Book and Record Keeping of Prospecting Trips

a) General context: it is necessary for the responsible staff to be made aware of the needed documents for the administration of the mission and know their use.

b) Local context: it is necessary for organizational purposes that the ones responsible for the mission know the local context of where the mission is going to be carried out (especially if in another country), in relation with labor laws.

For example, a member of the project must get in touch with the local authorities to define all the details entailing:

• Part time (monthly) personnel contract, such as drivers, workers, mechanics, warehouse workers, guards, cooks, maids, etc.; ways of payment, retirement fund percentage discount, social security, taxes, etc.; percentages by family size & and very importantly, the total amount paid; administrative forms, and the kind of deposits to different national banks.    
• The probable need of medical exams, (especially for those working in the kitchen), the exam’s conditions, and who pays.
• Labor laws: schedules, bonus distribution, layoff conditions, competent jurisdiction, etc..
• The hiring of personnel per hour (loaders, horse guides, hunters, guides, etc.): number of hours, way of payment (daily, weekly, monthly or other).

c) Accounting: the handling of petty cash, frequent expense reports, liquid available cash flow and above all, how often to balance accounts, with the problems that must be worked out with the local administrator, or a bank that provides a certain amount on specific dates. Defining the financial authority of the person responsible of the mission before departure. Small bills should also be proportioned when balancing the liquid petty cash, since it is often impossible to change in small and isolated towns.

d) Various: it also important to take into consideration equipment delivery time, possible delay in custom dispatch, obtaining the proper work permit & visas if working in another country, permission for hunting fire arms and ammunition, from the corresponding authorities. Depending on the kind of work that is going to be done or permissions from the land owners in which the work will be carried out (base camp installation area).

Be aware of the diseases that can be caught, vaccines & treatment or prophylaxis medication. It’s advisable to have a doctor and dentist control.     

If the mission area is remote, it would be prudent to take an overdraft component on the mission and leave an extra so it can act in case of any loss or delay in the delivery of equipment and supplies.