Reporting

Official Reports

THE NEW FORMS ARE MANDATORY FOR 2006!

Quarterly and Domesday reports are sent to the appropriate regional deputy.
A copy should be kept in the files and a copy must be given to the group seneschal.

The instructions for filling out the forms are available online. These are instructions I wrote for the new report sheets, the corporate office should have "official" instructions out soon. The new forms are available in an Excel or PDF version on this site.

If you are having trouble balancing a report check out the Society Exchequer's tips and be willing to ask for help. Try having someone else look at it with you, they may see something you are missing. If there is another group near you or you also report to a Baronial exchequer, maybe you can talk to that exchequer. Contact your Regional -they are there to help you, and if it means getting your report earlier, then that makes their job easier as well.

DON'T SPEND WEEKS TRYING TO DO IT YOURSELF!

Just like I said you could use extra space on the deposit slips (after checking with your bank) for recording more information, you can use the blank parts of the reports (within reason) to record extra information. Have a new expense? Maybe your group spent a lot of money in Occupancy, ER, but didn't have an event. Since there is a good chance that your regional will give you a call asking about this, why not explain it in the comments section (or just write a cover letter) and on the Expense sheet write "see comments (or letter) out to the side.

Speaking of comments, you are welcome to write a cover letter if the comments area is not sufficient. The comments area or a letter could discuss any problems you are having currently or can see coming in the future. Good news is nice to share also, it could be disconcerting for everyone in the kingdom but your regional to know that you are getting (married/a peerage/crowned*.) Writing a letter can be a good way of making sure past problems are solved and recording what happened. The reports are our official records and acknowledging problems, explaining what actions were taken and what can be done in the future to avoid such problems is a "good idea."

*BTW, you cannot be treasurer of any group of the SCA and be a crowned head. But what a darn good reason to quit!

HOW I CHECK REPORTS

• Check to see that the bank statements are there and that they have been reconciled with the bank statement. There is no "fudge factor", all the numbers must agree. If the bank statements are not present or they are not reconciled, the report is not complete.

• Check math in report.

• Make sure all info is provided. If an entry on the Income Statement calls for the Income Worksheet, it should be provided (or the source of the money should be indicated SOMEWHERE.)

• Check signatures, the copy sent to the regional should have an original signature. Is the seneschal's signture present? Do I have an email from the seneschal approving it?

• Take bank statements again. Ending balance after reconciliation should be ending cash on hand plus cash earning interest. If it's not, look on the Cash Reconciliation Worksheet to see why.

• Add up checks, add up deposits. Do the totals agree with expenses and income? If so, great! If not, figure out why not (some checks/deposits were last quarter's business, some haven't been cleared the bank - get those from the reconciliation.)

• Do checks and deposits seem to have some relationship to expenses and income? Since one check can reimburse an individual for several expenses, an item-by-item match up is not always possible, but usually some things match up.

• If there is a transfer listed another group, is the supporting information listed (can I tell who the money went to and when). Having the Transfer forms with the report makes it much easier.

• Are there things listed in "Other Income"/"Other Expense" that can be put into categories?