The
following points constitute the Marche of Three Towers' financial
policy in accordance with Society rules and regulations and may be
superseded by any changes to corpora or Society rules and regulations.
- Four signatories
are required to be on the group's bank account at all times. These
will include the Kingdom Exchequer, the local Exchequer, the local
Seneschal and one other officer to be decided by the Exchequer
and Seneschal.
- Expenses
under $50.00 may be approved jointly by the Seneschal and the
Exchequer, but shall be reported to the shire at the next business
meeting.
- All expenses
$50.00 and over must go before the group for a vote at a published
shire activity with a reasonable quorum present before being approved.
- All event
proposals being submitted for approval by the group must include
a budget.
Expenses approved in an event budget must be re-approved due to
costs exceeding $25.00 over the pre-approved budget amount.
- Event expenses
in excess of the approved amount shall be approved as follows:
- Amounts
under $50.00 must be approved by the local Seneschal, the
local Exchequer and the Autocrat(s).
- Amounts
$50.00 and over must be approved first by the Autocrat(s)
and then by a group vote at a published shire activity with
a reasonable quorum present.
- All receipts
for approved expenses must be turned in within 30 days of the
incurred expense for reimbursement with the exception of extenuating
circumstances. 'Extenuating circumstances' must be approved by
the Seneschal and Exchequer.
- All receipts
must be reimbursed within 30 days of the time the Exchequer receives
them.
- Cash advances
are prohibited.
- All event
reports must be completed and turned in to the exchequer or seneschal
within two weeks of the time the 30-day reimbursement period ends.
- 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
will not be allowed 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.)
- Any person
writing two 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 Marche of Three Towers
for a period no less than one year from the date the bad debt
is reconciled.
- All checks
written by the Marche of Three Towers and not cashed within 180
days will be considered a donation.
- Receipts
will be given for all donations: cash, property, services (if
requested), and 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.
- All funds
given to the Marche of Three Towers must be deposited within two
working days of the time the Exchequer receives them.
- All money
must be counted and verified. Both the counter and the verifier
are to sign off on the count.
- It is recommended
that all financial questions should be directed to the local Exchequer.
If there is a problem with the Exchequer this should be directed
to the local Seneschal. If unresolved the situation will then
be directed to the Regional Seneschal or Exchequer, whichever
is appropriate, and so on.
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