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Four
signatories are required to be on the group's bank account at all
times. These will include the Kingdom Exchequer, the Baronial Exchequer,
the Baronial Seneschal and one other officer to be decided by the
Exchequer and Seneschal.
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Expenses
under $100.00 may be approved jointly by the Seneschal and the Exchequer,
but shall be reported to the barony at the next business meeting.
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All
expenses $100.00 and over must go before the group for a vote at a
published baronial activity with 3 of the 4 Kingdom mandated Baronial
officers present before being approved.
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All
event proposals being submitted for approval must include a budget.
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Event
expenses in excess of the budgeted amount must be approved as follows:
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Amounts
under $50.00 must be approved by the Baronial Seneschal, the Baronial
Exchequer and the Autocrat/s.
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Amounts
$50.00 and over must be approved first by the Autocrat(s) and
then by a group vote at a published baronial activity with 3 of
the 4 Kingdom mandated Baronial officers present.
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Expenses approved in an event budget do not need to be re-approved
due to costs exceeding $50.00.
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All
event reports must be completed and turned in to the exchequer
or seneschal within 2 weeks of the time the 30-day reimbursement
period ends or when the financial proceedings regarding the event
have been completed if prior to the 30-day reimbursement period.
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All
receipts for approved expenses must be turned in within 30 days of
the incurred expense for reimbursement with the exception of extenuating
circumstances which must be made known to the Exchequer.
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All
receipts must be reimbursed within 30 days of the time that the Exchequer
receives them.
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Cash
advances are strongly discouraged.
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Any person who has written a bad check to the Society will be responsible
for repaying the amount of the check and any fees incurred from that
transaction by cash, money order or cashier's check. A second check
will not be accepted to cover the fees of the first check. If this
is not resolved within 2 weeks it will be reported to Kingdom. (Please
note: according to Society/Kingdom rules if the bad debt is turned
in to the Kingdom, the person writing the check is not permitted into
any SCA sanctioned event without first paying, via cash, money order
or cashier's check, the total amount of fees, bad debts and current
event charges.)
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Any
person writing 2 bad checks to the group within a one-year period
will be put on probation and reported to the Kingdom immediately.
They will not be allowed to write a check to the Barony of Brendoken
for a period no less than one year from the date the bad debt is reconciled.
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All checks written by the Barony and not cashed within 180 days will
be considered a donation.
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Receipts will be given for all donations: cash, property, services
(if requested). Said receipts must be signed by the Seneschal. In
the event the donation was made by the Seneschal, the Exchequer will
also sign the receipt.
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All funds given to the Barony must be deposited within 5 working days
of the time the Exchequer receives them.
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All money must be counted and verified. Both the counter and the verifier
are to sign off on the count.
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It is recommended that all financial questions should be directed
to the Baronial Exchequer. If there is a problem with the Exchequer
this should be directed to the Baronial Seneschal. If unresolved the
situation will then be directed to the Regional Seneschal or Exchequer
whichever is appropriate, and so on.