Exchequer

The Kingdom Exchequer is responsible for all the kingdom’s finances. The duties of the Kingdom Exchequer include, but are not limited to, financial oversight of the Kingdom and its assets; ensuring compliance to financial policies, reporting compliance for all Kingdom branches, compilation of reports for all the branches and the Kingdom’s accounts, and maintaining and updating the Kingdom’s financial policy, in accordance with the Society’s financial policy, and Kingdom budgets.

 

 

Kingdom Exchequer

 

 

 

Deputy

Deputy Kingdom Exchequer

Deputy of NMS

Deputy of PayPal

Deputy of Bank Accounts

Deputy of Warrants

Deputy of Regalia

Local Exchequers


Shire of Al Sahid – Sithmaith inghean Stiamhna –
Barony of Altavia – Courtney of the White Meadow –
Barony of the Angels – Garrick Thomas Attwell  –
Barony of Calafia – Lasairíona inghean Ghéibheannaigh – Barony of Calafia Deputy – Fia Naheed
Canton of Poll na Gainmhe – Hroudland von Freising –
Canton of Summergate – Serena Nikolei –
Canton of Summergate Deputy – Fia Naheed
Canton of Tanwayour – Lasairiona inghean Gheibheannaigh – College of St. Isidore – Elizabeth Kilpatrick – 
Shire of Carreg Wen – Aidan Brandr Arinbjornson – exchequer@carregwen
Shire of Darach -Alia la rousse – exchequer@ exchequer@darach.org
Barony of Dreiburgen – Robyn Lon Creighton of ThorndykeBarony of Dreiburgen Deputy – Aldgytha of Ashwood
Canton of Mons Draconis – Maridonna dulce de Perugia –
Canton of Gallavally – Fionna de Buchanan –
Barony of Dun Or – Roisin ni Brian –
Barony of Gyldenholt -Rowen Killian –
Shire of the Isles – Lodovico Uccellini della Valle –
Barony of Lyondemere – Borgunna Varsdottir –
Barony of Naevehjem – Muirgheal inghean Sheumais –
Barony of Nordwache – Muirenn inghean Chon Ruaidh –
Barony of Starkhafn – Catylyn verch Morgant ap Llewellyn –
Barony of Starkhafn Deputy – Jade of Starkhafn
Barony of Starkhafn Deputy – Guy le Bon
Barony of Western Seas – Geneviene la Minstrelle –
Barony of Wintermist -Sunnifa Jonsdottir –

Other:
Collegium Caidis – Hrorek Halfdane of Faulconwood – Collegium Caidis Deputy – Su of the Silver Horn
Great Western War – Ismay of Giggleswick –
Heralds – Ariana verch Gwenllian –

Report Dates


Quarter                 Months                     Due Date
1                     January – March              April 30th
2                     April – June                      July 30th
3                     July – September             October 30th
4                     October – December        January 30th
Doomsday     January – December        February 15th

Online Reports

OnLine Quarterly Report – Submitting required quarterly report
OnLine Event Report – Submitting Event report to both the Kingdom Seneschal and Exchequer
Monthly – Bank Statment Online Report – Submitting montly bank statements to the Kingdom Exchequer
Please use this report for all events in CAID

Publications and Forms

Kingdom

Kingdom Financial Policy – (PDF file) – Board Approved Date: Jan 16, 2016)
Non-Member Surcharge Submission Form – Submitting NMS to Kingdom
New Excel Version – Event Budget Form – To assist an autocrat in planning an event
Check Request Form – Request from to get checks
Event Chain of Custody – This form helps track cash for your gate box
Deposit Record Form – This forms help track bank deposits
Cash Voucher / Reimbursement Request Form – This forms is for reimbursement for events
Auction Sales Tax Remittance Form – This forms is for calculating and submitting taxes against an auction
Budget Work Sheet – This is a blank Excel spreadsheet that can be used for your yearly budgets.
Account Deposit Record Form – This form is to be used when dealing with bank deposits.
Transfer to another SCA account – The Form to transfer SCA funds to another SCA group

SCA Publication

Kingdom Exchequers’ Handbook
Local Exchequers’ Handbook
Society Financial Policy
Warrant of Appointment to Financial Office: PDF or Word document
Review of Books Report Excell file
Regarding the use of SCA funds to purchase gifts
IRS Letter confirming the SCA’s 501(c)(3) status PDF, 811Kb
Corporate Resolution from the Board, regarding Banks 75Kb
Why and how the Non-Member Surcharge is to be collected
SCA Financial Report Forms

Links

Kingdom of Caid regalia site
Society Chancellor of the Exchequer

TIPS

Tips, Helpful Hints, Suggestions, and Good Advice from other exchequers.

  • Use a standard size piece of paper to attach all receipts (makes filing and finding much easier).
  • If using duplicate cheques, attached the “carbon copy” of the cheque to the associated documentation (bills, receipts, invoices), to tie the cash outlay (the cheque) to the supporting document(s).
  • Include NMS collected in “Event Income”, not in “Other Income”
  • Include NMS payments sent to Kingdom as
    • “Transfer-out Within Kingdom” (US-to-US)
  • Use “Transfer-in” and “Transfer-out” only for transfers between branches in the SAME COUNTRY; use “Contributions Received” and “Donations to Another Non-Profit Organization” for transactions that cross the border.
  • Refer to the report form instructions (Chapter 8, SCA Chancellor of the Exchequer’s Handbook); the SCA’s version of “Fund Accounting” can seem a bit funny. Also good to read Appendix G, “Doublentry Bookkeeping, Basic Concepts and Practices”.
  • Don’t count deposits (money-in) for repayment of gate change or site deposits as Event Income. All money-out for gate-change, etc. should be recorded as a “Receivable” until paid back, and all Deposits should be recorded as “Other Assets”. Re-payment (money-in) should just offset the original transaction (money-out).
  • Make sure that figures on the Balance Sheet and Income Statement tie to the supporting worksheets in the Financial Report packet. Working back-to-front on the packet can help ensure this.

Send in your best practices, helpful hints, tips, and suggestions to be included here.