We believe in supporting our valued members for their valued work. Our members often have to pay costs like petrol out of pocket, so we’re always working to make the reimbursement process easier. All of our work keeps the club going and a welcoming place. The online payments systems is up and running. The information below is here to help you navigate the financials at EUHWC.
Expenses & Reimbursement
If you have an expense spent for/on behalf of the club, such as fuel expense, please fill out the above form. All receipts are checked and validated, we appreciate your understanding.
EUHWC aim to pay you back within two weeks of your expense application, with payments typically being processed each Monday. The club will update you through email where exceptions to this timeline will occur.
Trip Credit & Refunds
In the sad event that you are not able to make one of our trips, this is the place to go once you have confirmation someone has taken your place on the trip. Although we are understanding, this is not an automatic guarantee and we reserve the right to refuse refunds (further information below).
If you have confirmation, click the button above to submit a claim for a refund.
Club Payment
If you owe the club money, and especially if you have been contacted recently, follow the instructions in the above form to pay us back online. Failure to repay debts to the club can result in being blocked from further trips, so don’t delay
Membership refunds
We are only able to offer membership refunds for memberships under very specific circumstances. We treat these refunds on a case-by-case basis, and though we have shifted from previous years’ no refund policy, we can only offer a refund if:
- You have demonstrated reasonable attempts to try and get on a trip (i.e. joined the reserves list early for multiple trips)
- This does not apply to anyone who only tried to get on the reserves for only one trip
- This also does not apply to anyone who joined the reserves significantly later than it went live
- There is an exceptional circumstance, e.g., diagnosed injury or illness, that has prohibited you from attending later trips
We cannot offer:
- Part refunds for Semester One if you have a Full Year Membership.
- A refund for a Full Year membership unless this request is made at the end of Semester 2 and the above criteria applies.
- A Sports Union membership refund as this is a separate transaction to the one we handle.
From the above criteria, if you still feel like you require a refund, please contact our executive team by email on hillwalking@ed.ac.uk.
FAQs
1. My file is too big, how do I submit my file as part of the form?
- Use an online compression tool such as https://compressjpeg.com/or better yet use a scanner to copy your file
- The Tiny Scanner app, widely available, allows you to take pictures and convert them to scanned images in the touch of a button
2. What are valid reasons for a refund?
- Refunds for medical emergencies and family difficulties are well understood by us in the club.
3. What are reasons where I am unlikely to get a refund?
- Reasons which are avoidable and unfair to our other members. For instance, “I have a scheduling issue with X item, and I cannot make it” or “I don’t feel like it”.
4. What’s the best way to contact the Treasurer?
- Please use the email linked below in the Contact Us section to contact the Treasurer.
5. I haven’t been paid/refunded, when will I receive my payment?
- If in doubt, contact the Treasurer.