Calontir Chancellor of the Exchequer

New Exchequers

Welcome new Chancellors of the Exchequer!

When you first take this office, it can seem overwhelming. In order for you to hold the Chancellor of the Exchequer office, you must be a warranted officer as well as a paid member of the SCA. Fill out the warrant, have it signed by the previous Chancellor of the Exchequer or the current Seneschal, and forward it to the Kingdom Treasurer. The Treasurer and the Crown must warrant you at the beginning of every reign and several times during the reign. Be sure to read through the handbook. This will help prepare you more than anything.

There are plenty of forms (see below) to make our jobs easier and there is a Yahoo! group for asking questions and receiving all sorts of information. The most important thing to remember is that you are not alone in this job. Both the Kingdom Treasurer and the regional deputies can help you in many capacities. Never be afraid to ask a question!

Her Ladyship Nicolete de Saint Denis (mka Nicole Howard), July, 2007

Reports

Reports Checklist

• Quarterly Reports
• Event Financial Reports
• Domesday Report

Submitting Reports & Approval

The Seneschal must approve each report. Quarterly reports can be approved by e-mail. A group Seneschal may send an e-mail directly to the Regional Reporting Deputy to indicate his or her approval. Domesdays, however, must be approved by an actual signature on a hardcopy of the report.

Copies of the ledger and bank statements are required with the quarterly reports. Scanning these items into PDF, JPG, or GIF format and sending via e-mail is a great way to save on postage.

Reporting Due Dates

1^st Qtr: April 15^th
2^nd Qtr: July 15^th
3^rd Qtr: October 15^th
4^th Qtr: January 15^th
Domesday: January 31^st

Reporting Distribution

• Group Seneschal
• Regional Reporting Deputy
• Keep a copy for yourself

Exchequer’s Handbook

• Chancellor of the Exchequer
  Kingdom Officer’s Reference Handbook

• Chancellor of the Exchequer
  Branch Officer‘s Reference Handbook

Financial Policy

• Society Financial Policy

• Calontir Financial Policy

Agreement to Serve

• Calontir Exchequer Agreement to Serve

Quarterly Report Forms & Domesday

• No-Activity Form

• No-Activity Form
  The No-Activity Form is used when your group has had no activity for a quarter. It is used instead of the SCA Financial Report.

• SCA Financial Report
  Forms are available from the Society Exchequer's website.
  Please note that the forms are available in small, medium, and large according to group size and reporting needs. Excel is the preferred format for Calontir reporting.

Regular Activity Forms

• Cash Advance Form

• Cash Advance Form

• Deposit Form

• Deposit Form

• Donation Form

• Reimbursement Group Form

• Reimbursement Group Form

• Review of Books Form

• Calontir Transfer Form

• Society Transfer Form

Event Financial Forms

• Event Budget Proposal

• Event Budget Proposal

• Event Financial Report

• Event Financial Report

• Non-Member Surcharge (NMS) Transfer Form

• Non-Member Surcharge (NMS) Transfer Form
  This form accompanies the check for the NMS after an event that is sent to the NMS Deputy. It is due within two weeks following the event.

Event Gate Forms

• Adult Gate Sign-In Form

• Adult Gate Sign-In Form

• Minor Gate Sign-In Form

• Minor Gate Sign-In Form

• Minor Waiver Forms

• Gate Sign-In Form Instructions

• Gate Sign-In Form Instructions

• Gate Forms v5
  (Includes gate forms, adult & minor waivers.)

Tax Exemptions Letters

• IRS Subsidiary Determination Letter

• Missouri Exemption Letter
  No longer available. Please obtain it from:
  Calontir Chancellors of the Exchequer
  Exchequer@calontir.org

Articles

• Calontir License Plates

• Exchequer F.A.Q.

• Introductory Letter to the KCE

• Introductory Letter to TRH
  This is the letter that the KCE gives to the Heirs after Crown Tournament. It briefly describes how the travel fund works and how the Kingdom Financial Committee works.