TrailheadAccesses & LandownersPaid At Access
PA-01Field paymentNo assistant eval · Coverage unknown

Record A Guide Payment At The Access

When a landowner requires payment at the access, the preparation reminder tells the guide to bring money before the guide pays personally and records what changed hands.

Track

Paid At Access

Phase

Field payment

Starts with

Field payment expected

Ends with

Personal expense pending reimbursement

You are here

PA-01
  1. PA-01Record A Guide Payment At The Access
  2. PA-02Reimburse The Guide Through Finance

The situation

As an exceptional agreement, the landowner does not accept payment later. Trailhead warns the primary guide during preparation, presents the agreement-derived expectation, and records the guide's personal payment for later reimbursement through Finance.

What starts it

The primary guide is assigned to a Program that includes an access with Guide pays at access terms.

How it unfolds

GuideSystemOperations
  1. 1

    The preparation reminder tells the primary guide to bring money for the access

    System

    The reminder identifies the access, direction, expected amount, and currency before the field day.

  2. 2

    Trailhead shows the access and the agreement-derived amount and currency

    System

    The guide receives a payment expectation without seeing or changing the full agreement.

  3. 3

    The guide confirms whether the landowner was actually paid

    Guide

    This is the key moment: an expected charge becomes a field fact only after the guide pays with personal money and confirms the handoff.

  4. 4

    The guide records the real amount, currency, method, and payment time

    Guide

    Actual payment facts remain distinct from the amount the agreement expected.

  5. 5

    The guide adds an optional note or evidence when available

    Guide

    Supporting context helps Operations resolve differences without inventing missing details.

  6. 6

    Trailhead records the access usage, payment report, and guide expense

    System

    Owner activity shows a paid-at-access event with no unpaid owner balance, while the guide reimbursement remains pending with Finance.

Who's involved

Guide

Pays with personal money, confirms the handoff, and records the field facts.

System

Resolves the expected terms and preserves usage and payment as separate records.

Operations

Reviews the expected charge beside the actual field-payment evidence.

What each person sees

Guide

The preparation reminder, access, expected payment, confirmation, and actual payment fields

Why: Record what happened without calculating the commercial charge.

Operations

Expected terms and actual field-payment evidence as separate facts

Why: Understand differences and keep owner activity trustworthy.

System

Linked access usage and guide payment records

Why: Preserve operational trace without creating an unpaid owner charge.

The rule to remember

The agreement sets the expected charge; Trailhead reminds the primary guide to bring money; the guide pays personally and records the facts; Finance handles reimbursement.