Exchequer Deadlines

While Non-Member Remittance (NMR) and Event Reports are the responsibility of the Autocrat, the Exchequer should be available to assist, if needed.

NMR Reports
Due from Autocrat within 10 days of the event to the Kingdom NMR Deputy (nms.ealdormere@gmail.com).

Event Reports
Due from the Autocrat within 30 days of the event to the local Exchequer.

Regalia Minister
The Kingdom Regalia Minister's report is due at each Crown Tournament to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).

Quartermaster
The Quartermaster's annual report is due on October 15th to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).

Budget Requests
Requests for new items to be included in the Kingdom budget are due on or before September 1st to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).

Warrant Request Forms
To be included in the next Warrant Roster, prospective Exchequers need to submit their Warrant Request Forms 15 days before Crown Tourney to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).


Exchequer Reports
 
Doomsday Report Due
Consolidated Report Due
Q1 Report Due
Q2 Report Due
Q3 Report Due
Cantons, Shires, & Strongholds
February 1
--
May 1
August 1
November 1
 Baronies
Kingdom
February 15
--
February 15
 March 15
May 15
August 15
November 15
April 30
July 31
October 31
Quarterly Reports Include:
  1. A general ledger. (See note below.)
  2. A cumulative SCA Financial report. (See note below. )
  3. Copies of all bank statements and cancelled check images for the quarter.
  4. Copies of event reports from the quarter.
Doomsday Reports Include: 
  • The Q4 reports, PLUS
  • All the event reports for the entire year, PLUS
  • A copy of all bank statements required to show everything between Dec 31 and Dec 31, inclusive. (For most, that's 12 statements. If the bank statements end in the middle of the month, that's 13 statements.)
Doomsday Reports are emailed to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).

Cantons & Strongholds should also copy their Baronial Exchequer, but the Kingdom Exchequer will forward a copy of the files after they have been submitted to Society as part of the Consolidated Report.

NOTE: Regarding the Ledger and Reports Files
  • Every year start with fresh files on January 1st, and keep using the same files for the entire year. Starting values will be confirmed by the Kingdom Exchequer as soon as the Consolidated Report has been reviewed by Society.
  • For the ledger, use either the SCA ledger or another spreadsheet format. The advantage of the SCA ledger is that it will create the summaries needed to fill in the SCA Reports file.

The SCA files are available from the SCA Library (https://www.sca.org/resources/document-library/). Unfortunately the links on this page are file-specific, and not evergreen, so you have to do some navigation:
  1. Scroll down to Financial.
  2. Expand and click on Exchequer.
  3. Scroll down to Group Financial Report Forms.
There is only one General Ledger Spreadsheet.

Which Financial Report file to use?
Always use "Subsidiary" reports.
  • Small is for groups with no secondary accounts, no equipment and no inventory.
  • Medium is sufficient for almost every group within the SCA.
  • Large has extra worksheets to allow for more activity; to be used by Kingdoms and groups with a lot of events or activity.

Comments and/or Questions
Please send your questions about SCA finances by email to the Kingdom Exchequer  (ealdormere.exchequer@gmail.com).