Keeper of Records

  • Description

    The Office of the Keeper of Records serves as the administrative cornerstone of the Western Province, upholding industry best practices in documentation, recordkeeping, and governance. Tasked with preserving the official records of Province business, the office ensures accuracy, transparency, and accessibility across all administrative processes.


    Our commitment extends beyond record maintenance—we deliver structured administrative systems that streamline communication, safeguard institutional knowledge, and support both chapter and Province leadership in their decision-making. By leveraging proven frameworks and modern tools, the Keeper of Records Office strengthens organizational continuity, enhances accountability, and ensures that the legacy of the Province is documented with precision and care.


    Through a steadfast dedication to administrative excellence, this office provides the foundation upon which the Province’s operations and future direction are securely built.

Office Stewards

Man in red suit with dreadlocks and a tie. Western Province Kawi OMI logo in the corner.

Reginald J. Simmons, Keeper of Records

Contact: kor@kapsi-western.org
Man in red suit with glasses, smiling; Western Province Kappa Alpha Psi logo.

Sekou Aikens, Assistant Keeper of Records

Contact: akor@kapsi-western.org

Frequently Used Forms

  • Reimbursement

    The Reimbursement Form enables members and officers of the Western Province of Kappa Alpha Psi to submit requests for repayment of authorized, out-of-pocket expenses incurred on behalf of the Province. It ensures financial accountability, accurate recordkeeping, and timely reimbursement.


    Key Sections of the Form


    1. Member Information


    * Full Name

    * Chapter Affiliation

    * Position/Role (if applicable)

    * Email Address

    * Phone Number


    This section identifies the member requesting reimbursement and ties the expense to their official duties or approved activity.


    2. Expense Details


    * Date of Expense

    * Expense Category (e.g., travel, lodging, meals, supplies, registration fees, other)

    * Description of Expense (narrative detail—what was purchased and why)

    * Vendor/Payee Name

    * Amount (USD)


    This section itemizes the reimbursement request and provides the necessary transparency for audit and approval.


    3. Supporting Documentation


    *. Upload or attach receipts, invoices, or proof of payment

    * Attach approval documentation (if pre-authorization was required)

    * Receipts are mandatory for all expenses. Requests without documentation will be delayed or denied.


    4. Payment Method Requested


    * Check (mailing address required)

    * Electronic Payment (Zelle, ACH, etc.) – specify account details

    * Credit to Future Dues/Fees (if permitted by Province policy)


    5. Approval Workflow


    * Signature – Requestor (date)

    * Chapter Polemarch/Approver (if applicable)

    * Province Keeper of Exchequer Review

    * Final Authorization – Province Polemarch or Designee


    This ensures compliance with Western Province financial policies and provides layered accountability.


    6. Office Use Only


    * Date Received

    * Reimbursement # (tracking ID)

    * Date Processed

    * Amount Approved

    * Check/Transaction Reference #


    Process Guidelines


    1. Forms must be submitted within 30 days of incurring the expense.


    2. All expenses must be pre-approved in alignment with Province financial policies.


    3. ncomplete forms or missing receipts will result in delayed processing.


    4. Standard reimbursement processing time: 10–15 business days after approval.

    Open Form

  • Delegate and Proxy Form - 79th WPC

    This electonic form allows for the selection of  chapter delegates, alternates, or proxy designations.

    Click Here