Middle Kingdom
Financial Policy
The Society for Creative
Anachronism, Inc.,
Middle Kingdom
Financial Policy
Revised by THL Kateline Eliot, ODH
Approved by the Curia Regis on
Approved by the Board of Directors
Revised June 2016
Middle Kingdom Financial Policy (June 2016)
Page 1
Middle Kingdom Financial Policy
Summary of Change (Errata)
Changes from Policy approved by the Board of Directors.
Changes are highlighted by number
Removed verbiage is stikethrough text, replacement text is in italics
Changes from Policy approved by the Board of Directors April 2014.
Rewording 1.5.2. to allow electronic attendance and clarification of simple majority.
Rewording 2.1.1.1 to clarify appropriate procedures to change of exchequer.
Renumber 2.2.2.1.6 through 2.2.2.1.8.2 to account for the elimination by Society ruling to dissolve office of Chirugeon.
Reword 2.3.6.1 to clarify duties of Deputy Exchequer for Non-Member Registration
Add 2.3.6.2 and 2.3.6.3 to clarify duties of Deputy Exchequer for Non-Member Registration
Add 2.3.7-2.3.7.4 to add and define the position of Deputy Kingdom Exchequer - Paypal
Renumber Local Group Exchequers to 2.3.8 from 2.3.7
Renumber Group Level Annual and Quarterly Reporting to 2.3.9 from 2.3.8
Add 2.3.9.1 to provide for monthly electronic reporting by local groups to regional exchequers
Reword 2.3.9.2 Due Dates to clarify procedures and due dates for reporting.
Renumber Regional Reporting to 2.3.10 from 2.3.9
Reword 2.3.11.3 Monthly NMR Reporting to reflect reporting deadlines
Renumber Event Reporting to 2.3.12 from 2.3.11
Reword 2.3.12.2.1 to clarify and expand reporting requirements for Kingdom Level Events.
Renumber Local Event Reports to 2.3.12.1.2 from 2.3.10
Add 2.3.12.2.3 All Events to clarify what materials must be forwarded to various kingdom officials
Renumber Non-member Surcharge to 2.3.13 from 2.3.12
Reword 2.3.13 to clarify and expand requirements for non-member registration reporting.
Change all Non-Member Surcharge verbiage to Non-Member Registration per Society ruling.
Reword 4.3.1.1.1 to clarify that officer’s may request increase in stipend.
Renumber Kingdom Herald to 4.3.1.1.1.6 due to dissolving of Kingdom Chirugeon office
Renumber 4.3.1.1.1.8 to 4.3.1.1.1.7
Add 4.3.1.2.1.4.1 to allow for storage of regalia using kingdom funds
Add 4.3.1.2.1.5 to provide stipend for Chancellor of Regalis Universitas Mediterraneae as Deputy to Minister of
A&S
Renumber 4.3.1.2.1.5 to 4.3.1.2.1.6
Delete 4.3.1.6 due to dissolving of Chirugeonate by Society Ruling
Renumber 4.3.1.7 – 4.3.1.12 to 4.3.1.6-4.3.1.11 to account for deletion of 4.3.1.6
Reword 4.3.2.1.2 for clarification purposes
Middle Kingdom Financial Policy (June 2016)
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Middle Kingdom Financial Policy
1. Purpose and Maintenance
1.1. The Financial Policy for the Middle Kingdom exists as an addendum to the Society Financial Policy, and
shall be followed by each branch and recognized incipient branch of the Middle Kingdom.
1.2. The Middle Kingdom Financial Policy must be reviewed and/or updated by the Financial Committee at
least every two years.
1.3. These Policies may be reviewed and recommendation for changes at the discretion of the Chancellor of
the Exchequer of the Middle Kingdom, with the approval of the Kingdom Financial Committee. Such policy
changes shall be approved by the Society Exchequer and the Board of Directors. Approved rules will be
announced in the kingdom newsletter and added to the Financial Policy.
1.4 All cash advances or request of reimbursements for funds within the Middle Kingdom, shall be approved
in advance by the Kingdom Financial Committee.
1.5 Kingdom Financial Committee.
1.5. The Financial Committee shall consist of the following nine members and each shall have one vote:
1.5.1.1. Kingdom Seneschal
1.5.1.2 Kingdom Chancellor of the Exchequer
1.5.1.3. Kingdom Earl Marshal
1.5.1.4. Kingdom Herald
1.5.1.5. Royal Family (Monarchs and Tanists) of the Middle Kingdom (one composite vote)
1.5.2. The Financial Committee shall meet at least twice a year and be concurrent with Curia Regis
meetings. If members of the committee or their designated representatives are unable to attend, then
electronic attendance is permitted and is authorized for voting purposes. In order for a decision of the
Financial Committee to be valid, there must be a quorum of the committee represented. A decision is made
with a simple majority vote. Extra meetings of the Financial Committee may be made via e-mail with
simple majority vote if a meeting of the full Curia Regis is not required for other business. In the case of an
emergency, a majority approval of the Financial Committee through e-mail is permitted. Meeting minutes
and e-mails are filed with the Kingdom Exchequer. Curia Minutes may be found here:
http://www.midrealm.org/seneschal/curia/index.php.
1.5.3. If there is something that any member of the Kingdom feels would be a good use of Kingdom Funds,
they must submit a proposal to a member of the Financial Committee. This member will submit to the
Financial Committee for discussion and a vote.
1.5.4. In the event that the Kingdom Chancellor of the Exchequer believes that a proposed spending
initiative would violate any Society or Mundane laws, or would endanger the tax-exempt status of the SCA,
the Kingdom Chancellor of the Exchequer has veto power over the matter. The decision may be appealed
to the Society Chancellor of the Exchequer and eventually to the Board of Directors, if warranted.
1.5.5. Under no circumstances can anyone contract to spend Middle Kingdom funds without the proper
approval of the Financial Committee.
2. Accounts and Administration.
2.1. Bank Accounts.
2.1.1. Bank Request Form. Accounts are established or changed by use of the Society Bank
Request Form.
2.1.1.1. The form must be filled out completely and forwarded to the Kingdom Exchequer prior to
any changes in signatories or opening of new accounts.
2.1.1.2. The Kingdom Exchequer will review the form and forward to the Society Exchequer.
2.1.1.3. The Society Secretary will generate a Corporate Resolution, a letter to the bank, stating
who may do business as SCA Inc, Group Name, and the Bank Request Form.
2.1.2. Kingdom Accounts.
2.1.2.1. The following organization is authorized to maintain separate accounts for their use.
2.1.2.1.1. Dragon Herald. The Dragon Herald Exchequer is required to make a full
financial accounting to the Kingdom Exchequer on a quarterly basis.
2.1.3. Branch Accounts
2.1.3.1. Accounts must be administered to follow the policies set forth in the Exchequer’s
Handbook including but not limited to, the following:
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Middle Kingdom Financial Policy
2.1.3.1.1. Reigning Monarchs or Heirs may not be signatories on an account.
2.1.3.1.2. Territorial Barons and Baronesses may not be signatories on an account.
2.1.3.1.3. No two signatories may reside at the same address.
2.1.3.1.4. Two signatures are required on all checks. Request check printer to add second
line and “Two Signatures Required” to the checks.
2.1.3.1.5. If a person on the account asks for a reimbursement for an allowable expense,
they may not sign their own reimbursement check.
2.1.3.1.6. Each branch shall have at least three branch signatures and one 'outside'
signature on file with the financial institution as authorized to disburse funds from the
account. When the office held by a branch exchequer changes hands, branches have 30
days from the change to have the new branch signatory put on the appropriate forms.
The minimum branch signatures are:
2.1.3.1.6.1. Branch Seneschal
2.1.3.1.6.2. Branch Chancellor of the Exchequer
2.1.3.1.6.3. Regional Exchequer and/or Kingdom Exchequer
2.1.3.1.6.4. In the case of Canadian accounts, the 'outside' signature will be the
Chancellor of the Exchequer of the Kingdom of Ealdormere, unless otherwise
stated by the Midrealm Chancellor. The branch shall update the ‘outside’
signatory within 90 days of that office changing hands, or as directed by the
Kingdom Exchequer. When the office held by a branch exchequer changes
hands, branches have 30 days from the change to have the new branch signatory
put on the appropriate forms.
2.1.4. Federal ID Number (FEIN). All accounts held in the name of SCA, Inc or its subsidiaries shall be
registered under the appropriate tax ID number. The Middle Kingdom currently falls under one of three
Federal ID Numbers.
2.1.4.1. SCA Inc,
2.1.4.2. SCA Illinois Inc,
2.1.4.3. SCA Michigan Inc,
2.1.5. Account Name. All accounts will adhere to the SCA naming conventions.
2.1.5.1. Society for Creative Anachronism, Inc., Group Name or SCA Inc, Group Name
2.1.5.2. SCA Subsidiary. SCA Illinois Inc, Group Name or SCA Michigan Inc, Group Name.
2.1.5.3. Dissolution. If a branch of the Society dissolves for whatever reason, the monies held in
the group account shall be returned to the Kingdom General Fund. At the request of the majority
of the officers of the disbanding group, another fund may be selected. In the case of a disbanding
Canton, the Baronial account may be selected.
2.1.6. Checks.
2.1.6.1. The first line for all checks should adhere to Corporate Naming Conventions. To save
space SCA Inc, or SCA Illinois Inc, or SCA Michigan Inc, may be used.
2.1.6.2. The Group Name WILL be included on the checks.
2.1.6.3. Address information is optional.
2.2. Accounting Structure (Ledger Accounts)
2.2.1. General Funds.
2.2.1.1. General Funds are defined as monies collected by the Kingdom to support the
administrative and event-related function of the Kingdom. Unless otherwise specified all
money collected will be considered to be General Funds.
2.2.2. Permanent Funds.
2.2.2.1. In addition to General Funds the following Permanent Funds will be established:
2.2.2.1.1. Officers of State
2.2.2.1.2. Lesser Officers of State
2.2.2.1.3. Royal Travel Funds
2.2.2.1.4. Midrealm War Funds
2.2.2.1.5. Royal University of the Midrealm (RUM) Fund.
2.2.2.1.6. Regalia Fund.
2.2.2.1.7. The Pale
2.2.2.1.7.1. Historical and Cultural Initiatives
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Middle Kingdom Financial Policy
2.2.2.1.7.2. Webminister
2.2.3. Temporary Funds.
2.2.3.1. Temporary Funds will be established for use as short term obligations occur.
These funds will not exceed one calendar year or the designated period of use, whichever
is longer. Funding for temporary funds will be determined by the purpose of the fund.
2.3. Warrants and Reporting.
2.3.1. Requirements:
2.3.1.1. Chancellors of the Exchequer may hold no other office, as per Society Policy,
without a written waiver from the Kingdom Chancellor of the Exchequer.
2.3.1.2. All Exchequers must have access to electronic and telephonic methods of
communication.
2.3.1.3. All Exchequers must be registered on the Midrealm_Exchequers yahoogroup.
2.3.2. Deputy Kingdom Exchequer – Doomsday.
2.3.2.1. Responsible for the consolidation and submission of the End of Year Report to
the Society Treasurer.
2.3.3. Deputy Kingdom Exchequers - Regional.
2.3.3.1. Term limits on warrants issued to Deputy Kingdom Exchequers - Regional is two
consecutive years.
2.3.4. Deputy Kingdom Exchequer – Middle Kingdom College of Heralds.
2.3.4.1. This position is deputy to the Kingdom Exchequer but reports through the
Dragon Herald.
2.3.4.2. This position will be warranted for a two year period, but may be extended to the
term limit of the current Dragon Herald.
2.3.4.3. At the selection of a new Dragon Herald, but prior to the change of office, the
incumbent Dragon Herald will inform the Chancellor of the Exchequer their intent to
keep or replace the current Exchequer. If it is the intent to keep the current exchequer, a
new warrant is submitted and the warrant limit is reset to three years. If it is the intent to
change officers, transfer of all records associated with the Middle Kingdom College of
Heralds will occur within 30 days of the change in the Officer of State.
2.3.5. Deputy Kingdom Exchequer – Regalia.
2.3.5.1. This position is deputy to the Kingdom Exchequer but has regular interaction
with the Royal Family and their designated Chamberlain.
2.3.5.2. This position will be warranted for a two year period. Upon positive feedback
from the Royal Family the Regalia Deputy may request to renew their warrant.
2.3.5.3. Individuals occupying the position of Regalia Officer, must have the ability to
store all the regalia in a temperature controlled environment.
2.3.5.4. The Regalia Deputy must have the ability to obtain an insurance rider to cover
the cost of all items stored on their premises in case of loss.
2.3.5.5. The Regalia Deputy must have the ability to deliver items stored in their
possession, to the Royal Family in a timely manner.
2.3.6. Deputy Kingdom Exchequer – Pennsic Quartermaster.
2.3.6.1. This position is deputy to the Kingdom Exchequer but has regular interaction
with the Royal Family, Cooper’s Lake Campground staff and contractors used to setup
the Royal Encampment.
2.3.6.2. This position will be warranted for a two year period.
2.3.6.3. Individual(s) occupying the position of Pennsic Chamberlain, must have the
ability to travel to Butler, PA in order to access any items in storage in the Kingdom
trailer. Individual must also be available to access the storage trailer for setup and teardown of the Royal Encampment.
2.3.6. Deputy Kingdom Exchequer – Non-Member Registration
2.3.6.1. Responsible for tracking all events on the Kingdom Calendar and ensuring all
events have reported attendance and Non-Member Registration with payment, as
applicable.
2.3.6.2. Report delinquent groups to the Regional and Kingdom Exchequer 10 days after
the due date of the report.
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Middle Kingdom Financial Policy
2.3.6.3. Responsible for consolidating and depositing checks into the Kingdom account.
2.3.7. Deputy Kingdom Exchequer – PayPal
2.3.7.1. Responsible for maintaining the PayPal event invoicing system.
2.3.7.2. Will notify both Kingdom Exchequer and Kingdom Seneschal that funds for a
specific event are ready for transfer. This notification will include 1) Reservation report
(listing of all reservations made) showing amount to be transferred.
2) For PayPal Here, electronic payment at the door, notification should occur within 5
days of the closing of the event and will include a report detailing the transactions
processed at the door.
2.3.7.2.1. All transfers from the Kingdom PayPal account to the Kingdom
Checking account will be done electronically by the Kingdom Exchequer, and
be processed after the approval of the kingdom Seneschal has been received.
2.3.7.3. Will be responsible for organizing training in the use of PayPal Here (payment at
the door)
2.3.7.4. Will be responsible for confirming that a group will be permitted access to the
PayPal systems. The confirmation will be contacting the Regional and Kingdom
Exchequers.
2.3.8. Local Group Exchequers.
2.3.8.1. Exchequers are warranted for a two year period. Upon a vote of confidence from
the group, the exchequer may request a new warrant. The term limit, on a local
exchequers, will only be limited to the confidence of the group.
2.3.9. Group Level Annual and Quarterly Reporting. All reports must be completed using the
standard SCA Exchequer report forms. All reports must be signed by the group exchequer and
seneschal. All bank statements should be reviewed by the Seneschal and have initials on the
document to prove such.
2.3.9.1. A monthly electronic Report is due to the Regional Exchequer on or before the
last day of the following month (i.e. January report is due by the end of February). This
monthly report will include a copy of the bank statements for the month reported. Signed
copies should be provided monthly to the group Seneschal, and Baronial counter parts (if
applicable)
2.3.9.2 Due Dates. Signed printed Group reports are due to the Regional Exchequers on
or before the following deadlines. Groups failing to follow these deadlines shall be
subject to disciplinary action up to and including suspension of both the Branch
Chancellor of the Exchequer and the Branch itself. Each signed report will include a
signed copy of the quarter end bank statements.
2.3.9.2.1. 1st Quarter (1 Jan -31 March): 30 April.
2.3.9.2.2. 2nd Quarter (1 Apr – 30 June): 31 July.
2.3.9.2.3. 3rd Quarter (1 July – 30 Sept): 31 October.
2.3.9.2.4. 4th Quarter (1Oct – 31 Dec): 31 January. (may be waived if group
shows understanding of reporting requirements).
2.3.9.2.5. Doomsday (1 Jan -31 Dec): 31 January.
2.3.9.2.5.1. As Per Corporate Policy I.C. Groups must publish their
Year End report in the local newsletter. If groups do not have a
newsletter, provisions for distributing to all members of the group must
be done. A statement is sent to the Kingdom Exchequer with the date
of publication.
2.3.10. Regional Reporting. Regional Chancellors of the Exchequer will provide to the Kingdom
Chancellor of the Exchequer a list of reports received for the first three quarters on the following
timeline. Included is a listing of all Event Reports received against the listing of events for their
region.
2.3.10.1. Due Dates.
2.3.10.1.1. 1st Quarter: 15 May.
2.3.10.1.2. 2nd Quarter: 15 August.
2.3.10.1.3. 3rd Quarter: 15 November.
2.3.10.1.4. Doomsday: 15 February
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Middle Kingdom Financial Policy
2.3.10.2. The Regional Exchequers compile the Doomsday reports from the local
branches in that region into a balanced spreadsheet summary and send to the Deputy
Kingdom Exchequer – Doomsday by February 15th. If the Regional Exchequer is also a
Principality Exchequer, then they publish the Principality Doomsday report in their
Principality newsletter at this time.
2.3.11. Kingdom Exchequer Reporting.
2.3.11.1. Annual Reporting. The Kingdom Exchequer annually compiles all the
Regional reports into a spreadsheet, sends the completed Kingdom packet to the Society
Exchequer, the Crown, and the Kingdom Seneschal by March 15, and publishes a
Doomsday report in the Kingdom newsletter, The Pale.
2.3.11.2. Quarterly Reporting. The Kingdom Exchequer reports the status of the
Middle Kingdom account to the Society Exchequer.
2.3.11.3. Monthly NMR Reporting. The Kingdom Exchequer will compile reports of
all monies deposited by the NMR Deputy and submit a report to the Society Exchequer,
and NMR Deputy no later than 30 days after the close of a quarter month.
2.3.12. Event
2.3.12.1. Gate The Midrealm Gate Check-in sheet is the only approved form for use at
gate within the Middle Kingdom. It shall be used at events sponsored by groups within
the Middle Kingdom. Groups outside the Middle Kingdom holding events on Middle
Kingdom lands are not required to use this form. Request for variance to this policy is
approved on a case by case basis by the Kingdom Exchequer.
2.3.12.2. Reporting.
2.3.12.2.1. Kingdom-Level Event Reports. Kingdom Level Events are defined
in Kingdom Law X-100. Within 30 days of an event an event report must be
completed. A copy is submitted to the local Seneschal, and the Event Steward,
the Kingdom Exchequer along with the Profit Split and the Regional Exchequer
and anyone else as defined in your group financial policy.
2.3.12.1.2. to 2.3.10. Local Event Reports. Within 30 days of an event an event
report must be completed. A copy is submitted to the local Seneschal, and the
Event Steward, the Regional Exchequer and anyone else as defined in your
group financial policy.
2.3.12.2.3. All Events. A copy of the Event Report, the Gate Check-in Sheet
and Waivers are sent to the Waiver Secretary within 30 days of the event.
Waivers and Gate Check-in Sheet are in accordance with Society Seneschals
Handbook July 2013 Edition Revision 1.4. Section XII F. Sign-In and
Attendance Sheets.
2.3.13. Non-Member Surcharge Registration Report. Sent to the NMR Deputy within 10 days
of the event date. Branches are required to pay NMR whether a group makes a profit or not. A
report WILL be filed with the NMR Deputy when no registration fees have been collected or no
non-members attend. All fields will be completed on the form.
2.3.13.1. The NMR Deputy will forward the paperwork to the Kingdom Chancellor of the
Exchequer after each deposit. Checks will either be forwarded immediately or deposited
on a weekly basis but held for no longer than two weeks.
2.3.13.2. Groups with a pattern of missing/late reports shall be remanded to the Kingdom
Seneschal for action and possible financial probation and/or suspension.
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Middle Kingdom Financial Policy
3. Income.
3.1. Definition. Income shall include all monies that come to the Kingdom through event proceeds,
fundraising efforts, or direct contributions.
3.2. Designation of Funds. Funds donated to the Kingdom by groups or individuals may be designated for
a specific use or as general funds. Any donation, which does not specify a particular account or if the
purpose for the funds no longer exists, will be placed into the General Fund.
3.3. Waiving Event Fees. Branches may choose to waive event fees for the following event attendees:
King, Queen, Prince, Princess, and local Landed Baronage. To waive the fees of additional attendees, the
local branch must include a list of those approved for waived fees in the branch’s financial policy and/or
have the waiver of fees approved by the branch’s financial committee with justification/documentation for
the additional names added to the Event Report.
3.4. Established Registration Fees. All Middle Kingdom events shall establish a registration fee as
directed by Kingdom Law X-300.
3.5. Kingdom Event Profits.
3.5.1. Kingdom Event, as defined in Middle Kingdom Law X-100, profits are those monies
remaining from an event receipts after all expenses have been paid including Non-Member
Surcharge Registration (NMR).
3.5.2. Any branch that sponsors a Kingdom level event, will receive 50 percent of the profits from
the event. The balance of the profits from the event shall be turned over to the Kingdom
Chancellor of the Exchequer for deposit into the General Fund.
3.5.3. The Kingdom does not take any financial responsibility for any loss from a Kingdom Event
sponsored by a recognized branch within the Kingdom.
3.5.4. Kingdom Event reports shall be sent to the Kingdom Chancellor of the Exchequer, the
Kingdom Special Deputy for the Seneschal, and the host branch exchequer and the regional
exchequer
3.5.5. The Crown may waive event Profit Split for events with the concurrence of the Financial
Committee.
3.6. Inter-Kingdom Events.
3.6.1. Border Raids.
3.6.1.1. Border Raids is an acknowledged Kingdom War between the Middle Kingdom
and Meridies.
3.6.1.2. This event will be the third weekend in May at Glendale Campground.
3.6.1.3. Sponsorship of the event will shift between The Middle Kingdom (even years)
and Meridies (odd years).
3.6.1.4. The Shire of Dragonsmark and the Barony of Flame will host the event every
other even year.
3.6.1.5. Border Raids is not subject to the profit split rule unless acknowledged in
Kingdom Law.
3.6.2. Border Skirmish.
3.6.2.1. Border Skirmish is an event between the Barony of Caer Anterth Mawr
(Northshield) and the Shire of Ravenslake (Midrealm).
3.6.2.2. Border Skirmish is not subject to the profit split rule unless acknowledged in
Kingdom Law.
3.7. Regalis Universitas Mediterraneae (RUM). Any group wishing to host RUM will designate $.50 per
attendee to the RUM account. These funds will be used to defray the costs of future RUM.
3.8. Cash Controls. All cash received at an event shall be counted and recorded by two people (not of the
same family), on Cash Box Log, before the cash is removed from the site. Copies of the cash record will
be provided to the Branch Seneschal and the Exchequer. Prior planning with the bank can result in night
deposit bags and access to deposit after banking hours.
3.8.1. Pre-Registration Funds. Groups should plan to deposit income from pre-registration every
week, but no later than every two weeks.
3.8.2. Event Related Funds. Funds from an event are deposited into the bank on separate deposit
slips with the following category types:
3.8.2.1. Fundraising Income. Keep separate from event proceeds even if happening at
the same event.
3.8.2.2. Event Income. Funds associated with the event at Troll.
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Middle Kingdom Financial Policy
3.8.2.3. Bank. This is the money from the Group account initially used to seed the gate
box.
4. Disbursements
4.1. Definition. Disbursements are any monies released from a Society account for the purposes of funding
events, activities or administration of the Kingdom.
4.2. Controls.
4.2.1. All disbursements will be made by bank draft (check) in accordance with Society Branch
Financial Policy.
4.2.2. Advance payments can only be made with the prior approval of the Kingdom Financial
Committee.
4.2.3. Disbursements which are reimbursements for approved expenditures require a “Request for
Reimbursement Form” and all receipts. Credit card that do not reflect the each item being
reimbursed will not be accepted. This is to ensure that items in 4.3.2.2 of this policy are not
included in the purchase.
4.2.4. No reimbursement will be made without a receipt of expenditure. No receipt equals no
reimbursement.
4.2.5. All receipts must be received by the Kingdom Chancellor of the Exchequer by:
4.2.5.1. Royal Family, 30 days from event, but no later than 30 days from end of the
reign Coronation.
4.2.5.2. Officers and anyone requesting reimbursements from other funds, must submit
request within 30 days of the event for which the expenses were incurred.
4.2.5.3. Submission of receipts for reimbursement may be made with the completed
Reimbursement Request Form. All receipts must show details of all items purchased, not
just the credit card receipt. Request may be submitted in the following ways:
4.2.5.3.1 In person.
4.2.5.3.2 By mail.
4.2.5.3.3 Electronically.
4.2.6 Reimbursement Timeline.
4.2.6.1. Within 24 hours the Chancellor of the Exchequer will review each receipt to
ensure items qualify for reimbursement.
4.2.6.2. Written and signed checks should be processed within a week of receipt.
4.2.6.3. Checks for reimbursement should be on the way to the requesting party within 14
days of receipt. This allows for second signatory concerns.
4.3. Budgets. The Middle Kingdom budget cycle runs from January 1st through December 31st of each
year.
4.3.1. Budget. The Chancellor of the Exchequer will submit an annual budget to the Financial
Committee for approval. Based on the recent history of expenditures, expected activity, and the
current financial health of the Kingdom, funding levels will be proposed and allocated for the
following Budget Line Items:
4.3.1.1. Officers of State:
4.3.1.1.1. An annual stipend ($400) will be budgeted for the following Officers of State
to be used for travel or supplies of the office. An officer may request an increase, pending
justification and approval by the financial committee.
4.3.1.1.1.1. Kingdom Seneschal.
4.3.1.1.1.2. Kingdom Chancellor of the Exchequer.
4.3.1.1.1.3. Kingdom Chronicler.
4.3.1.1.1.4. Kingdom Minister of Arts and Sciences.
4.3.1.1.1.5. Kingdom Earl Marshal.
4.3.1.1.1.6 Kingdom Herald.
4.3.1.1.1.7 Any funds remaining at the end of the year will revert to the General
Fund.
4.3.1.2. Deputy to the Officers of State:
4.3.1.2.1. An annual stipend will be budgeted for travel and office expenses of each of the
following Deputy to the Officers of State.
4.3.1.2.1.1. Curia Secretary, Deputy to the Seneschal. Funds used to pay travel expenses
where Curia occurs.
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Middle Kingdom Financial Policy
4.3.1.2.1.2. A&S Judges Coordinator, Deputy to the Minister of Arts and Sciences.
Funds to pay for supplies and travel expenses associated with Regional and Kingdom
Arts and Sciences Competitions.
4.3.1.2.1.3. MK Army General, a position appointed by the Crown. Funds to pay travel
expenses associated with Kingdom War Practices and Pennsic War.
4.3.1.2.1.4. Regalia, Deputy to the Exchequer. Funds used to pay travel expenses where
Coronation and Crown occurs.
4.3.1.2.1.4.1 Regalia Deputy, shall be provided funds to maintain a climate
controlled storage unit, if said Deputy has no other place suitable for storing the Kingdom
Regalia.
4.3.1.2.1.5 Chancellor of Regalis Universitas Mediterraneae, Deputy to the Minister of
Arts & Sciences. Funds ($300) to assist for travel and supplies, payable from the Regalis
Universitas Mediterraneae (RUM) funds.
4.3.1.2.1.6 Any funds remaining at the end of the year will revert to the General Fund.
4.3.1.3. Royal Travel Fund (RTF).
4.3.1.3.1. Establish the RTF.
4.3.1.3.1.1. Winter Reign. Heirs as decided at Spring Crown Tournament.
4.3.1.3.1.2. Summer Reign. Heirs as decided at Fall Crown Tournament.
4.3.1.3.3. Funding of RTF.
4.3.1.3.3.1. At the beginning of their term as Tanists, i.e. as soon as they are
declared to be the Heirs, funds will be allocated from the Kingdom general
funds for use by the Royal couple. These funds are to be used throughout their
tenure as Heirs and Crown and will pay travel expenses of the Royal Couple.
4.3.1.3.3.2. The Royal Travel Fund may accept donations in addition to those
allocated from the general funds. Any donations made to the Royal Travel Fund
will be allocated to the fund of the current Sovereign and Consort, unless
specifically requested by the donors that a portion or all be allocated to the Heirs
4.3.1.3.3.3. Any funds remaining in the Travel Fund at the end of a Reign will
revert back to the General fund unless otherwise requested by the outgoing
couple. Such requests must be approved by the Financial Committee.
4.3.1.3.4.3. Should the Royal couple choose to submit receipts separately, the
travel fund is to be divided equally, unless both members of the Royal Couple
agree in writing to a different split. Any additional allocations and funds raised
are also to be divided in the same proportion. Occasionally a local group
chooses to make a donation to cover the costs the Royalty incurs in attending
their event. If only one member of the Royal Couple travels to an event where
the local group wants to reimburse the Kingdom for the travel cost to their
event, this donation may be allocated to one member of the Royal Family
without being split.
4.3.1.4 Middle Kingdom Pennsic & Gulf War Funds.
4.3.1.4.1. Requests for reimbursement from the Middle Kingdom Pennsic & Gulf War
Funds must be received within 30 days of the end of the War.
4.3.1.4.1.1 Middle Kingdom Pennsic Fund. Established as a budgetary line
item, funds will be set aside to pay Pennsic War costs of the Royal
Encampment. To include: storage of the kingdom trailer at Coopers Lake
Campground, tent rental, setup of Kingdom owned tents, propane, ice, firewood
and the food for the Known World Party. Any funds not used will revert back to
the General Fund.
4.3.1.4.1.2 Middle Kingdom Gulf War Fund. Established as a budgetary line
item, funds will be set aside to pay Gulf War costs of the Royal Encampment.
To include: tent rental, propane, ice, and firewood. Any funds remaining at the
end of the year will revert to the General Fund.
4.3.1.5. Royal University of the Midrealm Fund. Funding for RUM is done through a .50 per
head fee at each University. Funds transferred from groups to SCA Inc, Middle Kingdom in the
name of RUM shall be used to pay printing costs, travel costs for guest speakers, and any other
general event purpose that arises. Unused funds do not revert back to the General Funds.
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4.3.1.6 Regalia Fund. This fund is established to maintain and repair the Kingdom Regalia and is
maintained by donations. Unused funds do not revert back to the General Fund.
4.3.1.7 Webminister Fund. This fund is established to purchase and maintain servers and the
costs associated with hosting a website. This fund was initially funded through monies in The
Pale account prior to going electronic. Unused funds do not revert back to the General Fund. This
fund may be increased by fundraisers and donations.
4.3.1.8 Pale Fund. This fund is established to purchase and update copies of design software
needed to develop the Kingdom newsletter. This fund was initially funded through monies in The
Pale account prior to going electronic. Unused funds do not revert back to the General Fund.
4.3.1.9 Historical and Cultural Initiatives Fund. This fund is established to pay for the
expenses associated with the documentation of items of historical value to the Kingdom. This
includes but is not limited to, Kingdom Regalia. This fund was initially funded through monies in
The Pale account prior to going electronic. Unused funds do not revert back to the General Fund.
4.3.1.10 Background Checks. An annual budget is established to cover Backgrounds checks for
the populace of the Middle Kingdom.
4.3.1.11 Other funds may be established and disestablished as needed.
4.3.2. Budgeted Fund Reimbursements
4.3.2.1. Allowable reimbursable expenses and expenditures.
4.3.2.1.1. Food purchased with no restriction on who will be consuming (Feast, Lunch
Taverns).
4.3.2.1.2. Travel (Gas receipts, plane tickets, toll receipts, mileage based on current IRS
Pam 526 rate)
4.3.2.1.3. Occupancy and Site Charges (site rental, hotel receipts)
4.3.2.1.4. General Supplies (Office supplies)
4.3.2.1.5. Postage and Shipping (purchase of postage or shipping items)
4.3.2.1.6. Printing and Publications (copying)
4.3.2.1.7. Insurance (Non-SCA) Reimbursement for a rider on homeowners insurance to
cover regalia/property.
4.3.2.2 Non-Reimbursable Items
4.3.2.2.1. Alcohol. Not even if included with dinner.
4.3.2.2.2. Fireworks.
4.3.2.2.3. Lottery tickets.
4.3.2.2.4. Family member’s food or hotel expenses.
4.3.2.2.5. Retainer expenses.
4.3.2.2.6. Expenses of visiting Royalty (unless approved by the Financial Committee
prior to the expense happening).
4.3.2.2.7. Food items purchased for a limited group or individual.
4.3.2.2.8. Any expense that would benefit private individuals or a group of people.
5. Training. All warranted exchequers are required to attend the Exchequer 101 class within six months of them
assuming office.
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Quarterly Report forms are found on the sca.org website http://www.sca.org/officers/exchequer/
Forms used within the Middle Kingdom
Gate Sign-in
Cash Box
Event Budgeting and Report Form. Excel work book includes tabs for: Event Budget Form, Event Report
Form, and Event NMR Form
Advance Request Form. Excel workbook for requesting an advance payment.
Refund Request Form. Excel workbook for requesting a refund.
Reimbursement Request Form. Excel workbook for requesting reimbursement.
Deposit Tracking Form. Excel workbook to track deposits made.
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