Travel Rules - Ramsey & District (Cambs)

All activities must be approved by the Ramsey & District U3A Committee.

A small working group of the members will plan all events, whether day trips or overnight trips.

INSURANCE

Day Trips & Study Group Trips - provided by the U3A Trust. Refer to the National U3A website for details.
Holiday - arranged either privately, or through the travel agent (ABTA member) organising the holiday. Refer to the booking form..

DAY TRIPS

The sub-committee will arrange a trip and agree with the treasurer the payment arrangements and the ‘sales’ price usually including a small mark-up as a contingency.

All people taking part in Day Trips MUST be fully paid up members of the U3A.
In order to make it viable a minimum of 25 persons required for the trip to take place.
A £10 per person non-refundable deposit to be paid on sign-up.
People taking part in a trip should, whenever possible, pay the balance by bank transfer using a suitable identifier as the reference. Only when this is not possible, payment may be made by cash or cheque, made payable to Ramsey U3A Travel.
All monies received must be paid into the Ramsey u3a Travel bank account.
All expenses must be paid by cheque or bank transfer from the Ramsey u3a Travel account.
The annual accounts prepared for the members must include the gross amounts for all income and expenditure and MUST NOT be netted off.
Members taking part in the trip must pay their final balance prior to the final payment for the trip being made. The deadline for payment for each trip will be notified to all those taking part.
Under no circumstances will payment be accepted on the day of the trip. Anyone not paying by the agreed date will forfeit their place.
No refunds will be made unless there are extenuating circumstances, which will be reviewed by the working group.
If space is available trips can be made available to members of adjoining U3As
Dews Coaches Executive Travel will be the preferred supplier of transport.
Pick-up and drop-off point to be Ramsey Clock Tower.

STUDY GROUP TRIPS

Study Group Trips must be for the purpose of studying a particular subject or subjects pertinent to the Group and NOT a holiday.
All people taking part in Day Trips MUST be fully paid up members of the U3A.
A minimum sign up of persons to make the trip viable will be agreed.
A £10 per person non-refundable deposit to be paid on sign-up.
People taking part in a trip should, whenever possible, pay the balance by bank transfer using a suitable identifier as the reference. Only when this is not possible, payment may be made by cheque, made payable to Ramsey & District U3A.
All monies received by the Treasurer must be paid into the R&D U3A bank account.
All expenses must be paid by cheque or bank transfer from the R&D U3A account
Members taking part in the trip must pay their final balance prior to payment for the coach being made. The deadline for payment for each trip will be notified to all those taking part.
Under no circumstances will payment be accepted on the day of the trip. Anyone not paying by the agreed date will forfeit their place.
No refunds will be made unless there are extenuating circumstances, which will be reviewed by the sub-committee.
If space is available trips can be made available to members of adjoining U3As
Dews Coaches executive travel will be the preferred supplier of transport.
Pick-up and drop-off point to be Ramsey Clock Tower.

HOLIDAYS

All holidays MUST be booked through a Travel Agency/Tour Company protected by ATOL/ABTA.
Minimum number of people as required by tour operator.
It is expected that a non-refundable deposit will be required from each member by the Travel Agent/Tour Operator.
The final balance will be payable in accordance with the Travel Agent’s/Tour Operator’s Terms and Conditions.
All payments made must be on an individual basis, directly to the company and not to the Ramsey U3A Travel account.
Cheques, made payable to the Travel Agent/Tour Operator, may be collected by the Treasurer and forwarded direct to the travel company if required.
As payments are made direct to the Travel Agent/Tour Operator, it is not necessary to pass the monies through the Ramsey u3a Travel bank account, or include them in the annual accounts.
All individuals taking part MUST take out their own Travel Insurance and provide evidence of cover as and when required.
In the event of cancellation by an individual, claims for refunds must be made to the individual’s insurer.
Non-members, e.g. partners or friends of members, may take part in R&D U3A holidays if space is available.

FREE TRIPS

In the event that a Travel Agent/Tour Operator offers a free place, the discount will be split between all those travelling.

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