Shire of Eisental, Chancellor of the Exchequer Page

Welcome to the official website of the Shire of Eisental's Chancellor of the Exchequer. Here you will find information, updated policies, forms, and feedback venues. Please check back often for updates!

Email the Exchequer | Proposed Shire Financial Policies | Reimbursements | Cash Advances

Shire Financial Policies (PROPOSED): DRAFT form ONLY

NOTE: These are local, procedural policies only. Nothing in these policies may be construed to revise Kingdom or Society Exchequer Policies. Where policies conflict, the Kingdom or Society policy prevails unless we have received a specific waiver. Any area that is not addressed by this document should refer to the Kingdom and Society policies.

Signatures: Signatories to the Shire's bank account(s) shall be the following:

Chancellor of the Exchequer

Seneschal

Deputy Exchequer (if there is one) or another member of the Shire as agreed at a Shire meeting

Other Shire members as desired

Kingdom Exchequer

"Financial Committee": The Shire members, through business meetings, have expressed a preference that the "financial committee" of the Shire be the members themselves, not a sub-set. Nevertheless, in keeping with the Kingdom and Society policies, it is the policy of this Shire that major financial issues be voted upon only at those meetings where the Seneschal and the Exchequer are both in attendance. Major financial issues include: purchase of items or materials for making items requiring an expense over $100; creation or approval of the general budget for an event; any decision creating a regular, ongoing expense (such as rental of space). They do not include the specific spending for an event (which is up to the Autocrat and event staff) or the continuing of an expense already known, unless there is a significant change contemplated (i.e., "we've been paying $10 a month for XYZ, but shall we upgrade to $20 a month to get ABC benefit").

Cash Advance and Reimbursement Requests:
Advances: Advances will be given to people who will be purchasing goods for an event or project upon:

Requests for reimbursement and reconciliation of advances must be to the Exchequer within two weeks of the event or completion of the project and must be accompanied by the Advance/Reimbursement form and all receipts. If you do not receive a receipt from the vendor, please write one, listing the item(s) purchased, the date purchased and the vendor, as well as the amount spent. (I.E.: "Box of grapes, purchased 11/11/01 at roadside stand $8.00") Such occurrences should be kept to a minimum, most vendors, even roadside stands, will provide you with a receipt if requested. For "brief description" on the reimbursement form, you do need to put enough information for the Exchequer to be able to classify the expenses. In keeping with Kingdom and Society policy, NO REIMBURSEMENTS WILL BE GIVEN WITHOUT THE form AND RECEIPTS. The form is available at the Eisental website and the Exchequer will carry copies at all times.

Exchequer responsibilities:

The Exchequer should strive to attend all Shire business meetings. If unable to attend, the Exchequer should try to secure the attendance of the Deputy or another person to accept reimbursement requests.
The Exchequer should have the checkbook and copies of the reimbursement form and tax ID material available at all Shire functions attended.
The Exchequer should fulfill Cash advance and Reimbursement requests within 2 weeks of receiving the completed request form(s).
The Exchequer should also be reasonably available to Shire members through Email and to be able to meet with members as needed.
The Exchequer should keep the Shire's books in reasonable condition and up to date and complete reports in a timely manner as follows:

Event reports are due within thirty (30) days of the date of the event. Note that it is the responsibility of each event Autocrat and anyone expending or collecting monies for the event to assist the Exchequer with meeting this goal.
Year End report is due on or before February 15. The balance sheets should be made available to the Shire members following completion of the report.
Mid-year report is due on or before July 31, or as otherwise set by the Kingdom Exchequer.
First and Third Quarter reports are due as set by the Kingdom Exchequer. These reports are informal reports, and not required to be presented to the Shire.

The Exchequer should be ready to report to the Shire regarding the financial condition of the Shire at any business meeting.

Shire Responsibilities: The members of the Shire also have some fiscal responsibility to the Shire:

When purchasing goods for the Shire, members should first read and understand the Shire's Payment Policies for Cash Advances and Reimbursements.
When purchasing goods for events and/or projects, members should strive to obtain the best price and quality possible.
When purchasing goods which are normally taxable, members should obtain the tax documentation from the Exchequer to utilize the tax-free status of the SCA, Inc. whenever possible. If the purchase is small, this is less important, but whenever making large purchases, this should be kept in mind.

< Payment Policies:

Reimbursement: If you have receipts for an item you purchased, and wish to be reimbursed for your purchase, please complete the following steps:

Obtain approval for your purchase. This can be done either by a vote at a business meeting, or if the purchase is for an event, contact the event Autocrat.

Purchase the item, and save the receipt. If you already bought the item without completing the prior step, then bring the receipt when getting the approval.

Fill out the Cheque Request Form.
- Microsoft Word 2000 Format (Print, fill out, and bring with your receipts)
- PDF (Adobe reader required) Format (Print, fill out, and bring to Exchequer)
- Online version (Submit online, Exchequer will bring to next meeting)
Arrange meeting with the Exchequer. Bring your receipts, your copy of the Cheque Request Form if you did not submit online. Please note that even though your cheque will be written that day, that unless a second signature can be found the same day, you might not get the cheque handed to you right away. If you need the cheque immediately, then arrange a meeting with the Exchequer AND Seneschal at the same time. Business meetings are the best since both these officers are usually in attendance already anyway. If you cannot wait that long, contact both officers to arrange another meeting.

Cash Advances: If you know that you will be needing to make purchases in future and you do not have the cash to do so, you can request a cash advance from the Shire. You are responsible for returning the full amount, or appropriate receipts, within 30 days of receiving the advance, or 15 days after the event (if it was for event-related expenses), whichever comes first.

Cash advance steps:

Obtain approval for your purchase. No Cash Advances will be given without prior approval. This can be done either by a vote at a business meeting, or if the purchase is for an event, contact the event Autocrat.

Fill out the Cash Advance Request Form. (Coming soon online!)
- Microsoft Word 2000 Format (Print, fill out, and bring to Exchequer)
- PDF (Adobe reader required) Format (Print, fill out, and bring to Exchequer)
- Online version (Submit online, Exchequer will bring to next meeting)
Arrange meeting with the Exchequer. Bring your copy of the Cash Advance Request Form if you did not submit online. Please note that even though your cheque will be written that day, that unless a second signature can be found the same day, you might not get the cheque handed to you right away. If you need the cheque immediately, then arrange a meeting with the Exchequer AND Seneschal at the same time. Business meetings are the best since both these officers are usually in attendance already anyway. If you cannot wait that long, contact both officers to arrange another meeting.
Cash the cheque, and keep the money seperate from your personal funds. This makes reconciling much easier in the end!
Return the receipts and change together to the Exchequer, within 30 days of receiving the advance, or within 15 days after the event (if it was an event-related purchase).
Note: If you spend more than the amount you received, you can get reimbursed the extra amount following the steps for "Reimbursement". If you need to spend much more, you can get another Cash Advance. If you will require a large Cash Advance (for example: $800 for a feast), please contact the Exchequer before filling out this form.