The Kingdom Exchequer's Page
 

     Central point of information for exchequers in Ealdormere.

More information shortly, for now here are some helpful articles.

Exchequers Yearly Calendar

Good Cash Procedures

1. Make sure cashbox is empty.

2. Count the float and leave a signed note in the cashbox stating the float amount.

3. Limit access to the cash box.

4. Purchases should not be made from cash box. It is better to have the autocrat or their deputy purchase the item and submit a receipt for later reimbursement.

If no one is able to pay for the item and submit for later reimbursement, the following must be done:

-The receipt must be labeled with Who, What, and Why. (i.e.- Lord John, Butter, Feast)
-Also make note of how much money was advanced and how much change was returned.

Example:
I) Lord John gets $10 from Gatekeeper, a note is placed in cashbox.
II) Lord John returns with receipt, change, and butter. Gatekeeper labels receipt, and counts the change. Original note for $10 is amended to note change returned. Both note and receipt are left in cashbox.

5. Some outside count needs to be made for all sales.

Examples include:

-Individual signatures on roster waivers at sign
-Bar tickets where start and finish numbers are noted
-Tokens for lunch counter sales
-A count of items for sale at beginning and end

Because lunch counter sales are difficult to track, it is recommended that these be run by private individuals or guilds and not use SCA funds.

6. Cash boxes should be emptied and counted with witnesses at end of sales. (Ideally by the salesperson and Exchequer)

7. If periodic deposits are made (or withdrawals of excess) a note of the amount must be left in the box. (I.e. - $500 sent for deposit to TD with Lord John)

To donate money or property to Ealdormere

Unfortunately at this time, donations to Ealdormere, or groups within Ealdormere are not tax deductible. The following requirements are those of the SCA. These procedures are affected by the tax-deductibility of donations to the SCA in the US, and our future hopes of tax deductibility in Canada.

Donations of money without condition are cheerfully accepted. Cheques may be made payable to SCA-Ealdormere (or the name of another group.)

Donations with attached conditions may not be accepted if there is any doubts the conditions may be fulfilled. Note that the Seneschal is the legal representative of the group and the only one who may sign contracts.

Donations of property may be accepted with some restrictions set by the Board of Directors for liability reasons. As an example, no group may accept a donation of car and/or trailer. When in doubt, check with the Kingdom Exchequer or Kingdom Seneschal.

There are different kinds of property:
1) Regalia (coronets, jewelry, etc)
2) Depreciable property (thrones, pavilions, etc)
3) Non-depreciable property (consumables & items of small value)
4) Inventory for sale (T-shirts, books, items bought for re-sale, etc)

The donor must set the value on the item. The Exchequer will need to determine to which category the property belongs. Value is the foremost difference between the second and third categories. The Exchequer may NOT set the value.

To open a bank account

Your group must be full status to open a bank account. No incipient group may have a bank account.

Consider whether you have sufficient cash and/or income to justify a bank account of your own. Service fees can be expensive and can add up quickly. Even after your group achieves full status, it may be advantageous to keep the funds in trust with another group until you have sufficient transactions to make the convenience worth the service charges.


-The account must be dual-signature required.
-The account may not be tied to a line of credit or any other debt instrument.
-The account may not be tied to Electronic Bill payment, Pay-pal or any other payment system that can be implemented without two signatures.
-If you obtain a bank card or internet access, it must be deposit-only or view only.


The name on the account must be "SCA - group name" Do not use Inc. as the SCA is not incorporated in Canada.

-All signatories should be paid members of the SCA. The signing authorities should include:
-Group exchequer
-Group seneschal
-Kingdom Exchequer
-Other group officer or member as agreed to by the group, or as chosen by group financial policy.
 

For the Exchequer of a new or Incipient group

No incipient or pre-incipient group may hold a bank account. Your funds must be held in trust by another SCA group. This other group would normally be your Barony if your group is a canton, but could be the kingdom or another group within the kingdom.

The group holding your funds will keep your funds in their account and will keep a separate accounting of your balance within their total. You will fill out "event report"" forms and the holding group will include them with their quarterly reports. At the time that your group first deposits funds, you should tell the holding group what to do with the funds should your incipient group vanish. Suggested destinations for donations include Kingdom General fund, A&S fund, Children's Fund, Chiurgeon's Fund, Regalia Fund, Scribe's Fund, a neighbouring group, etc.

Your doomsday will consist of the one page negative report form for the Kingdom Exchequer, and your quarterlies will consist of a short paragraph or postcard confirming your group does not have a bank account, and a list of any financial activities you have had in that quarter (ie, a list of any income deposited with your holding group and any expenses you have directed them to pay on your behalf.)

When your group achieves full status, you may choose to immediately open a bank account or you may choose to keep your funds with the holding group a little while longer until you have sufficient financial activity to justify bank service fees.

Last Updated 10/29/2008 08:44:46 AM - Disclaimer