Procedures & Policies
The Regional Development Team (RDT) will reimburse reasonable travel expenses for individuals conducting approved official business on behalf of the RDT. Generally no subsistence or accommodation charges can be claimed on RDT business. Travel expenses are paid at £0.40 per mile or the cost of public transport if used when less.
In addition travel expenses (at the above rates) and reasonable camping fees will be paid for leaders or coaches of official RDT events. Wherever possible leaders should try to share transport to minimise the expenses for the RDT in running events. Many leaders claim only their actual costs when lower than the £0.40 per mile rate - especially on long Scottish journeys!
Organisers, who are not leaders or coaches and trainee assistant leaders cannot claim travel or camping expenses on events but also do not have to pay event participation fees. Organisers can claim reasonable incidental expenses associated with the event, for example for coffee breaks, or if a BBQ for example is included as part of the event.
If you are claiming expenses (apart from mileage) you must submit VAT receipts as otherwise we are unable to reclaim it. This is most relevant to expenses for Seminars and Coaching Matters events, but also for general RDT business.
Bookings, Cancellations & Refunds
When you make a booking using the online forms you will be sent an email confirmation with the details of which events and options you have selected. The confirmation will include a link that will allow you to revisit and modify your booking if you have made a mistake or need to change it. Once you have booked you should arrange for the payment for all the events by BACS transfer.
Our account details are: Cumbria Canoeists SORT 01-08-93 A/C# 14482177
Please add the event references and your surname as the payment reference so that we can track payments for the individual events.
Participants have a statutory right to cancel within 14 days of booking without reason with a full refund. If you need to do this you should do this using the link on the booking confirmation email. If you have already paid you should send details of the payment (which event, when paid) and your bank account and sort code in a secure encrypted mail to the RDT treasurer so that he can arrange a refund.
After the 14 day period any refunds will normally only be made where reasonable notice and a legitimate reason for a cancellation has been given. As required by consumer law, consideration will be given to our ability to recruit replacement or further participants, and how the cancellation has affected the financial viability of the specific event. If you are seeking to cancel and obtain a refund in this situation you should again cancel the booking using the link on the booking confirmation email but you should also contact the event organiser to discuss whether a refund will be appropriate.
Usually this is as a result of adverse weather, non-availability of leaders or insufficient recruitment to run the event viably. In these situations Cumbria Canoeists will refund all booking fees where an event is cancelled, and offer the option of a refund where an event is rescheduled or relocated.
Cumbria Canoeists is the regional development team of British Canoeing which is registered in England as a company limited by guarantee without share capital.
Registered office: National Water Sports Centre, Adbolton Lane, Holme Pierrepont, Nottingham, NG12 2LU. Registered company number 1525484.
Most of the activities of Cumbria Canoeists are VAT exempt, so we don't have to charge and can't claim back VAT on these.
The exception to this is courses and seminars we run for Coaches and providers, such as Coaching Matters events which are VAT payable. We therefore charge and reclaim VAT on these events. We can also claim VAT back on general expenses and equipment purchases.
Our VAT registration number is 347364441.
Terms of Reference