Trip Finances Policy

  1. Participant payments:
    • As per the trip deposits policy participant’s deposits for club activities are considered non-refundable.
    • Deposit refunds for participant cancellation may only be considered if the trip leader is able to secure a refund from the business holding the deposit or if the trip leader is able to fill the vacancy with a suitable replacement from the waitlist. Suitability is up to the trip leader and any affected roommate to determine.
    • Any person leaving a club activity before the end is not entitled to any refund.
  2. Trip cancellation:
    • If the trip has to be cancelled for unforeseen circumstances (e.g. the place of accommodation goes out of business, forest fires. etc.), then any deposits will not be refunded if the booking is non-refundable.
    • If the VOA cancels a trip or cancels an individual’s trip, then any deposits are refundable.
  3. Trip Leader’s personal costs:
    • The Trip Leader can recover some or all of their costs for reconnoitring the trip. Note: this does not include costs for the trip itself.
    • If a Trip Leader wishes to recover any of their costs they must inform all participants of their intentions.
  4. Deposit borrowing:
    • Trip leaders can borrow funds from the VOA to pay for trip deposits (see bylaws on limits).
    • The Executive must be informed of all deposit loans.
    • If a trip leader borrows funds from the club for a deposit, and if member's deposit payments reach $3,000, the trip leader should transfer this amount (repay) to the club.
  5. Trip finances:
    • The trip leader must provide the Executive with a detailed statement of all financials of the trip (deposits, vendor payments, participant payments, etc.) on request.