BMWMCC Reimbursement policies and procedures.
In the interest of clarity, financial best practice and transparency the BMWMCC committee has and will operate in the following manner with regards to reimbursement payments
BMWMCC Ride leaders will complete the club reimbursement form and submit to the Treasurer for approval and [EFT] bank transfer.
The total amount as per Treasurer’s approval will be deposited directly into Ride Leader’s bank account by the regulated double signatory bank payment process as per club procedure.
Ride Leaders are reimbursed at a rate per kilo travelled on the day(s) of the ride. This is based on a calculated cost per kilo including fuel and maintenance costs (including tyre wear and service costs) The club believes that the Ride Leader should not be out of pocket for giving up his/her time to serve the club. This rate of R2.30 /KM is current as at Jan 2021. Reimbursement of the Ride Leader’s breakfast to a value of R100.00, copy of invoice or payment slip to be submitted with the reimbursement form.
It is important to bear in mind that this is a reimbursement policy and not a policy to pay individual members. It simply aims to put them in the same position as they would have been had they not taken the ride.
Kilometre reading to be recorded upon leaving the Ride Leaders home and again when the Ride Leader gets back home. Photographic evidence is preferable and will be kept for auditing purposes. The difference between these readings is the total KM to be covered by the club’s reimbursement policy.
BMWMCC Marshal events;
The Marshal Coordinator has to present and compete for the club marshals to serve at these events.
The event organisers agree on a fee as per size of the event and number of marshals required. The total amount is paid into the BMWMCC’s bank account as per invoice.
Five percent [5%] of this total is deducted and remains in the club’s bank account to cover bank costs and to build up a reserve fund for the purchase of equipment, and the balance, after the Coordinator has deducted his fee, is divided by the number of marshals operating at the event.
This reimbursement is deposited directly into the individual marshal’s bank account as per the club’s reimbursement policy.
BMWMCC Training courses
This includes off-road training, off-road training rides, water crossing and all paid training courses offered under the auspices of BMWMCC.
All training course funds to be paid into the BMWMCC bank account via direct deposit [EFT] or club selected card payment method.
The training coordinator can settle venue and related costs, if possible, and send proof thereof to the Treasurer for reimbursement out of existing revenue earned for that training session. Alternatively all costs will be settled by the club directly. In the event of any trainee paying cash on the day this will be documented and brought into account when settling. It is recorded however that cash payments are discouraged although we will not turn away anyone who wishes to pay cash.
Five percent [5%] of income after costs will remain in the club’s bank account to cover bank costs and to build a reserve fund.
The balance will be divided by the number of trainers/coordinators.
This reimbursement is deposited directly into the individual trainer’s bank account as per the club’s reimbursement policy.
The BMWMCC committee, will review the rate per KM as needed and communicate any relevant changes to the Ride Leaders and members. Any individual who is reimbursed in terms of this policy needs to be an active paid up member of the club.