We’re thrilled about this transition because it gives us better tools to safeguard the Kingdom and holding funds, improve accountability, and make financial transitions easier over time. This is the beginning of a stronger and more sustainable process, and we know there will be questions as everyone gets familiar with it.
How do holdings access their funds?
Holdings that choose to use Rho will primarily access their funds through their assigned Rho cards. Holdings may choose virtual cards, physical cards, or both for their Holder and Chancellor.
Our goal is for normal holding expenses to be paid directly with the Holder’s or Chancellor’s card whenever possible. That keeps transactions cleaner, easier to track, and better documented.
Process for getting Rho for your holding:
- Let the KPM know you’d like to join the system, and arrange to bring your cashbox to a KLE or a meeting with the KPM to make the transition.
- At the time of turnover of funds, the KPM will move the same amount of money into your holding’s Rho account and issue your Chancellor and Holder their virtual cards, and order physical cards if requested. These are explicitly assigned to a person, not the holding, and are only usable by those individuals and limited to the budget of funds you turned in.
- Holder and Chancellor will receive e-sign document requests for their fiduciary agreements and complete these before cards will be activated.
- You can download the Rho app to use it to track receipts/purchases, or the system can email and text you every time you use your card to upload a photo of the receipt. This eliminates the need for you to scan/update a holding ledger for any items made using the Rho!
- That’s it, you’re ready to go!
Is there a fee for accessing funds or making withdrawals?
Holdings will not be using Rho for cash withdrawals, ACH, or reimbursements at this stage. Because of that, holdings may still want to keep a small cash box on hand for the same types of cash reimbursement needs they have handled in the past.
If a holding needs funds pulled back out of Rho in cash, that can be worked through the Kingdom Prime Minister.
What if someone needs to be reimbursed?
At this time, reimbursements will not be handled through Rho at the holding level.
Rho does have a reimbursement feature, and we are excited about the possibility of using that in the future. However, it will require more setup, clearer procedures, and additional policy work before it can be used safely and consistently by holdings. We hope to establish that later in the year.
For now, the preferred process is for expenses to be purchased directly using the Holder or Chancellor card whenever possible. If reimbursement is still needed, holdings will continue using the existing reimbursement process and handle that through cash the same way they have historically.
How will card issuing and transitions be handled?
The card issuing process is already part of the KPM duties and SOP, and expectations for Holders and Chancellors will also be included in the fiduciary agreements for those offices.
That means officers receiving Rho access should have written guidance on what is expected of them, how cards are handled, and what their responsibilities are during transitions.
We’re excited about this because it creates more consistency and less guesswork during officer turnover.
Can holdings choose whether to use Rho?
Yes.
All holdings will have a Rho account available to them, and that access will remain with the holding through officer transitions in perpetuity. Whether a holding chooses to actively fund that account and request cards is up to the current Holder and Chancellor.
This means the system is there and ready for every holding, while still allowing local officers to decide when they are ready to begin using it.
If a holding opts out, what happens to its dues share?
If a holding is participating in Rho, dues collected by the Kingdom for that holding will go to the holding’s Rho account.
If a holding does not want those funds left in Rho, it may request with the KPM that its share be disbursed by cash.
This gives holdings flexibility while still keeping the system available and ready whenever they choose to use it.
What safeguards are in place so future Kingdom officers cannot misuse holding funds?
One of the most compelling parts of this transition is that it gives us a much stronger framework for safeguarding funds than older systems allowed.
Instead of relying on informal handoff practices or access tied to one person, this process is built around dedicated holding accounts, controlled card access, written SOPs, and fiduciary agreements for the officers involved. Because the accounts remain attached to the holding itself through transitions, the structure is designed to create continuity and reduce the risk that access disappears or becomes unclear during officer turnover.
Additionally, oversight exists between both Kingdom-level financial officers (the KPM and the Treasurer) PLUS the Kingdom Webminister on Rho, all of whom can see transactions at every level, and can flag any potential issues before they get out of hand, and freeze cards if needed.
The system we use already places a significant amount of trust in our elected Kingdom and Holding Officers, this will make it more difficult for any one of those trusted positions to take money directly from Kingdom or Holding funds, as no cash can be accessed without going through the administrators.
Why are we doing this if not every feature is being used right away?
Because this move is not just about adding a new platform. It is about building a better long-term financial structure.
We do not need to use every tool on day one for this to be a major improvement. Starting with card-based spending allows us to put safer and simpler processes in place first, while leaving room to expand into more advanced tools later once the right policies and protections are ready.
That means we can move forward in a way that is practical, responsible, and sustainable.
Additional Common Questions
Will holdings still be able to use cash when needed?
Yes. Holdings may still want to maintain a small cash box for situations where cash is the most practical option, including traditional reimbursement handling.
Will every holding automatically receive cards?
No. Every holding will have a Rho account available to it, but whether cards are requested and the account is actively funded is up to that holding’s current Holder and Chancellor.
Can a holding have virtual cards, physical cards, or both?
Yes. Holdings choosing to participate can request virtual cards, physical cards, or both for their Holder and Chancellor.
What happens if a card is lost or compromised?
Holders and Chancellors can immediately lock their own cards in the case of theft or loss/damage. Notify the KPM so a new card can be issued ASAP and the old one will be out of commission forever. The KPM and Treasurer can also freeze and unfreeze cards at any time as needed.
Will Rho replace every existing process immediately?
No. Some existing processes will remain in place for now, especially around reimbursements. This transition is being built in stages so it can be done safely and clearly.
What should holdings expect right away?
Holdings should expect clearer access options, better long-term continuity between officers, and a more structured process for spending directly through cards instead of relying so heavily on reimbursement.
What should holdings look forward to later?
Later in the year, we hope to build out additional policy and safeguards so more features, like reimbursement tools, can be used safely and consistently.
Closing Statement
We’re genuinely excited about this transition because it gives us a chance to modernize our financial practices in a way that better safeguards holding and Kingdom funds. This is meant to make life easier over time, not harder, and we want to roll it out in a way that is clear, practical, and sustainable. As the policy update continues, we’ll keep refining the process so holdings have the tools and support they need, and update the FAQ.