Exchequer Deadlines
While Non-Member Remittance (NMR) and Event Reports are the responsibility of the Autocrat, the Exchequer should be available to assist, if needed.
NMR Reports
Due from Autocrat within 10 days of the event to the Kingdom NMR Deputy (nms.ealdormere@gmail.com).
Event Reports
Due from the Autocrat within 30 days of the event to the local Exchequer.
Regalia Minister
The Kingdom Regalia Minister’s report is due at each Crown Tournament to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).
Quartermaster
The Quartermaster’s annual report is due on October 15th to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).
Budget Requests
Requests for new items to be included in the Kingdom budget are due on or before September 1st to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).
Warrant Request Forms
To be included in the next Warrant Roster, prospective Exchequers need to submit their Warrant Request Forms 15 days before Crown Tourney to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).
Exchequer Annual Calendar
January 15
Annual Report deadline for Exchequer Deputies without otherwise defined reporting dates
February 1
Shires – Fourth Quarter reports due to Vice Chancellor
Cantons – Fourth Quarter reports due to Barony
Both – Event Reports due with quarterly report
February 15
Baronies – Fourth Quarter Reports due to Kingdom. Event reports due with quarterly report.
Domesday reports from ALL territorial groups due to Kingdom Exchequer
March 15
Kingdom Fourth Quarter Report due to Society
Crown Tournament
Regalia Minister report and updated regalia list.
May 1
Shires First Quarter reports due to Vice Chancellor
Cantons First Quarter reports due to Barony
Both Event reports due with Quarterly report
May 15
Baronies – First Quarter reports due Kingdom. Event reports due with quarterly report
Vice Chancellor – First quarter reports due Kingdom.
May 30
Kingdom – First Quarter report due to Society
August 1
Shires – Second Quarter reports due to Vice Chancellor
Cantons – Second Quarter reports due to Barony
Both – Event reports due with Quarterly report
August 15
Baronies – Second Quarter reports due to Kingdom. Event reports due with Quarterly report.
Vice Chancellor – Second Quarter report due to Kingdom
August 30
Kingdom – Second Quarter report due to Society
September 1
Kingdom budget requests for next year due to Kingdom Exchequer
September 15
Deadline for change of Officers to be included on winter Warrant Roster
Crown Tournament
Regalia Minister report and updated Regalia list
October 15
Quartermaster Annual Report due
November 1
Shires – Third Quarter Reports due to Vice Chancellor
Cantons – Third Quarter Reports due to Baronies
Both – Event reports due with Quarterly report
November 15
Barony – Third Quarter reports due Kingdom. Event reports due with quarterly report
Vice Chancellor – Third Quarter report due to Kingdom.
November 30
Kingdom Third Quarter report due to Society
December 20
Domesday Packets are mailed out
Quarterly Reports Include:
- A general ledger. (See note below.)
- A cumulative SCA Financial report. (See note below. )
- Copies of all bank statements and cancelled check images for the quarter.
- Copies of event reports from the quarter.
Doomsday Reports Include:
- The Q4 reports, PLUS
- All the event reports for the entire year, PLUS
- A copy of all bank statements required to show everything between Dec 31 and Dec 31, inclusive. (For most, that’s 12 statements. If the bank statements end in the middle of the month, that’s 13 statements.)
Doomsday Reports are emailed to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).
Cantons & Strongholds should also copy their Baronial Exchequer, but the Kingdom Exchequer will forward a copy of the files after they have been submitted to Society as part of the Consolidated Report.
NOTE: Regarding the Ledger and Reports Files
- Every year start with fresh files on January 1st, and keep using the same files for the entire year. Starting values will be confirmed by the Kingdom Exchequer as soon as the Consolidated Report has been reviewed by Society.
- For the ledger, use either the SCA ledger or another spreadsheet format. The advantage of the SCA ledger is that it will create the summaries needed to fill in the SCA Reports file.
The SCA files are available from the SCA Library (https://www.sca.org/resources/document-library/). Unfortunately the links on this page are file-specific, and not evergreen, so you have to do some navigation:
- Scroll down to Financial.
- Expand and click on Exchequer.
- Scroll down to Group Financial Report Forms.
There is only one General Ledger Spreadsheet.
Which Financial Report file to use?
Always use “Subsidiary” reports.
- Small is for groups with no secondary accounts, no equipment and no inventory.
- Medium is sufficient for almost every group within the SCA.
- Large has extra worksheets to allow for more activity; to be used by Kingdoms and groups with a lot of events or activity.
Comments and/or Questions
Please send your questions about SCA finances by email to the Kingdom Exchequer (ealdormere.exchequer@gmail.com).