Forms - Revision history

Tashalory at 00:29, 5 December 2025

2025-12-05T00:29:37Z

Tashalory: /* Expense Claim Form */

2025-12-05T00:25:20Z

Expense Claim Form

Tashalory: /* Expense Claim Form */

2025-12-05T00:22:31Z

Expense Claim Form

Tashalory: /* Expense Claim Form */

2024-12-31T01:03:18Z

Expense Claim Form

Tashalory: /* Expense Claim Form */

2024-12-31T01:02:49Z

Expense Claim Form

Geoffpinkerton at 00:18, 29 November 2022

2022-11-29T00:18:58Z

Geoffpinkerton at 00:17, 29 November 2022

2022-11-29T00:17:47Z

Geoffpinkerton at 00:17, 29 November 2022

2022-11-29T00:17:05Z

Geoffpinkerton at 00:09, 29 November 2022

2022-11-29T00:09:40Z

Kristabergstrom: /* Adventure Application Form */

2022-10-12T18:27:29Z

Adventure Application Form

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 ==Adventure Application Form==

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 ==Expense Claim Form==
-We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in Excel format by clicking here: [[File:Expense claim form - v1.6.xlsx]]
+We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in Excel format by clicking [[Media:Expense claim form - v1.6.xlsx |here]].
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 ==Expense Claim Form==
-We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in excel form by clicking [[Media:Expense claim form - v1.5.xlsx|here]].
+We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in Excel format by clicking here: [[File:Expense claim form - v1.6.xlsx]]
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-For expenses, fill out page 1 of the expense form, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached.  The Treasurer will mail a cheque or have it available at the next Group Committee meeting.  Please submit the original receipts and expense form to Treasurer.
+Please fill out the expense form using one line per receipt, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached.  The Treasurer will mail a cheque or have it available at the next Group Committee meeting.
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 ==Adventure Application Form==

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 ==Expense Claim Form==
-We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in excel form by clicking [[Media:Expense claim form - v1.4.xlsx|here]].  [[Media:Expense claim form - v1.5.xlsx|here]]
+We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in excel form by clicking [[Media:Expense claim form - v1.5.xlsx|here]].
 <br />
 <br />

@@ Line 1: / Line 1: @@
 ==Expense Claim Form==
-We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in excel form by clicking [[Media:Expense claim form - v1.4.xlsx|here]].
+We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts.  The form can be downloaded in excel form by clicking [[Media:Expense claim form - v1.4.xlsx|here]].  [[Media:Expense claim form - v1.5.xlsx|here]]
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-For expenses, fill out page 1 of the expense form, and code each item appropriately. Submit the form complete with all receipts, to the Treasurer at a Group Committee meeting.  As of 2019, the Treasurer will accept the expense reports submitted by email to treasurer@newwestscouts.ca with all the receipts scanned and attached.  The Treasurer will mail a cheque or have it available at the next Group Committee meeting.  Please sumbmit the original receipts and expense form to Treasurer.
+For expenses, fill out page 1 of the expense form, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached.  The Treasurer will mail a cheque or have it available at the next Group Committee meeting.  Please submit the original receipts and expense form to Treasurer.
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-For income like camp fees, apple day revenue, or the year-end reconciliation of a Section's petty cash, fill out page 2 of the expense form and submit it, complete with all cash and cheques, to the Treasurer at a Group Committee meeting or contact the Treasurer to arrange for an alternative way to submit.  Rather than retyping all the names of the kids/etc. into the spreadsheet, simply attach the ScoutsTracker event list to show where the fees are coming from.
+For income like camp fees, Apple Day revenue, or the year-end reconciliation of a Section's petty cash, fill out page 2 of the expense form and submit it, complete with all cash and cheques, to the Treasurer at a Group Committee meeting or contact the Treasurer to arrange for an alternative way to submit.  Rather than retyping all the names of the kids/etc. into the spreadsheet, simply attach the ScoutsTracker event list to show where the fees are coming from.
 ==Adventure Application Form==
 The Adventure Application Form replaces the Camping and Outdoor Activity Application form (COAA).  An AAF needs to be completed for any activity that takes the Section away from their regular meeting place.  The adjacent park to a meeting place is considered part of the regular meeting place.

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 There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc.  The Group Commissioner now has the authority to sign contacts up to $5,000.
+<br />
 Note that there are some activites that are specifically banned .
 The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):

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 Note that there are some activites that are specifically banned .
 The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):
-.	On- and off-road motorized vehicle rallies and speed races
+* 1.	On- and off-road motorized vehicle rallies and speed races
-.	Power-boat races or speed rallies
+* 2.	Power-boat races or speed rallies
-.	Parachuting, parasailing, base jumping, hang gliding, and similar activities
+* 3.	Parachuting, parasailing, base jumping, hang gliding, and similar activities
-.	Flying ultralight and experimental aircraft and similar activities
+* 4.	Flying ultralight and experimental aircraft and similar activities
-.	Bungee jumping
+* 5.	Bungee jumping
-.	Paint ball or other activities where a projectile is aimed at a person
+* 6.	Paint ball or other activities where a projectile is aimed at a person
-.	Trampolining
+* 7.	Trampolining
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 ==Driving Youth==
 Scouters should also read Scouts Canada Transportation Standards regarding driving youth to and from events. In general, volunteers who drive Scouting members do so at their own risk and must, at all times, comply with the 2-deep Scouter rule.

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-Waivers are a real sticking point with Scouts Canada and Scouters cannot sign a waiver on behalf of Scouts.  If a waiver needs to be signed, forward the information to the Group Commissioner who will engage Doug Smith at the Scout Office.  If proof of insurance is required, forward the request to the Group Commissioner who will get Michelle Yu at the Scout Office to provide it directly to the facility requesting it.
+Waivers are a real sticking point with Scouts Canada and Scouters cannot sign a waiver on behalf of Scouts.  If a waiver needs to be signed, it can only be signed by the parent of the youth.
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-The problem is that almost every place you go to requires you to sign something and this really limits the places that you can go to as official Scouting events.
+If proof of insurance is required, forward the request to the Group Commissioner who will get Michelle Yu at the Scout Office to provide it directly to the facility requesting it.
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-Fortunately, a large number of places have signed the Scouts Canada Indemnification Agreement and these places therefore don’t require us to sign the waiver.  The list organizations can be found [http://pac.scouts.ca/sites/default/files/files/BCY-IA.pdf here].
+Historically as scouts we were not able to have parents sign third party venue waivers so arrangements were made with some companies to accept the Scouts Canada forms and have an agreement between them. A large number of places have signed the Scouts Canada Indemnification Agreement and these places therefore did not require us to sign the waiver.  The list organizations can be found [http://pac.scouts.ca/sites/default/files/files/BCY-IA.pdf here].  This list is out of date an should now only be used a reference for ideas of places to go.
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-Going to any other place that requires a waiver, it cannot be an official Scouting event, i.e. no Scouts Canada insurance, no uniforms for youth or Scouters, no AAF for the Group Commissioner to sign, and everyone is on their own risk.  The problem is that Iqbal Lalany (our contact before Doug Smith) says that if it walks like a duck and squawks like a duck, it is probably a duck.  An event involving Scouts, Beaver Scouts and partially financed by Scout funds looks like a Scouting event.
+There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc.  The Group Commissioner now has the authority to sign contacts up to $5,000.
-<br />
-<br />
+Note that there are some activites that are specifically banned .
-There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc.  The Group Commissioner will forward these agreements to Doug Smith and get him to sign on the Group’s behalf.  He typically cannot and will not sign the waiver for things that have any risk beyond picking flowers – like sledding up Mt. Seymour, Parkour, etc.
+The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):
 <br />
 <br />
 ==Driving Youth==
 Scouters should also read Scouts Canada Transportation Standards regarding driving youth to and from events. In general, volunteers who drive Scouting members do so at their own risk and must, at all times, comply with the 2-deep Scouter rule.

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 * Signed [[:File:hold_harmless_individual.pdf | Hold Harmless]] forms for any youth attending who are not registered with Scouts Canada (e.g. younger siblings or friends) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
 * Any forms specific to the camp/activity (e.g. registration forms for a Jamboree) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
-* [http://www.hwscouting.ca/wp-content/uploads/2014/08/Category-3-Form.pdf Parent Consent Forms] for Category 3 activities (any camp that is 3 nights or longer, event that involves things like archery or a rifle range, or is out of Country) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
+* [https://www.scouts.ca/f/7134 Parent Consent Forms] for Category 3 activities (any camp that is 3 nights or longer, event that involves things like archery or a rifle range, or is out of Country) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
 * If required, an AAF can be updated after it has been approved by the Group Commissioner.  This requires that a second AAF be generated and approved and the Event will end up with two approved AAFs.
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 For Camps where our youth go with a different Group, the AAF form is completed by the Scouter-in-Charge of the Adventure.  For example, if several of our youth attend a Venturer Camp with another Group because we don’t have the leadership available to go, we should provide the myscouts printout (registration and medical information) to the Scouter-in-Charge in the other Group.  Our Section leadership should meet and feel comfortable with the other Group leadership team going to the event.  For Skeeter in 2016, we provided a [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] filled out for each youth attending and the Group that took our youth was happy with this.
 ==Waivers==
 There are lots of great places to take Sections out for fun events like indoor rock climbing, archery, rafting, lazer tag, etc.