Reimbursement Policies

  1. Consistent with the policy of the Student Activities office, all reimbursement requests are to be submitted to the club treasurer within two weeks of the end date of a club trip. Exceptions will be considered only if the treasurer or president is contacted with a reasonable request for an extension. Violations of this policy will result in no reimbursement being issued.

  2. For a trip to be eligible for reimbursements, it must meet the following requirements:

    • Announced to the appropriate d-list at least 24 hours in advance (preferably more)

    • Open to all qualified members (i.e. you can't announce a trip that's already filled up with your friends, but it is OK to require a certain minimum skill level)

    • Attended by at least 2 student members

    • Added to the Mini Trip Reports page (this is the officer's responsibility - if no officer was involved in running the trip, e-mail us with trip details, including where/when/what/how many people)

  3. You must be a dues-paid club member to receive a reimbursement.

  4. The Explorer's Club issues reimbursements for the following types of expenses: Only one type of reimbursement can be issued per trip.

    • Transportation - Gas and tolls, but NOT rental cars. Receipts are required for both and you are expected to fill the tank before and after the trip. We will not reimburse based on mileage alone. All members (students and non-students) are eligible for transportation reimbursement.

    • Activity Fees - Up to $20/person/day (3 day maximum). If the activity cost is less than $20, you will be reimbursed the entire amount. To receive an activity fee reimbursement the member must be a current student or get approval from the club president, treasurer, and faculty advisor. Car rental will be considered as an activity fee with prior approval by an officer.

    • Training - Members can be reimbursed for individual training sessions, as per the activity fee reimbursement policy (training should clearly benefit the club and be pre-announced).

To request reimbursement for an eligible expense, read the instructions at the top of the Expense Reimbursement Request form and fill out Sections 2 and 3 and the Reimbursement Amount. Do not write anything in Section 1. Section 3 asks for some basic information about the trip, and a description of each receipt you are requesting full/partial reimbursement for. 

Receipts should both be saved in an electronic fashion and submitted to UC Box 64.

The payee/reimburse attaches their receipts electronically to a form initiated by SLICE following the process below.

Once the ER paper form is submitted and initiated by SLICE, (after CMU X Treasures process) the payee/reimbursee will receive a system generated email that will require them to take the following action:

·         Follow emailed link and complete requested information

·         Attach receipts electronically. Screenshots and pictures of receipts are acceptable.

·         If electronic payment is requested, banking information can be provided. Note, banking info will not be necessary on subsequent reimbursement requests.

·         When attaching electronic receipts, receipts must be itemized and show proof of payment.

·         Attach receipts electronically. Screenshots and pictures of receipts are acceptable.

·         If receipt does not show proof of payment you must also submit banking statements with payee name, vendor name & last four digits of card number or canceled check image (front & back)

·         A bank/credit card statement by itself does not suffice as a receipt

·         Do not submit receipts to SLICE office. All receipts will be attached by you electronically via emailed link.

Do not combine receipts from multiple trips into a single form - use a separate form for each trip. 

Upon completion, go to the Cohon University Center and ask the desk attendant by the mailboxes to put the completed form and attached papers with recipts (use paperclips!) in mailbox #64. Scrap paper, tape, and paperclips are available in the SLICE office in the CUC.

To speed up processing and avoid having to deposit a check, it is highly encouraged that you fill out a Direct Deposit form and turn it in with your reimbursement. This only needs to be done once!

Gear Checkout Policies - Members

  1. Any dues-paid Explorers Club member is entitled to borrow club equipment for him/herself. Dues are $20 paid annually (cash or check handed to any club officer). Members may borrow equipment for at most one non-member per outing for an additional $20 fee per outing.

  2. Gear checkout and return must be properly recorded using the equipment checkout log located on the desk in the storeroom. (The gear checkout form is available online at our Documents page.)

  3. The borrowing club member may be assessed a fee related to the replacement cost of the borrowed equipment if that equipment is not returned in a timely manner, as per the indicated expected return date. Extensive damage to borrowed gear, or loss of gear altogether, may induce a charge upon the borrower pending review by the club leadership.

  4. At the discretion of the president, quartermaster, or other club officer, trip leaders may be granted special gear access privileges. Trip leaders have priority access to gear that is being used for a publicized club-wide event.

Contact an Explorers Club officer to schedule a gear checkout appointment.

Gear Checkout Policies - Non-Members

A non-Explorers Club group or organization may use Explorers Club equipment if and only if:

  1. The group or organization is officially affiliated with Carnegie Mellon University
     
  2. The items being borrowed were purchased under the condition that they be made available to other official university organizations. This includes the following items:

    -MSR miniworks filters
    -MSR Whisperlite stoves
    -MSR stainless steel cook kits
    -Sierra Designs OA, OC, and C3 tents
    -Cascade Designs Ridgerests
    -REI 20°F sleeping bags
    -EMS backpacks
     
  3. The president or other representative of the organization completes a copy of the official Gear Request Form for Non-Explorers Club Organizations. (This form is also available both at our storeroom and online at our Documents page.)

Contact an Explorers Club officer to schedule a gear checkout appointment.

Disabilities

If you need accommodations for a disability, please cc ODR in your response to the trip leader.  Trip leaders are often more aware of the range of conditions that could occur on a trip than especially beginner participants who we want to help get out into positive outdoors experiences, though it can be difficult and time-consuming to try to articulate all those possibilities up front.  It is also important for trip leaders to know of conditions that participants may have which could affect their safety or significantly affect their experiences when presented with certain situations, so that trip leaders can more effectively respond in what can sometimes be rapidly changing wilderness situations, or plan trips and routes to avoid what might otherwise unintentionally present special hazards to some group members.  Please work with the Office of Disability Resources and the trip leader to help them understand what accommodations are required, and what your abilities and challenges are.  We recognize that not all disabilities are physical.  In many cases, accommodations can be made or turn out to be not necessary except in contingencies, but good communication is important.  In addition to Explorers Club trips, we also recommend Three Rivers Adaptive Sports, an organization with similar objectives and geography but no formal University affiliation.