Transport on National Trips
Our aim when organising travel is to minimise cost for both members and the club, and to minimise damage to our environment. That means we promote sharing of vehicles as much as possible. We also encourage the use of public transport, but where it is not possible to reach the final destination by public transport it may be better for the club and the environment for members to make the whole journey by car. National trips to Scotland can easily involve 1500 mile round trips, so it is important to avoid unnecessary car journeys.
1. How are drivers who give lifts reimbursed?
If the trip organiser deems the car is essential then a ‘trip transport’ driver is reimbursed for 3 people (including the driver) in the car, for the miles travelled from the start (once two people are in the car) to the hut (and back) plus their on-trip mileage. Mileage is reimbursed at the Band 3 rate as described on the Website (see note 3 below). Once a car becomes part of trip travel arrangements in this way, it is expected to make its way directly to the trip at the start, to stay until the end, and to return directly, unless the trip organiser and all the passengers agree to a different plan. Drivers of cars not authorised by the organiser don’t receive anything from the trip.
2. I have no car, can you help me find a lift and what do I pay?
The trip organiser will try to match people with car spaces to those looking for one. People on a trip pay the banded transport charge for the miles travelled. The charge per mile will vary according to the current cost of petrol.
3. How does the Trip Transport Calculator (or ‘matrix’) on the website work?
It is designed to make calculation of car transport rates easy (though it looks intimidating). Because of fluctuating fuel prices, it was decided that each band pays a % of the cost of a litre of petrol (whatever fuel is actually used) per mile travelled. The matrix shows the correct figure for each band for different petrol prices. For example, if on a trip the average petrol price (to be decided by the trip treasurer) is 112p per litre, then the matrix tells you that those on Band 1 pay 3.4p per mile, Band 2 pay 4.8p per mile, Band 3 pay 6.1p per mile, Band 4 pay 8.9p per mile and Band 5 pay 10.5p per mile. A driver would be reimbursed 3x Band 3 rate which is 18.3p per mile. Drivers keep a note of their mileage and these calculations are then made by the trip treasurer.
4. What if a passenger cancels at the last minute?
You will still be reimbursed for 3 people in the car but you might be asked to carry more food for the trip.
5. What if I have an extra driver but he/she cancels?
Please contact your trip organiser who will help you try to resolve the problem.
6. Can I insure another driver to help on a long car journey?
It is usually possible to pay your insurance company to temporarily add a second driver to your policy, and this is generally desirable on long journeys, especially trips to Scotland. However, it can be very expensive so you must get the cost agreed by your trip organiser.
7. What if I have an MPV?
We expect most cars can carry three people including the driver, plus luggage. Sometimes we need to fit in a fourth person and do not usually pay extra, balancing the times when only two people actually travel but we still pay drivers for three. However, if you have a multi-purpose vehicle with an extra row of seats you may be paid for extra people, so please talk to your trip organiser.
8. What if I am a driver but going somewhere on the way or the way back so need to
A transport charge may still be applied, please talk to your trip organiser.
9. How much do I pay if I go by public transport?
As long as the organiser has approved your journey, the cost of your ticket is included in the trip calculations. You pay for your own ticket. If you are in Bands 1 or 2 you will receive a reimbursement of some of the cost. If you are in bands 4 and 5 you will pay extra into the trip. In Band 3, the ‘break-even’ band, you just pay for your ticket. In Band 1 you are reimbursed 45% of the ticket cost, in Band 2 the reimbursement is 22% of the ticket cost. In Band 4 you pay 45% more into the trip and in Band 5 you pay 70% more into the trip. Bear in mind that our trips often go to places that cannot be reached by train or even by bus, so don’t assume that we can pick you up from wherever you can get to: “making your own way there” may have to mean what it says, and we reimburse taxi fares only in emergencies.
10. Can you give a worked example of how the public transport charges work?
Alan (Band 1) goes from London to Scotland on a train, authorised by the trip organiser and booked as early as possible to get the cheapest fare. Cost of train fare is £40 return. Alan is reimbursed £18. Zara (Band 5) travels on the same train, similarly authorised by the trip organiser. Cost of train fare is £40. Zara pays an additional £28 into the trip.
11. What if I have a lot of gear and can only fit 1 passenger in my car?
Please contact your trip organiser.
12. I am nervous about travelling with drivers that I don’t know, can I go by train?
Please talk to your trip organiser.
13. What if I cycle?
No transport charge is applied.
14. What if I have a van and can only take 1 passenger?
The trip organiser will decide whether your van is useful; for instance, if you can carry a lot of the food for the trip. If so the food would count as an extra person and you would be reimbursed as for 3 people in the car.
15. What about regional trips?
The transport rules have been worked out to ensure that transport costs can be fairly
shared on trips. It is highly recommended that regions follow National Trips policies for
regional trips. However, under the constitution, regions may adopt their own transport
rules if they feel this is necessary.
16. Who wrote these FAQ?
The National Committee are responsible for these FAQ, any and all comments are most
welcome and can be sent to National Trip Treasurer (email as per Web-site ‘Contacts’
section), or contact any member of NC who will pass the comment on. We acknowledge
that the FAQ are complicated, but feel the rules are necessary to make trips viable. We
keep the situation constantly under review.
PDF of these FAQs Jan 2017 TripTransport_FAQ_2017