category;<br/>Expedition Photographs must be requested by the expedition leader and materials and<br/>
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permission to reproduce and/or modify given to the expedition.<br/>
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Costs of consumable items will be shared per day spent on expedition. Such items include<br/>fuel, bog-rolls and cleaning supplies.<br/>
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Owners of items borrowed for communal use will receive wear-and-tear compensation if<br/>the item’s use is agreed in advance by the expedition committee. Such compensation will be<br/>based on proportionate use of the item’s expected lifetime, and will be charged as a one-off<br/>
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purchase. Compensation will be generous (an example being 10% of purchase price for rope<br/>
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borrowed for the whole expedition), but does not cover replacement in the event of damage.<br/>
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Anyone informing the expedition treasurer of an intention not to cave prior to the expedition<br/>will not pay for top-camp/caving equipment, except any already purchased on their behalf.<br/>
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<b>3.2 Transportation</b><br/>
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<b>3.2.1 To/From Austria</b><br/>
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Cars can qualify as “serving Expo” for their outward journey and/or for their return journey.<br/>
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To achieve “serving Expo” status, the car will taking an acceptably direct route and be<br/>
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transporting either:<br/>
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• Three or more expedition members (including driver) for most of the journey.<br/>
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• Two or more expedition members (including driver), plus an appreciable quantity of<br/>
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communual equipment for most of the journey.<br/>
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Cars that fail to meet these criteria may also be considered to be “serving Expo” at the<br/>discretion of the expedition treasurer.<br/>
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The transport pool will pay for fuel, ferry and additional insurance/breakdown cover (see<br/>
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the note below) costs incurred while a car is “serving Expo” if receipts for such costs are provided.<br/>
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The expedition will not pay for road tolls (it is perfectly possible to drive to Austria from the<br/>
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UK without incurring any tolls), fines, any aspect of costs incurred following a breakdown, or<br/>for additional equipment legally required to drive to/from Austria.<br/>
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In addition, car owners are entitled to a £25 wear-and-tear payment for each direction their<br/>car is serving Expo.<br/>
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Where a car is serving Expo in one direction only, Expo will pay 60% of the additional<br/>
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insurance/breakdown cover costs and half of the ferry fare only.<br/>
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The pool will cover the costs of ’plane, bus and train tickets for those who are forced to fly<br/>
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from the UK due to a lack of car space.<br/>
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Expedition members may exclude themselves/their vehicles from this scheme and travel<br/>independently, but are then responsible for funding their costs.<br/>
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The cost of the pooled transport to and from Austria will be shared across expedition members<br/>
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according to the distance they have travelled in the pooled scheme. Any members outwith<br/>the scheme will be deemed to have travelled 600km in the scheme to cover the expense of<br/>transporting communal gear (reduces to 300km for a one-directional member).<br/>
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<b>A Note on Vehicle Insurances</b><br/>
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Vehicle insurance for an additional driver to assist in getting<br/>
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to/from Expo, and breakdown cover, will be met by the transport pool, so long as they cost<br/>no more than £100 together. In the event of them adding up to more check with the expedition<br/>treasurer, with details of what you propose.<br/>
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<b>Excess Baggage</b><br/>
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Similarly to transportation of an independent traveller’s communal gear, a<br/>
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400km per half Inglesport/Bernie’s bag surcharge will apply to anyone taking significantly<br/>more than two such bags of personal gear via pooled transport. Please don’t.<br/>
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Should there be insufficient transport available for communal gear the cost of freighting (with<br/>insurance matching replacement cost) will be split per person.<br/>
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<b>3.2.2 In Austria</b><br/>
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Fuel and parking for all vehicles being used for communal purposes (i.e. communal shopping<br/>and going caving) will be combined and charged per day spent in Austria.<br/>
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Driving unrelated to Expo (“Jollies”) must be entered on the appropriate page in the Bier<br/>Book, and will be deducted from drivers’ petrol allowances. It is the driver’s responsibility to<br/>enter swaps to distribute the costs between their passengers.<br/>
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A £10 wear-and-tear allowance will be paid to a vehicle’s owner for each week or major<br/>
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fraction thereof the vehicle is on Expo and transporting people communally.<br/>
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The toll road cost will be shared equally across all caving members of the expedition.<br/>
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<b>3.3 Maintenance</b><br/>
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<b>3.3.1 Food and Drink</b><br/>
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Communal food and drink costs will be shared on a time on expedition basis. Personal<br/>food/drink items must be accounted separately in the Bier Book.<br/>
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G ¨osser and limos will be charged individually based on Bier Book tallies.<br/>
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<b>3.3.2 Accommodation</b><br/>
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Base camp fees will be shared on nights spent at base camp.<br/>
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<b>3.4 Individual Expenses</b><br/>
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<b>3.4.1 Swaps</b><br/>
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Person-to-person transactions are processed through the Bier Book, and costs transferred<br/>directly. Examples include excursion expenses and personal food/drink.<br/>
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<b>3.4.2 Seshes and the Expo Dinner</b><br/>
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Gastronomic binges in the local hostelries ultimately turn in to swaps, but must be clearly<br/>
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written down at the time if any hope of reality is subsequently desired.<br/>
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Expo Dinner participants will be billed according to their recorded meal choices.<br/>
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<b>3.4.3 Personal Gear</b><br/>
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Any items bought specifically for expedition members will be charged directly to the indi-<br/>vidual based on the information supplied by the purchaser to the expedition treasurer. No<br/>
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allowance for wear-and-tear of personal equipment will be made.<br/>
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<b>3.4.4 Carbide</b><br/>
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Sold at £2 per week, if anyone still uses it.<br/>
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<b>3.4.5 Rescue Costs</b><br/>
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Not an item for the expedition accounts, expedition members are entirely liable for rescue<br/>costs. Buy insurance.<br/>
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<b>Financial and Accounting Responsibilities for Expo-goers</b><br/>
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1. Pay a deposit.<br/>
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2. Keep receipts, give them to the expedition treasurer.<br/>
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3. If you are in any doubt whether the expedition will reimburse an expense do not incur<br/>
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it before obtaining the expedition treasurer’s agreement.<br/>
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4. Fill in the relevant pages of the Bier Book fastidiously.<br/>
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5. Where possible, enter details of your expenses on the Expo computer.<br/>
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6. Leave money when you leave Austria in order to cover your share of the campsite bill.<br/>
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7. Pay your bill within a reasonable timeframe after the accounts are finalized.<br/>
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Regarding item 5, an accounting system will be available for submitting your expenses on the<br/>computer. Primarily this is to make the expedition treasurer’s job easier, but it also avoids<br/>misinterpretation of your scrawlings, and will allow easier estimation of expedition members’<br/>relative financial positions during Expo (which ideally ought to be even).<br/>
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When making paper or electronic entries ensure they are clear.<br/>
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<h2><b>Implementation of this Policy</b><br/></h2>
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The expedition treasurer, Stuart Walker (s.walker.2010@my.bristol.ac.uk), will manage the<br/>
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expedition’s finances. In the first instance queries ought to be addressed to him. The only<br/>recourse is to Alex Crow (a.ckrow@gmail.com), the expedition leader.<br/>
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By attending the expedition it is assumed you agree to subsequently clear any debts owed to<br/>other expedition members which arise due to application of this policy.<br/>
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All expense claims must be submitted to the expedition treasurer by 14 September 2013.<br/>
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Expenses without receipts may not be reimbursed.<br/>
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Any person-to-person swap which the debtor disputes, and for which the creditor cannot<br/>provide evidence, will not be processed through the expedition accounts.<br/>
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The accounts will be based in pounds sterling. Euro denominated transactions will be<br/>
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converted using the best achievable Euro selling rate at the start of the expedition. This rate<br/>
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will be updated during the expedition should exchange rates change significantly.<br/>
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This document can be amended following consultation with those going on the expedition,<br/>
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and general agreement being reached. An updated version will then be circulated.<br/>
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The expedition treasurer reserves the right to alter the policy post Expo, but only where the<br/>policy proves unworkable or is found to be in conflict with the initially stated intentions.<br/>Affected parties will be advised at the earliest opportunity in order for general agreement to<br/>
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be reached on any modified scheme.<br/>
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