[Steppes] Notice of Financial Policy - Event Expense Reimbursement

[Elinor Salter]

Our latest financial policy was approved by the financial committee back 
in October.  I don't have the time to search the archives to see if this 
was made clear at that time, but I am posting it now for informational 
purposes.  I am in the process of creating an Exchequer page on the 
Barony website, which will include our Barony's specific financial 
policies (in addition to Society or Kingdom policies).  If you have any 
questions, please ask myself or Margarite.

Event Reimbursements
- All requests for reimbursements of pre-approved event expenses must be 
in the hands of the exchequer within 21 days or 3 weeks after the last 
day of the event.
- Any reimbursements not submitted during that time will be considered a 
donation to the Barony.
- I must also have advances settled within this 21 days.  If I do not 
have receipts and money to equal the amount of the advance by the 
deadline, we may require the full value of the advance refunded to the 
Barony.

This tightening of rules will go into effect immediately due to abuse of 
individuals not getting receipts to me as soon as possible after an event.

The reason for this restriction in policy is because I have an event 
report due to Kingdom 30 days after the close of every event.  If I do 
not have these receipts, I cannot calculate an accurate event report and 
it will be late, which is a mark against myself and the Barony.  In 
addition, when I am responsible for sending a profit split check, like 
for 12th Night Eisteddfod, if I cannot calculate the profit, my check 
will be late to Kingdom which is also a mark against myself and the Barony.

If you cannot make it to a business meeting or populace, you can send 
someone in your place, arrange a meeting with me or even mail them to me 
(make copies first if you go that route, just in case).  There is no 
reason why you cannot get in touch with me in 3 weeks.  It is your 
responsibility, not mine, to be proactive about this and get receipts in 
as soon as possible.  If you have receipts before the event, get them to 
me.  If you have receipts at the event, I won't turn them down.

There are 2 people, to my knowledge, with outstanding advances.  All 
expenses made known to me have been reimbursed.  This email serves as 
notice that you have exactly 1 week (by February 6th) to get a 
combination of receipts and money equal to the advance in my hands to 
avoid further action.

-- 
Ly. Elinor Salter
Exchequer, Barony of the Steppes, Ansteorra