East Kingdom Office of the Exchequer - FAQ

Frequently Asked Questions

I've just been elected local Exchequer. What do I need to do now?

* Get warranted. Fill out the Request for Warrant form. Send it, along with a copy of your ID, to the Kingdom Exchequer, and make sure to send a copy to your Regional Exchequer.

* Get the local exchequer files. Get them as soon as possible. Get them now. Go through the records. Organize them to your liking or leave them organized as they are, but understand the method. If a financial review was not done prior to you taking office, arrange with your Regional Exchequer to have one done as soon as possible.

* Get on the bank account. Fill out the Bank Account Request Form. Depending on your bank, it may involve a trip in to a branch, but at the very least it will require a photocopy of your State or Federally issued ID card.

* Get on the Exchequer email list.

* Find the most recent completed report, and try to do a report for the same time period from the books. Compare what you did to the actual report. If it is different, find out why (what you missed, or what the filed report missed).

* Quarterly Reports are due as follows: April 30th (Q1, Jan, Feb, Mar), July 31st (Q2, Apr, May, June), October 31st (Q3, July, Aug, Sep), and January 31st (Q4/EOY, Oct, Nov, Dec). See Reporting Requirements for additional information.

* Keep in mind that files must be retained for a minimum of seven (7) years.

A check payment for an event fee bounced, what do I do?

* Use Chapter 11, Handling Bad Debts which begins on page 93 and continues through to page 95.

How do I update the signatories on the bank account?

* Use the Bank Account Request form appropriate to your local group (Corporate or subsidiary).

* All Branches or entities in the East Kingdom that collect and hold funds in the name of the SCA are required to have dual-signature bank accounts.

* East Kingdom Financial Policy, section V. Financial Administration, A. Bank Accounts provides all relevant information with regard to who can and can not be named as signatories on the SCA Bank Accounts as well as any restrictions with regard to same.

* Royalty may not be a signer on any account for the duration of the Reign.

How do I open a new SCA Bank Account (applicable for new groups)?

* Use the Bank Account Request form appropriate to your local group (Corporate or subsidiary).

* All Branches or entities in the East Kingdom that collect and hold funds in the name of the SCA are required to have dual-signature bank accounts.

* Do some research to find out what fees are for accounts of the size of your group's checking account. Contact the bank in advance to find out what exactly they will need in order to open a new account and make sure you have all of your information on hand.

* East Kingdom Financial Policy, section V. Financial Administration, A. Bank Accounts provides all relevant information with regard to creation of SCA Bank accounts. In addition, it provides the relevant information with regard to who can and can not be named as signatories on the SCA Bank Accounts as well as any restrictions with regard to same.

I've just become an EK Officer what do I need to know?

* SAVE YOUR RECEIPTS!

* Review the Financial Policies available on the Handbooks and Policies Page, as they will answer questions about any budget concerns you might have.

* Some (but not most) officers have budgets, and a few have dedicated funds. Contact the Kingdom Exchequer to see what, if anything, you have available.

* Reimbursements are given for travel expenses (airfare, hotels, and mileage - 0.14/mile) to events you would not normally be attending (i.e. if you regularly go to Pennsic, do not request a reimbursement for going while you are an officer). We do not reimburse for food.

* Other common reimbursible items include, but are not limited to: postage, printing, supplies, and phone charges.

I've just become Prince/Princess what do I need to know?

* If you are the signatory on any Branch Bank Account, you and your local Exchequer and Seneschal must take immediate steps get your name removed for the duration of your reign.

* As a new Heir to the Crown, you are (as a couple) for the duration of your reign one vote on the Council of the Exchequer. That is to say, each member of the Council has one vote, the Crown is considered one member and has one vote, the Heirs are considered one member and has one vote.

* SAVE YOUR RECEIPTS!

* Review the Financial Policies available on the Handbooks and Policies Page, as they will answer questions about both your responsibilities to the Council of the Exchequer as well as any budget concerns you might have.

* If you are still not sure if an expense is reimbursible, check with the Kingdom Exchequer before incurring the expense.

* Private donations from individual persons are allowable without the need to involve the Exchequer's office or the bank accounts, but make sure you remind the individuals that these private donations are a private gift and not tax deductible.

* Royals are given a travel budget for the duration of Their reign (from stepping up as Prince and Princess until stepping down from King and Queen). While King and Queen they also have access to the Royal Travel Fund which will supplement their budget as needed.