Camp Budgeting & Finance

1 Financing:

Kirikiriroa & St. Peter’s Scout Group camps are financed by the whānau of youth who attend. This ensures that the camp experiences are accessible to all participants.

2 Budget Preparation:

• Camp budgets are prepared in advance of the event. These budgets include the necessary expenses to facilitate a successful camp.

3 Included Expenses:

The camp budget covers the following expenses:

• Camping Fees: These fees apply to all youth, Kaiārahi  (leaders), and Adult Helpers.
• Food: Nutritious meals are provided for all youth, Kaiārahi, and Adult Helpers during the camp.
• Mileage Reimbursement: For Kaiārahi and Adult Helpers who tow group gear and boats, mileage is reimbursed at the current IRD rate from the hall/boatshed to destination and return. However, if the return trip exceeds 100 km, the actual cost is paid, and fuel receipts are required. Road user charges will also be paid for diesel vehicles. 
• Additional Activity Costs: These may include camp event badges, fees for activities such as swimming pool entry or kayak hire.

4 Cost Allocation:

• The total cost of the camp is equitably split between youth members and adult helpers attending. This ensures a fair distribution of expenses.

5 Invoicing and Payment:

• Invoices are generated and communicated to participants two weeks before the camp. Confirmed participant list and invoice amount per person should be advised to Treasurer Team three weeks before the camp.
• Participants are expected to settle their invoices promptly to facilitate smooth camp logistics.

6 Expenses

Expenses will be reimbursed upon submission of an expense claim form and receipt. Please email the completed form and receipt to [email protected]. Approval from the appropriate Group Leader is required prior to reimbursement.