The Travel Mileage Policy

Introduction

Transportation is a major cost in outdoor recreation. The Island Mountain Ramblers’ Travel Mileage Policy sets clear and fair rules for sharing these costs on club trips.

All vehicles have operating costs, including fuel or charging, maintenance and repairs, wear and tear, and depreciation. These costs may vary, but they are significant for every driver. While electric vehicles may sometimes have high repair costs such as battery replacement, and gas vehicles need more regular maintenance and repairs, the overall long-term costs of owning and running different vehicle types are similar.

This policy applies to all vehicles, including:

• • internal combustion engline (ICE)
  • hybrid
  • electric (EV)

The Island Mountain Ramblers has reviewed how other outdoor clubs handle travel costs, including the British Columbia Mountaineering Club and the Provincial Government Mileage policy for Employees. Based on this, we developed a simple and fair approach. 

The base rate per kilometre will be updated monthly and applied to the calculator.

This policy was adopted on April 14, 2022. 

Application

This policy applies to all 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” by providing a vehicle, cleaning costs, and chauffeuring 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:	For rough 4WD LO logging roads, each person pays a fixed fee of $10.00 Each person pays addtional expense for fee for unpaved roads over different distances: $5 if from 3-10 km $10 if from 11-25 km $15 if more than 25 km Plus, an extra $10 if Low 4WD is used
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.

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Purpose

The goal is to make sure drivers are paid fairly, and passengers know expected costs before joining a club trip. Using the same approach each time keeps cost-sharing simple, clear, and fair for everyone on IMR trips.

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