2020 CCCTS Ride Guidelines APPENDIX G:
ACCOUNTING SUGGESTIONS FOR TOUR TREASURERS & HUB & SPOKE RIDE LEADERS
October 12, 2020 from May 31, 2020 – BD comments

1. The Tour Leader (TL) may act as tour treasurer or delegate the task to one of the tour participants.  The tour treasurer controls the spending, keeps a record of expenditures and receipts, and prepares a financial report after the tour for review by the Tour Auditor.  
2. Keep the group’s accounts separate from your personal accounts. A separate bank card and wallet for cash may be a good method. TLs are encouraged to make use of a personal credit card and/or debit card dedicated to tour funds to pay for Ride expenses rather than carrying large amounts of cash with them. 
3. On camping tours where there are many persons doing shopping, sharing the tour credit card is a simple method of having the expenses automatically charged to the tour account. Alternatively, shoppers may be given cash advances or cash reimbursement for groceries and other items.
4. Keeping a record of the receipt amounts is recommended.  Periodically checking the funds available and spent against your balance may be advisable if there is concern about expenses meeting the tour budget.  However, in most cases accommodation costs will match the estimated amounts if they were predetermined and the only variable cost will be groceries or miscellaneous expenditures where a check against daily budgeted amounts will confirm that expenditures are within limits.  
5. A system of compiling receipts is essential. A proven method is to use a glue stick to paste receipts, for all purchases, in chronological sequence in an exercise book. Alternatively, receipts may be clipped together in categories and stored in a multi-compartment file folder.  Carry blank receipts with you to cover cash advances and transfers to the TL, Treasurer and sag driver, and for all situations where a receipt may not be otherwise available. These will be placed in the receipt book as well. 
6. Keep a separate record for each foreign currency. If the tour accounting is in Canadian dollars, know the Canadian cost of each foreign currency purchased, and the Canadian value of each foreign currency sold so that all amounts can be converted back to Canadian dollars. If you are obtaining foreign funds from cash machines during the tour, your subsequent bank statement is the best proof of foreign exchange charges. 
7. Account headings for summarizing expenses should generally follow the breakdown in the tour budget, and will depend upon the nature of the tour. Common headings are: Accommodation (camping, hotel), Vehicle (rental, fuel, maintenance, other modes of transport), Food (and cooking), and Miscellaneous (postage, copying, maps, and supplies). 
8. A list of names and amounts contributed by each participant is available to TLs from the Ride Administration Ride Financials Section pages on the CCCTS Website. Funds needed by the TL (including pre tour costs and final disbursement of funds) should be requested from the Club Treasurer at least two weeks before the tour starts. 
9. Keep a record of those who participated on a part-way basis, if applicable, or incurred extra costs, so that proportional costs can be fairly allocated to each participant. 
10. The Board of Directors wishes to be assured that participants are treated fairly (For example, BC Ferries provide Seniors free travel on non-holidays, thus tour funds will not be used for non-Senior tour participants). Accordingly, at the end of a tour, financial records must be submitted to the Board in sufficient detail to give this assurance. 
11. For Tours, a detailed financial report is required to be sent to the Tour Auditor along with receipts for all expenses. Tips on an expense claim must be receipt supported – Jan. 2015 Board Policy decision. When the audit is complete and any required adjustments are made, the surplus funds will be returned to the Club Treasurer, together with a list of names and amounts to be refunded to each participant.
12. Hub and Spoke Ride Leaders are encouraged to utilize their funds during the event e.g. for group activities such as happy hour snacks, pizza parties, etc.  Surplus funds from registration fees can be refunded to participants after the event, unless they represent less than $25/person, in which case the monies should be transferred to the local Chapter for the benefit of the Chapter, or to the CCCTS account.  In the case of large chapter hub and spokes, the registration fees can be transferred to the local chapter in full, regardless of the amount, at the discretion of the organizers.
13. A brief financial summary of the Hub and Spoke expenditures must be provided to the H&S Director and Treasurer.