Making payments to the club
If you have got a place on a trip, or have requested to join the club, you will receive an invoice from us with details of how much and how to pay. This email will be sent by Xero (firstname.lastname@example.org) on our behalf. If you have a question please reply directly to your invoice, which will be sent to email@example.com.
Our preferred method of payment is by bank transfer. Our bank details (including IBAN and SWIFT details) are provided on the invoices that we send you. If you are paying by bank transfer from an account outside the UK, you must cover any fees (bank fees and currency exchange fees) yourself. Several online services, such as transferwise.com, exist that can be cheaper than traditional international bank transfers.
When you pay, please give your invoice number as the reference in the format “INV-XXXX”. Please do not put any other information in the reference, as only a limited number of characters are transmitted between banks, and this may displace the invoice number.
Once we receive your payment we will email you a receipt. We also have automatic reminder emails if we haven’t recorded a payment from you. If you receive two of these emails after having paid (sorry!) please reply to the reminder email and let us know when you paid and the reference that you used.
We also accept payments by cash or cheque. To arrange this please email the Treasurer (firstname.lastname@example.org) to arrange to meet to make the payment. You will be offered a receipt when you pay by cash or cheque.
All invoices are issued with a payment deadline. If you do not pay by the deadline then your place may be allocated to another person.
Trip leaders are sent a list of everyone who has paid the night before the start of the trip. Anyone who has not paid will not be permitted to join the trip, unless they pay in cash to the leaders. A £10 administration fee will be charged if this occurs. While we regret the severity of these measures, they are designed to ensure that club members that act in good faith do not have to subsidise the small minority that do not.
You are entitled to a refund on your membership fees if you do not take part in any club activities that require membership in the term that you purchased it. You must email your receipts and the OUWC Reimbursement Request form (above) to the Treasurer (email@example.com) saying that you wish to be refunded before the end of Full Term (23:59 Saturday of 8th week). This is because we pay the BMC a portion of your membership fee to ensure you are retroactively insured on club trips. We pay this shortly after the end of Full Term.
Trips and courses
You are entitled to a refund on trips and courses that are cancelled by the club. This refund should be applied automatically (see below). If it is not, please email the OUWC Reimbursement Request form (above) and your receipts to the Treasurer (firstname.lastname@example.org).
If you drop out of a trip or course that you have paid for, you are only entitled to a refund if another person takes your place.
When a refund is due to a member, it will be added as credit to their account with the club. This credit should be automatically applied to your next invoice (if it isn’t please let us know so we can fix it!) If you would like to be paid immediately please email email@example.com to arrange this.
If you have credit with the club you will be sent periodic reminder emails to the email address we have on record. Credit with the club will be treated as a donation after 1 year from the date the credit was issued. you will be sent a reminder 1 week before this to remind you to claim it.
Note on communication
Please send all emails regarding club finances to firstname.lastname@example.org. This allows us to keep all correspondence in one place and helps during handovers between treasurers. Replies may be sent from email@example.com, as this is the email account that receives emails from firstname.lastname@example.org.