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 2023 revision
Request For Financial Warrant PDF 2021 revision
Bank Account Request Form XLS - see instructions below
Policies and Handbooks
Society Exchequer Handbook PDF 2020 revision
Society Financial Policy PDF October 2022 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 - due 10 days after the event
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
NMR Frequently Asked Questions PDF 2018
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
Advanced Event Financial Report v3 XLSM - Option 1 - for event budget planning and final event report - due 30 days after the event - send a copy with your tithes or profit split checks.
Event Financial Report XLS - Option 2 - for event budget planning and final event report - due 30 days after the event - send a copy with your tithes or profit split checks.
Cash Chain of Custody Form PDF for Gate, Donation, and Fundraising Reconciliations - use every time you are counting cash and keep with your deposit docucmentation
Outlands Gate Procedures w/ Flowchart PDF
Refund/Donation Receipt Confirmation fillable PDF to help track donations at gate or refunds after an event
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 Important Forms
Acknowledgement of Donation fillable PDF - to be given to donors for tax purposes (completed copy must be provided to the Kingdom Exchequer when used)
Budget Template for groups XLSM
DEFAULT Branch Financial Policy template DOCX - Kingdom approved 12-2020
Outlands Reimbursement Form fillable PDF
Request For Financial Warrant 2023 fillable PDF
Transfer Out form fillable PDF - Should be used when sending Tithes, Profit Splits, donations to the Royal Travel Fund or War Fund - keep a copy as your documentation for checks that are transferring money within the SCA and send a copy with the check.
W9 Form PDF Blank - Vendors should provide a copy of their W9 with their invoice for payment - due to Society at This email address is being protected from spambots. You need JavaScript enabled to view it. by January 15th of the following year. Best practice is to collect throughout the year and send all at once with the W9 Submission Form.
Per the Society Treasurer, you do NOT need to get a W-9 for the following:
- Reimbursing someone that has submitted receipts for items (gas, food, hotel, site, etc)
- Corporations
- Churches or other Nonprofit Organizations
- Government agencies
- Storage facilities
W9 Submission Form XLSM - to accompany the W9's to Society at This email address is being protected from spambots. You need JavaScript enabled to view it. - must include the amount paid to Vendor and for what Purpose they were paid.
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
- 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.
- Send all requests for bank accounts to your Kingdom Exchequer
- Kingdom Exchequers will verify all information and forward your request to the Society Exchequer for processing.
- The Society Exchequer will verify the completeness and accuracy of your information and forward it to the SCA Corporate Office.
