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!*
If you can't figure it out in a couple of sessions and no one locally can
help you, contact your Regional then. Don't wait until your report is
already late to ask for help, that will just compound the situation. _(this
paragraph is from Aidan's Tips and Tricks [1])_

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
=====================

*(old subtitle) an informative study for those Kansas treasurers who don't
want to hear from me, who want to make my life easier, or who want my job*
· 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?

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On to Part 5 - Maintaining Ourselves
I changed my mind GET ME OUT OF HERE!

1: http://www.midrealm.org/exchequer/exchequer.php