Consistent with the policy of the Student Activities office,
reimbursement requests are to be submitted to the club treasurer
two weeks of the end date of a club trip. Exceptions will be
only if the treasurer or president is contacted with a
request for an extension.
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)
You must be a club member to receive a reimbursement.
The Explorer's Club issues two types of trip reimbursements:
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 - 50% of the activity cost, up to
$20/person/day (3 day maximum). 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
For each official trip, the officer will decide to reimburse
EITHER transportation OR activity fees, and this will be noted
in the MiniTripReports spreadsheet.
Gear Checkout Policies
Any active Explorers Club member is entitled to borrow club
equipment for him/herself and at most one non-member. To be
considered an active member, the member must satisfy the
following basic conditions:
He or she has attended at least two official club trips
He or she has spent at least one hour in service to the
club or has organized and led an official club trip in
addition to the abovementioned attended trips. Service to
the club may include helping to organize or clean the
storeroom, attending a purchasing trip, staffing the
Explorers Club table at an activities fair, creating flyers,
volunteering at a social
gathering, submitting trip photos, or driving during an
outing. (If you have a creative idea for other
contributions, mention it to an officer.)
Because we purchase gear in part using membership dues, we
ask that half those using the equipment for any trip be club
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
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.
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.
For non-Explorers Club organizations wishing to check out gear, please click
for our policy.