The Travel Mileage Policy

*updated December 4, 2024*

Purpose

To standardize an equitable practice to compensate drivers for motor vehicle use, wear and tear and vehicle maintenance related to the transportation of participants to and from scheduled club trips.

Background

Transportation costs are a significant portion of the expenses related to outdoor recreation. In the past, the amount and frequency in which drivers are compensated for the use of their vehicle has not been formalized, which has resulted in some inconsistency in people remembering to pay and in determining what amount is appropriate. Further to this, wear and tear on the vehicle, tires, and maintenance are significant expenses related to operating a vehicle that is often overlooked when it comes to compensating drivers.

In response, the IMR researched the approach and policy of other outdoor clubs, including the British Columbia Mountaineering Club. Based on this information, the IMR developed a model based on best practices. The Travel Mileage Policy provides both guidance and establishes terms in which to equitably address transportation costs related to club activities.

This policy was adopted on April 14, 2022O. 

It’s recommended that passengers and drivers follow this policy on club trips.

Application

This policy applies to all club members and guests participating in club-sanctioned trips. The following guides trip leaders when estimating the cost of shared transportation for a trip they are posting and those participants signing up for a trip.

Following the date of adoption of this policy, each trip posting should include estimated ridesharing fees based on the level of compensation as follows:

Drivers:	Pay “in kind” with car, cleaning costs, driving time (while passengers can rest, relax etc.)
Passengers:	Pay a per kilometre fee (see the rationale below for details) This rate is per passenger when one or two passengers are on board. If three or more passengers share the vehicle with the driver, they split the two-passenger total.
Extra Costs:	Each person pays a fixed fee for unpaved roads over different distances: $5 if from 3-10k $10 if from 11-25 $15 if more than 25 km Plus, an extra $10 if Low 4WD is used. For rough 4WD  LO logging roads, each person pays a fixed fee of $10.00
Distribution:	Trip leaders and all club members should fairly distribute passengers to all vehicles.
Discretion:	Exceptions and hardships should be dealt with at the driver’s discretion.

Rationale: