East Kingdom Office of the Exchequer - Reporting Requirements

NOTE!

If you have any issues with the reporting times or problems balancing the reports the Kingdom Exchequer is available to help resolve those issues. Please do not frustrate yourself if you cannot balance something, send it in unbalanced and state it is unbalanced. The Kingdom exchequer and the deputies are resources available for this purpose. Training with the reports can be done if you request it of the Kingdom Exchequer use 'training request' in the subject line.

How/Where to Send

All documents which can be sent electronically, should be. Please make sure to compress (e.g. Zip) the email attachments and limit attachments to 10MB per message. I would recommend that if anything needs to be sent via conventional mail, that you purchase delivery confirmation for your packages. The current mailing addresses for all deputies is available via Pikestaff, and our email addresses are on the main page. Contact the Kingdom Exchequer if you need further assistance with the technical aspects of submitting electronically.

Requirements

Quarterly Reports are due April 30th (Q1), July 31st (Q2), October 31st (Q3), and January 31st (Q4/EOY).

The reports should be sent to your local Seneschal, Regional Deputy Exchequer and Kingdom Exchequer and include:
  • All event reports not previously sent
  • All bank statements for the quarter
  • All cancelled checks (front only) for the quarter
  • A ledger, cumulative to the quarter being reported
  • A complete and balanced SCA Financial report, cumulative to the quarter being reported

Event Reports are due 30 days after the event to the Regional Deputy and Kingdom.

  • This should include the check for the Kingdom's portion of the profits for Kingdom-level events.

NMS check and report is due to NMS Deputy 10 days after the event.

Monthly Account Statements

  • Each month the bank statement is to be reconciled and both are to be signed by the groups exchequer and seneschal.
  • Copies of the signed documents are to be forwarded to the next superior officer.