Gregory J. Black, Keeper of Exchequer
Contact: koe@kapsi-western.org
The Office of the Keeper of Exchequer serves as the financial steward of the Western Province, ensuring the highest standards of fiscal transparency, accountability, and sustainability. Grounded in industry financial best practices, the office is responsible for safeguarding Province resources, optimizing cash flow, and aligning financial operations with long-term strategic goals.
Our mandate extends beyond transactional oversight. We deliver forward-looking fiscal management designed to support chapter operations, empower Chapter Exchequers with modern tools, and maintain compliance with both organizational policies and compliance requirements. By leveraging data driven insights and proven governance frameworks, the Keeper of Exchequer Office ensures that every dollar entrusted to the province is managed with integrity, efficiency, and foresight.
The office remains committed to creating a culture of financial excellence that strengthens trust, supports member services, and secures the province’s fiscal foundation for generations to come.
Office Stewards
Mychal R. Harris, Assistant Keeper of Exchequer
Contact: akoe@kapsi-western.org
Office updates
Explanation: Merchant service charges
As part of the Western Province’s Dues Modernization Initiative (DMI), our office is committed to providing brothers with secure, convenient, and modern payment options. To maintain this convenience while protecting Province resources, a Merchant Services Fee is applied to all electronic payments processed through QuickBooks Online (QBO).
This fee covers the processing charges assessed by payment networks (Visa, MasterCard, PayPal, etc.) and ensures that every dollar of Province dues supports our programs, operations, and member services rather than being absorbed by third-party transaction costs.
Payment Methods and Associated Fees
Below are the current QuickBooks Online merchant processing rates:
- Visa / MasterCard / Discover – 2.9% of transaction total
- American Express – 3.5% of transaction total
- Bank Transfer (ACH) – 1% of transaction total (maximum $15)
- PayPal – 2.9% of transaction total
- Venmo – 2.9% of transaction total
- Apple Pay – 2.9% of transaction total
Why a Fee Is Added
The Province collects annual dues of $50.00 per member. A $3.00 surcharge is added to cover the variable cost of merchant service fees across all payment methods. This approach ensures equity and financial stewardship—members enjoy flexibility in how they pay, while the Province safeguards operating dollars for strategic efforts.
Recommended Payment Method
For members seeking the lowest cost option, we recommend paying by Bank Transfer (ACH). The ACH fee is capped at $15.00, making it the most economical method for higher-value payments such as Life Membership or multi-year dues.
Explanation: Member in Good Standing
A Member in Good Standing is a financial and active Brother who has met all obligations required by the Constitution and Statutes of the fraternity. This includes maintaining current financial status at the International, Province, and Chapter levels, while upholding the high ideals, principles, and code of conduct expected of every Kappa man.
Contextual Explanation
Membership in good standing is the foundation of our fraternal bond. It signifies that a Brother has fulfilled his financial commitments—annual dues and assessments—and actively contributes to the life of his Chapter and the Province. Beyond financial responsibility, it reflects adherence to the values of Achievement in every field of human endeavor, as well as alignment with the fraternity’s standards of conduct, service, and brotherhood.
Brothers in good standing enjoy the full rights and privileges of fraternity membership, including:
- Voting rights at Chapter, Province, and Grand Chapter meetings
- Eligibility to hold elected or appointed office
- Access to exclusive fraternal programs, services, and events
Remaining in good standing ensures that each member continues to strengthen our collective impact and exemplify our proud tradition.
Explanation: Why the Term “Pledge” Appears on Province Dues Invoice
When the Western Province set up its QuickBooks Online account, the platform recognized us under a nonprofit profile. In nonprofit accounting systems, certain receivables are automatically labeled as “pledges.”
What does this mean for you?
Your Province dues are a formal invoice, not a voluntary donation.
The word “pledge” is simply QuickBooks’ default nonprofit terminology.
This label does not affect your member record, standing, or payment obligation.
Explanation: Reimbursements for Eligible Expenses
Open FormReimbursements for eligible expenses are jointly administered by the Province Keeper of Records and the Province Keeper of Exchequer Offices, with primary process ownership residing in the Keeper of Records Office. To initiate a reimbursement request, please select the button below. For clarification on requirements or procedural guidance, contact the Province Keeper of Records Office at kor@kapsi-western.org.
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Scorecard
Reconnecting. Reengaging. Rebuilding the Bond.
The Pathway Back Program (PBP) is a structured engagement initiative designed to reconnect members who have become inactive and guide them through a clear, supportive process back to full participation and good standing.
At its core, PBP is not a one-time outreach effort—it is a repeatable, accountable workflow that aligns people, process, and communication to ensure consistency, transparency, and results across all levels of the organization.
Program Purpose
The Pathway Back Program exists to:
- Reestablish meaningful contact with inactive members
- Reinforce the value, mission, and expectations of the Province
- Remove friction from the program process
- Ensure financial clarity and tiered compliance
- Strengthen the connection between members, chapters, and the Province
By standardizing how a pathway back occurs, PBP creates a predictable experience for members while providing leadership with visibility, control, and measurable outcomes.
How the Program Works
The PBP follows a clearly defined workflow that moves members from initial outreach through successful reintegration:
- Personal Outreach – A designated team member initiates contact using a curated PBP list.
- Program Introduction – The goals, expectations, and benefits of PBP are clearly communicated.
- Information Validation – Contact details and engagement preferences are confirmed to ensure accuracy.
- Commitment Alignment – A verbal commitment to reengage with the Province is secured.
- Financial Enablement – An invoice is issued to streamline compliance and eliminate ambiguity.
- Chapter Notification – Chapters are informed once a reclamation trigger has occurred.
- Tiered Settlement – Payments are reconciled across all applicable fraternal tiers.
- Process Completion – The member is formally transitioned back into active status.
Each step is intentionally sequenced to reduce friction, increase follow-through, and reinforce accountability.
Why Pathway Back Matters
PBP shifts reclamation from an informal, ad hoc activity to a disciplined operational model. The program ensures:
- Consistency – Every member experiences the same structured path back
- Transparency – Clear expectations at every stage
- Accountability – Defined ownership across team members and chapters
- Data Integrity – Accurate records, clean financials, and documented outcomes
- Sustainability – A repeatable model that scales year over year
Ultimately, the Pathway Back Program strengthens the organization by preserving relationships, restoring engagement, and reinforcing the collective responsibility of Brotherhood.
A Program Built on Respect and Intent
PBP recognizes that life circumstances change. The program is designed to meet members where they are—professionally, personally, and financially—while maintaining the standards and obligations that sustain the Province.
This is not simply about returning members to a ledger. It is about restoring connection, reaffirming commitment, and advancing the long-term health of our Province.
Strategic Updates
The goal of the Western Province, Keeper of Exchequer Office, is to evolve into a digital-first, brother-centric organization by implementing 100% automated invoicing for annual dues via QuickBooks Online. By utilizing efficient payment workflows and financial analytics in real-time, we aim to enhance operational excellence, improve fiscal transparency, and boost brother engagement. This modernization effort will equip our leadership to make informed decisions based on data, optimize resource distribution, and provide an outstanding chapter management experience.
Exchequer Office Resource Library
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IRS 990 FilingList Item 1
As a registered nonprofit organization, the Western Province, of Kappa Alpha Psi is required to maintain the highest standards of financial transparency and accountability. Each year, we file the IRS Form 990, the informational return required of tax-exempt organizations.
- The Form 990 provides a comprehensive overview of our fraternity’s financial activities, governance practices, and operational priorities. It discloses key information such as:
- Revenue and Expenses – A detailed breakdown of income sources (membership dues, donations, events) and operating costs.
- Programs and Initiatives – Insights into the fraternity’s charitable, educational, and community-based programs.
- Leadership and Governance – Information about the board of directors, officers, and organizational oversight.
- Compliance and Transparency – Affirmation of adherence to IRS regulations and nonprofit best practices.
Filing the Form 990 annually not only fulfills federal requirements, but also reinforces our commitment to responsible stewardship of resources and strengthens trust with members, donors, and the broader community.
Members and the public are encouraged to review our annual filings to better understand how our fraternity sustains operations and advances its mission.
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Event Final AccountingList Item 2
The Final Accounting serves as the conclusive financial reconciliation for a province sponsored event. This process ensures that all revenues, expenses, reimbursements, and outstanding balances are accurately documented and transparently reported.
Following the conclusion of each event, the Exchequer Office conducts a thorough review of:
- Income Sources – ticket sales, sponsorships, donations, and other revenue streams.
- Expenditures – venue costs, catering, travel, entertainment, and miscellaneous expenses.
- Reimbursements – verified submissions from elegible members and committees.
- Net Results – confirmation of any surplus, deficit, or break-even status.
The Final Accounting not only safeguards fiscal integrity but also reinforces our commitment to financial stewardship, transparency, and accountability within the fraternity. These reports are archived for reference, presented to chapter leadership, and serve as a learning tool for the planning of future events.
In alignment with fraternal best practices, the Final Accounting closes the loop on the event lifecycle, ensuring that every brother has confidence in how resources were managed and deployed.
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2025/2026 Operational BudgetList Item 3
The Province Fraternal Year Operational Budget serves as the financial blueprint that supports the mission, vision, and strategic priorities of the Western Province. Developed under the stewardship of the Keeper of Exchequer Office, the budget outlines anticipated revenues and allocates resources to ensure responsible fiscal management throughout the fraternal year.
This budget reflects a balance of prudence and progress—ensuring that essential operations, leadership development, member services, and strategic initiatives are funded while maintaining long-term financial sustainability. Key areas of investment include:
- Administrative Operations – Ensuring province offices and committees are resourced to deliver efficient, compliant, and transparent support to all chapters.
- Membership Engagement – Funding programs, events, and initiatives that strengthen brotherhood, leadership capacity, and service to the community.
- Technology & Modernization – Supporting digital platforms, financial tools, and process improvements aligned with the Dues Modernization Initiative (DMI) and broader transformation objectives.
- Education & Development – Providing resources for leadership training, scholarships, and workshops that advance professional and fraternal growth.
- Strategic Reserves – Maintaining fiscal discipline through contingency planning and reserve allocations for unforeseen needs.
By aligning financial stewardship with organizational goals, the Province Fraternal Year Operational Budget underscores our commitment to transparency, accountability, and the long-term advancement of the Western Province.