VP Trips Responsibilities
Review and Finalize Pricing for each trip
Use the Trip Cost Estimate spreadsheets to record and calculate the pricing for each
trip.

Lodging pricing according to the contract
o If the lodging property is offering prorated comps, then include the
prorated comps in the daily price of the lodging. For example, if the
lodging offers 1 free for 20 paid on a prorated basis, then multiply the
price per week per person by 20/21=0.9524

Air transportation according to the contract

Bus pricing according to the contract

For Texas Ski Council (TSC) trips:
o TSC Participation Fee is included
 $10 per person for all TSC trips
o Activity Fee from the bid is included

Establish the per person Trip Chair and Assistant Trip Chair fees that will apply to
all trips.
o Multiply the number of trips times the approved Trip Chair Credit and
divide by the estimated total number of trip participants for that year and
round up to the nearest dollar.
 For Example, if there are 8 trips and each trip chair will receive a
$1,000 credit and the estimated total number of participants is
320, then the Trip Chair credit per participant is 8 X
$1,000/320=$25 per participant. Round up to the nearest dollar.
 For example, if there are 8 trips and the assistant trip chair credit
is $300 and there are 320 participants, then the Trip Chair credit is
8 X $300/320=$7.50 rounded up to $8 per trip participant.

Trip Expense is the budget for parties and name badges.
o All trips should include a pre-trip party and 2 parties during the trip.
 TSC trips provide a TSC welcome reception and a farewell dinner.
The Trip Chair should arrange a mid-week club party
 For non-TSC trips, the Trip Chair should arrange a welcome party
and a mid-week party.
o A post trip party is optional at the discretion of the Trip Chair
o The budget should be adjusted to account for which parties are included
in other fees, such as the TSC activity fee, or provided by the tour
operator or destination lodging, etc.
 Larger trips may need to use a restaurant or bar which will add to
the costs.
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Recording Trip Chair (TC) Credits
Each TC receives a $1,000 credit to be used for their trip. Half of the credit ($500) is
applied to the trip and the second half will be reimbursed after the trip is completely
finished, including the financial closeout and issuing any approved refunds.

The TC $500 first half credit is recorded by the Treasurer in QuickBooks and in
the TC’s trip registration as a payment.
o Send the Treasurer one transfer IET that covers all of the Trip Chair
Credits. The funds will be transferred from “Trip Chair Credit” expense
account to each of the trips listed in the Payee column. Here is a sample:

Record the $500 first half credit in Wild Apricot:
o Find each trip in the “Event list”
o Find the Trip Chair’s registration and click on “Make Payment”
o Change the amount to $500 and select “Trip Chair Credit” for the tender
o Here is how it should look:
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Recording Officer & Director Trip Credits
Each board member receives $1,000 of trip credits. They may split the credit among as
many trips as they want. The Officers and Director credits are recorded by the
Treasurer in QuickBooks. The VP Trips records their credits in their trip registrations in
Wild Apricot.

Send the Treasurer one IET that covers all of the board members. The funds will
be transferred from the “Officer & Director Trip Credit” expense account to each
trip, similar to recording the TC credits. Here is a sample:

In Wild Apricot, record the credits for each board member according the trips
they specify
o Find the appropriate trips and board members for that trip
o Click on “Record Payment”
o Change the “Amount” to what the board member requested
o Use “Austin Skiers Officer Credit” for the “Tender”
o Here is what it looks like
Approving IET’s

All refunds to trip participants must be approved by the VP Trips.

Payments over $5,000 need approval from the Treasurer and any other Board
Member.
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
Any payment that does not have receipts attached, or does not have a properly
executed contract, requires approval by any board member.
o Reasonable bus driver tips paid by a Trip Chair or Assistant Trip Chair do
not require receipts or officer approval.

The VP Trips does not have to approve IET’s from Trip Chairs for payments to
vendors.
Review and Approve the Financial Closeout for each trip

The Trip Chair is responsible to fill out the Closeout form for his/her trip.
o The income section should list all of the different services that were
ordered by the participants:
 How many of each service
 The price of each service
 The total amount that should have been collected for each service
 The total of all services ordered should match the Treasurer’s
report for that trip.
o The expense section should summarize the products and services paid
for the trip and match the Treasurer’s report.
Issuing IET’s

2nd half of Trip Chair Credit
o When the Trip Chair has completed all of his/her responsibilities, then the
VP Trips sends an IET to the Treasurer to pay the Trip Chair the 2nd half
of their Trip Chair Credit. The payment is an expense from the Trip Chair
Credit Account.

Assistant Trip Chair credit – the Trip Chair is responsible to issue the IET to
reimburse the ATC. This does not require approval of the VP Trips.
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Trip Chair (TC) Responsibilities
Keep accurate participant payment records on Wild Apricot

Every payment from a confirmed trip participant must be recorded in Wild Apricot
in that participant’s trip registration.
Initiate payments

To Vendors
o Email the IET to the Treasurer.
 Attach receipts or a copy of the contract for the first payment to a
vendor for this trip.
 When the TC is being reimbursed for expenses he or she paid,
they are acting as a vendor, so receipts are required
 Bus driver tips do not require a receipt or a contract

Refunds To Trip Participants
o Email the IET to the VP of Trips for approval, required for all refunds to
participants.
Deposit all payments from confirmed trip participants to Chase
Bank.

The TC must send an email to the Treasurer ([email protected]) with
the following information in the subject line:
o Date of Deposit
o Name and date of the trip
o Amount deposited
Hold checks from people on a wait list

Do not deposit a check from someone on the waitlist until they are confirmed on
the trip.
Deposit checks from vendors to Chase Bank

After making the deposit, the TC must send an IET to the Treasurer with the
following information:
o Trip Name & Year
o Date of deposit
o Trip Chair Name
o Trip Chair Phone#
o Put an “X” in the “Adjustment to Expense” column
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o
o
o
Amount of Deposit
Vendor’s Name
In Comments: reason for the refund from the vendor, such as “Lift Ticket
Refund”
Transfer Funds to accounts for Trip Chair Credit, Assistant Trip
Chair Credit and Club Overhead Income from Trips

The per person fees for Trip Chair, Assistant Trip Chair and Club Overhead are
established by the VP of Trips and will be used in the Trip Budget for each trip

After the trip returns home, send an IET to the Treasurer transferring the fees
from the trip to each of the respective accounts.
o If the trip did not have an Assistant, then no transfer is needed for the
assistant
o The transfers to the appropriate accounts can be done on one IET:
Issue the Assistant Trip Chair Credit reimbursement

The amount of the reimbursement is the same for all trips, $300

When the Trip Chair decides that the Assistant has completed all assigned
duties, then the Trip Chair sends an IET to the Treasurer for $300 payable to the
Assistant. This IET pays the Assistant out of the “Assistant Trip Chair Credit”
account (see below). The $300 is an “expense” to the Assistant Trip Chair Credit
account since the ATC is acting as a service provider. The Treasurer reviews the
IET to make sure it is correct. No additional approvals are required. Here is how
that IET should look:
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Complete the Closeout form and send it to the VP Trips

The income section should list all of the different services that were ordered by
the participants:
o How many of each service
o The price of each service
o The total amount that should have been collected for each service
o The total of all services ordered should match the Treasurer’s report for
that trip.

The expense section should summarize the products and services paid for the
trip and match the Treasurer’s report.
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