Ride Organiser Procedures – After the Event
Accident Reporting
- Inform secretary@audax.org.au , president@audax.org.au and the Regional President.
- If the injured rider thinks they’ll be lodging an insurance claim refer them to Audax Insurance.
Event Validation
Event Validation:
- should be completed as soon as practical after the Event
- should always be completed even if there were no riders so that the ride can be closed off
- Includes the following processes:
Modify Event Registrations
Event Registrations can be modified at any time until Validation is completed.
- Goto Manage Events
- Select the Event and then Manage Event Registrations
- Select the Registration to modify then Edit Registration
Event Registrations can be modified including:
- Cancel – cancel the registration and refund fees
- Refund – this should only be used with care. Not applicable for DNF or DNS refunds
- Modify Ride Distance
- Modify Medal

Start Validation
Validation can be started as the riders complete the Event
- Goto Manage Events
- Select and then Edit Event
- Click Start Validation

Validate Rides
Validation is the process of recording the rider’s result.
- Goto Manage Events
- Select and then Edit Event
- Validate each Ride
The Ride Validation options include:
- Completed – the Ride Duration must be entered
- Did Not Start – if a Medal was ordered, it will be refunded
- Did Not Finish – if a Medal was ordered, it will be refunded
- No Result – the Ride was completed but will not be Homologated (e.g. Social Ride or Exceeded Time Limit)

Request Vouchers
A Voucher is automatically requested for the Ride Organiser
If Audax members assisted in the running of the Event, the Ride Organiser may request they be rewarded with a Voucher.
- Goto Manage Events
- Select and then Edit Event
- Select the Volunteers and Vouchers tab
- Add a Voucher Request for each deserving Volunteer

Claim Expenses
Any expenses incurred in the running of the Event should be claimed:
- Goto Manage Events
- Select and then Edit Event
- Select the Event Expenses tab
- Add and Save Expenses

Expenses Process:
- Ride Organiser
- Completes expenses as part of Validation
- Sends expense receipts to state treasurer (via Ride Finance Report email with scans of tax receipts attached)
- State Treasurer
- Reviews and approves expenses
- Forwards expenses with receipts to High Country Bookkeeping
- High Country Bookkeeping
- Receives expense claims from State treasurer
- Reconciles expense claims
- Sets up Bank Payment
- National Treasurer/President/Vice President
- Approves Payment (payments are processed weekly)
Complete Validation
The Event Validation process is completed by:
- Goto Manage Events
- Select and then Edit Event
- Click Complete Validation
- Review and then Submit the Event Validation

- After the Event Validation is submitted:
- Send (post or in person) cards to your Regional Brevet Secretary as soon as possible
- Send expense receipts to state treasurer (via Ride Finance Report email with scans of tax receipts attached)