This is being actively edited by the 2023 treasurer: Alice.
The Alex Pitcher Award will be split equally between all eligible participants to reduce their overall bill.
The deposit will be set at two tiers: standard rate and a 50% reduced rate for students (other concessions at the treasurer's discretion).
One-off purchases will be charged per person. This covers items such as tarps, anchors, ﬁrst aid supplies, and communal caving/camping gear bought speciﬁcally for the expedition.
Consumable items will be split into "base camp consumable" and "top camp consumable" and charged per person based on nights spent at base/top camp. Such items include fuel, bog-rolls and cleaning supplies.
Anyone informing the expedition treasurer of an intention not to cave prior to the expedition will not pay for top-camp/caving equipment, except any already purchased on their behalf.
Transport to/from Austria is considered outside the remit of Expo treasurer. It is up to the driver and passengers to agree a fair split of fuel/ferries/associated costs. However, Bank of Expo may be used to arrange person-to-person swaps between indivuduals when settling these travel costs.3.2.2 In Austria
Fuel and parking for all vehicles being used for communal purposes (i.e. communal shopping and going caving) will be combined and charged per day spent on Expo.
Driving unrelated to Expo (“Jollies”) should not be included in petrol billed to Expo. It is the driver’s responsibility to enter swaps to distribute this cost between their passengers or settle up privately.
The toll road cost will be shared equally across all caving members of the expedition.3.2.3 Carbon Offsetting
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.
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 .
Gösser and limos will be charged individually based on Bier Book tallies.
Base camp fees will be shared on nights spent at base camp.
Person-to-person transactions are processed through the Bier Book and costs transferred directly. Examples include excursion expenses and personal food/drink.
Record accurately in the Sesh Book - these will be entered into Bank of Expo as person-to-person swaps.
Expo Dinner participants will be billed according to their recorded meal choices.
Any items bought speciﬁcally for expedition members will be charged directly to the individual. No allowance for wear-and-tear of personal equipment will be made.
Expedition members are entirely liable for their own rescue costs. Buy insurance.Financial and Accounting Responsibilities for Expo-goers
When making paper or electronic entries, please ensure they are clear.
The expedition treasurer, Alice Kirby (firstname.lastname@example.org), will manage the expedition’s ﬁnances. In the ﬁrst instance queries should be addressed to her.
By attending the expedition it is assumed you agree to subsequently clear any debts owed to other expedition members which arise due to application of this policy.
All expense claims must be submitted to the expedition treasurer by the end of August
Expenses without receipts may not be reimbursed.
Any person-to-person swap which the debtor disputes, and for which the creditor cannot provide evidence, will not be processed through the expedition accounts.
The accounts will be based in pounds sterling. Euro denominated transactions will be converted using the best achievable Euro selling rate at the start of the expedition. This rate will be updated during the expedition should exchange rates change signiﬁcantly.
This document can be amended following consultation with those going on the expedition, and general agreement being reached. An updated version will then be circulated.
The expedition treasurer reserves the right to alter the policy post-Expo, but only where the policy proves unworkable or is found to be in conﬂict with the initially stated intentions. Affected parties will be advised at the earliest opportunity in order for general agreement to be reached on any modiﬁed scheme.