Update as at May 2026:
As a result of the ongoing situation in the Middle East and the subsequent increase in fuel prices, the committee has voted to temporarily increase the fuel policy rate from the current 32p per mile to the new rate of 35p per mile. For weekends, we aren’t planning to increase the cost to attendees, we are instead going to treat this as a surplus expense which will reduce the available budget surplus per person which can be claimed back after the weekend.
This fuel rate increase is going to be kept under review by the committee at every meeting until the end of the year. As such we expect that as global factors evolve, we hope to be in a position to revert to the original rate of 32p per mile when we see a sustained decline in fuel prices back towards more normal levels. If anyone has any questions or concerns on this temporary change, we invite members to reach out to the committee directly or via the suggestion box form:
EYW Suggestions Box Form – please follow link
Our mileage rate of 32 pence per mile (ppm). This is set by the committee and based around rates set by the Ramblers. The committee reviews the mileage rate as needed (typically discussing the rate once per year).
This is to compensate drivers for fuel costs and to also contribute a bit towards the additional costs of driving such as maintenance, tax and insurance etc. However it is important that no driver is profiting by volunteering to drive, as this is likely to be considered commercial use of your vehicle and invalidate your insurance. If in any doubt, please check your own insurance policy.
You may notice if you drive for work that standard business mileage rates are higher than this. However please consider that EYW is not a business claiming tax relief on business journeys, so this is not directly comparable. As a charitable organisation we are very grateful to drivers who are happy to donate their time and the use of their cars to facilitate our various trips.
Calculating Fuel Costs – Preferred Method
The organiser should calculate how many cars will be required, and multiply by the total mileage (return trip). It’s useful to check with drivers how many passengers they can take, also taking into consideration space for bags on weekends away.
From this you can calculate a cost of fuel per person (based on the number of drivers and passengers). Then at the end of the trip the money can then be distributed equally between all the drivers. Here’s a quick example:
Let’s say a 200 mile round trip to Braemar has 30 people and 10 cars:
- Total cost is £640 (200 miles x 10 cars x 32ppm)
- Each person (including drivers) pays £21.33 into the pot (£640 / 30)
- Each driver gets £64 (£640 / 10)
The advantage of this is that it doesn’t matter if someone travels up in one car, and back in another. All the fuel payments have been agreed in advance, and each driver receives the same amount of money.
Calculating Fuel Costs – Alternative Method
For a day trip, or for a weekend trip where people are coming from different places, it may not be practical or desirable to calculate fuel costs as above.
In this case, the cost should be calculated on a car by car basis and then split between the occupants of each car individually, paid directly to the driver.
The disadvantage of this is that if some cars have more passengers than others, then the passengers may pay different amounts.
Finally if the driver simply wants to charge their passengers the direct cost of the fuel instead, say on a short day trip, then they are free to do so if they wish.