This guide is intended to provide clarity on everything you can claim from USAC, how to do so and any conditions attached.

Prior to a claim

It is important that the treasurer is aware of expenses before they are made. This is especially true for committee work. Before a committee may spend money, the treasurer must have reviewed, and given an approval to, a corresponding proposed budget.

How do I submit a claim, and what do I include in the claim?

You can mail a claim to the USAC treasurer. The treasurer will review it as soon as possible, and upon approval of the claim, will transfer the outstanding amount to you. For expenses made during a climbing weekend, you can send an email to the HSHG.

In the declaration, please include the following:

  1. Total value of the declaration (how much money is to be paid to you)
  2. Purpose of the statement: state what the money was used for and what it was spent on.
  3. Provide proof by sending (a photo of) the receipt, or the training documents (in case of kader education).
  4. Name + account number to which the declared money should be transferred.

What all can I claim for?

The following subsections explain what claims can be submitted for. If you want to submit a claim, make sure you include the above in your claim.

Committee work

All sorts of things happen within committees. One committee makes cool USAC clothing, or organizes stunts. Another organizes a weekend of alpine skiing in Austria. All these things involve money. This means that most committees can submit one or more expense reports.

Before any expenses are incurred, show the treasurer a plan of what you want to do and what costs are involved. Also specify the costs to be covered by the association. In this way, expenses will not appear out of the blue, and expenses can be processed much faster.

My Kader training

Within the USAC, we believe it is important to have our own climbing education. Therefore, becoming-kader-in-training is encouraged by reimbursing the kadertraining. Below you will find all kaderstatuses with the corresponding fees and conditions.

→ For SKBs and SKIs.

  • PvB exam costs á €45 can be claimed (for a maximum of 2 exams for the same kader status).

→ SKIs seeking to achieve outdoor status:

  • Half of their EHBBO with a maximum of 150, -. The other half can be declared to the NKBV

→ SKB and SKI reimbursement terms and conditions:

Compensation requirements:

  1. In the first two years after passing your exam, you are active as a kader member for the USAC on at least three occasions.
  2. The USAC reimburses a maximum of €45.- when participating in an exam for the relevant kader status.
  3. The USAC will reimburse a maximum of two instances of participation in an exam for the relevant kader status.

If these conditions are not met, the participant will still owe the USAC the reimbursed amount.

→ Practical counselor:the USAC reimburses €45. The other part the NKBV

→ Learning Coach: this entire training can be declared to the NKBV.

→ Evaluator: The entire training can be claimed at the NKBV, provided that the person in training is an NKBV member. If this person is not, the USAC will pay the costs of €90,-.

My kader refresher training

Reimbursement for mandatory continuing education is 50%, with a maximum of €50 per refresher training. This amount is based on the cheapest possible option that meets the requirements set by the NKBV. If you choose a more expensive continuing education you will only receive reimbursement based on the cheapest option.

Reimbursement conditions:

  1. You have been an active kader member for the USAC on at least three occasions in the past two years.
  2. You have been active as a kader for the USAC on at least three occasions per compensated refresher training during a two-year period. These times involve activities for which the refresher training is relevant.

kader Costs

This means: you are an kader member and you teach a course somewhere for the USAC. For this you may declare the following.

  • Hall entrance fees for halls other than the Klimmuur in Utrecht
  • Travel expenses to course locations outside the city of Utrecht (e.g. Bergschenhoek)
  • Consumption with a maximum value of €4,00 or a climbing strip at climbing wall Utrecht

Car Costs

Members who provide their own motor vehicle for the purpose of USAC activities may apply for an expense reimbursement from the treasurer. This only applies to activities outside of climbing weekends. For climbing weekends, the weekend regulations of the HSHG apply . The board will review and grant or deny the request. The following guidelines apply to reimbursements:

  • 19 cents per km, per reasonably driven kilometer for distances < 250km

State in your declaration the number of kilometers, and why and for what you have driven

  • 6 cents + fuel declaration, per reasonably driven kilometer for distances > 250km

State in your declaration the value of the fuel consumed and proof of this (receipt) Also state why and for what purpose you drove.

Trainers’ fees

Trainers at the USAC receive a volunteer allowance worth €2.50 per hour. In technique training, this compensation is given in the form of climbing strips from the climbing wall. The trainers at the condition / Alpine training receive this in the form of regular money.

Once a quarter a trainer can submit a claim for the training sessions he or she has given. The sport climbing trainers can arrange this at the climbing wall.

Others

Of course, there will always be special cases surrounding reimbursements or claims. In that case it is best to contact the board. Then they will make a decision.