Purpose: The purpose of this policy is to inform adult leaders and parents of reimbursement policies of Troop 525 for various events. This policy can be modified at any time by the Troop Committee. Additionally, the Troop Committee may specify alternate arrangements for various events. Changes/modifications to policy will be transmitted in the troop newsletter. Arrangements for specific events will be shown on the sign-up form for the event.

Adult Participation: It is the policy of the Troop 525 Troop Committee that a minimum of four adults be present at all outings and events. It is the policy of the Boy Scouts of America that at least two adults attend each function. Through past experience the Committee has determined that for events in our Troop, four adults are necessary to handle various leadership, supervision, disciplinary and emergency functions.

Adult Fees for Participation in Outings (normal campouts): To encourage participation in Troop events, no adult who is functioning in a leadership capacity with the troop on an outing will be charged for the outing. Additionally, if the adult is furnishing transportation he/she will not be charged the transportation fee normally levied for outings. Uniformed Adult Leaders (SM, ASM, Uniformed Committee Members) will not be charged for any fees associated with an outing. These adult leaders incur incidental expenses (i.e. uniform costs, unreimbursed mileage, etc) and are giving their time and talents to lead our boys and as such should not suffer any additional financial costs to be our son’s leaders.

Reimbursement Policy: All adults are encouraged to request reimbursement for expenses associated with troop operation (with appropriate documentation). Expenses greater than $25 should be approved by the Troop Treasurer and/or Committee Chairman in advance.

The troop will reimburse out of pocket gasoline expenses for trips/outings which an adult transports at least 3 boys (or equivalent in common gear). A transportation fee is charged to all boys who participate in the event to help defray the cost of transportation of those adults who provide it. Receipts should be turned into the Treasurer as soon as possible after the outing is completed. The adult will also be refunded any transportation fee he/she paid for the outing at that time.

The troop will reimburse for food purchased for outings at the rate of $12 per person to be fed on a normal outing weekend. The boy in each patrol assigned the task of food purchasing should check with the Senior Patrol Leader or Scoutmaster to see what the allowance per person is for the outing and the number of people to be fed. The troop commissary should be checked for food first. Purchase receipts should be turned into the Treasurer after the outing for reimbursement.

Trailer Towing Policy: If the troop trailer is required for an outing, the adult to transports the trailer for the outing will be reimbursed for any out of pocket expenses incurred to tow the trailer. Additionally the adult will not be charged for the outing. Adults who have vehicles capable of pulling the trailer are encouraged to notify the Transportation Chairman and advise that committee member of that capability.