Announcements

Outlands CovidSafe Practices for Gate Check In at Events 12/1/2021 PDF

Announcements regarding SCARS and PayPal for Heraldry 12/1/2021 PDF

 

Getting Started

 Exchequer 101 PDF

 Exchequer 101 Financial Report Cheat Sheet PDF 2021 revision

 Request For Financial Warrant PDF 2021 revision

 Society Exchequer Handbook PDF 2020 revision

 Society Financial Policy PDF January 2020 revision

 Outlands Financial Policy PDF April 2021 revision

 Outlands PayPal Financial Policy PDF February 2022 revision

 Outlands SCARS Policy and Procedures PDF April 2021 revision 

 

Financial Reports & Ledgers

“Small” = branches with only one bank account, no reported equipment and no newsletter income
“Medium” = standard for most branches
“Large” = an extended version for kingdom and large branch accounts

 Financial Report for a Large branch XLSM

 Financial Report for a Medium branch XLSM

 Financial Report for a Small branch XLSM

 General Ledger Spreadsheet XLSM

 

Heraldry Submissions
To be completed along with the local herald for heraldic submissions. A completed copy goes to Gold Castle with the submissions and a completed copy goes to the Kingdom Exchequer with the branch check. No personal checks will be accepted at the kingdom level.

 Outlands - Branch Heraldry Submission Record XLSM

Heraldry Electronic Payments - Beginning December 1, 2021, payments for heraldry can be taken through PayPal. Click here for the Heraldry Invoice Request. Once you've completed this form, you will be emailed an invoice from PayPal within 24-48 hours to make your payment. After the payment clears the Kingdom PayPal account, a confirmation will be sent to the submitter, their branch herald, and to Gold Castle. Branch heralds will include the confirmed payment on the Branch Payment form as usual. Invoices left unpaid for 7 days will be canceled. 

 

NMR Report
To be completed within 10 days of the end of every event and emailed to This email address is being protected from spambots. You need JavaScript enabled to view it.. A copy should accompany the check when mailed to the NMR Deputy, also within 10 days of the end of every event.

 Outlands NMR form XLS 2020 revision

 

PreRegistration and Pay-at-the-Door Request Forms

 Authorization Request to use the SCA, INC Online Event Registration System (SCARS) (fillable pdf) SCARS is a registration systems that is available to our local groups in the Outlands.  SCARS allows you to track your event and to pre-pay for events using your debit, credit, or PayPal account. Please send the completed form to  This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it. for approval.

 Pay-at-the-Door Authorization (fillable pdf) - Please complete this form if you would like authorization to take credit card payments at the door. Please send the completed form to  This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it. for approval.

 

Event Forms

 Outlands CovidSafe Practices for Gate Check In at Events PDF

 Cash Chain of Custody Form PDF for Gate, Donation, and Fundraising Reconciliations

 Outlands Gate Sheet 2020 PDF

 Outlands Gate Procedures w/ Flowchart PDF

 Refund/Donation Receipt Confirmation fillable PDF to help track donations at gate or refunds after an event

 Advanced Event Financial Report XLSM for event budget planning and final event report

 Event Financial Report XLS for event budget planning and final event report

 

Event Waivers

 Consent To Participate And Release Liability group list PDF

 Minor's Consent To Participate And Hold Harmless Agreement (family) PDF

 Minor's Consent To Participate And Hold Harmless Agreement (individual) PDF

 Adult Waiver for Equestrian Activities PDF

 

Other Forms

 Outlands Reimbursement Form fillable PDF

 Request For Financial Warrant PDF

 Transfer Out form fillable PDF - Documentation for checks that are transferring money within the SCA

 DEFAULT Branch Financial Policy template DOCX - Kingdom approved 12-2020

 Budget Template for groups XLSM

 AnnualBudgetWorksheet.xls XLS

 Acknowledgement of Donation fillable PDF - to be given to donors tax write off purposes

 W9 Submission Form XLSM

 W9 Form PDF

 

Instructions to change or open bank accounts, including changes to signatories:
If you do not have e-mail access, please contact the Society Exchequer for instructions. Failure to follow these instructions can delay the processing of your bank account request

  1. Download a Bank Account Request Form XLS
    • All kingdom and local groups must list the kingdom or a regional exchequer as a signatory on bank accounts.
    • All fields must be completed
    • All signers must be current members and have no less than 60 days left on their memberships.
    • If using a fax number, make sure the fax number is valid and working.
    • You must use your legal name.
  2. Send all requests for bank accounts to your Kingdom Exchequer
  3. Kingdom Exchequers will verify all information and forward your request to the Society Exchequer for processing.
  4. The Society Exchequer will verify the completeness and accuracy of your information and forward it to the SCA Corporate Office.