Office of the Exchequer

Publications and Forms

Kingdom

** Kingdom Financial Policy ** - (PDF file - Updated: April 21, 2007)
Non-Member Surcharge Submission Form - Submitting NMS to Kingdom
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.
Donation Form - This form is for receipt of direct donations.
SCA Transfer Form - This form is to be used when transfering funds between any SCA Group.
Account Dopsit Record Form - This form is to be used when dealing with bank deposits.

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

TIP-ETS - Tips, Helpful Hints, Suggestions 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.