Payments, Deposits, & Vouchers Procedures

Payments to the Guild and Deposit Procedures

Make ALL checks payable to: THE HEARD MUSEUM GUILD.

This applies to every Guild activity: the Fair, a trip, membership dues, short courses, T-shirts, drawing tickets, student art, note cards, etc. Use the memo line on the check for additional information like “Hopi Trip” or “Note Cards.” If you are forwarding a check from someone else, include a note that indicates what the payment is for (Note Cards, donations—be specific as to purpose of donation such as “scholarship fund,” “Fair,” “Student Art Sale,” etc.)

If you are making multiple payments or deposits, like Guild Committee members leaving checks for the Treasurer to deposit, fill out a deposit form to accompany the checks. The Deposit Form can be found in a file folder near the mail slots in the Guild Room or can be printed by clicking here for the Guild Activity Deposit Form. The purpose of the deposit form is to provide a document that substantiates the deposit and gives the Treasurer a document to tie back to the total amount. If a sizable number of checks are being left for the Treasurer to deposit, give them to Accounting to keep in the vault along with the deposit form. A note should then be left in one of the regular pick up places or via email alerting the Treasurer there is a deposit to pick up from Accounting.

Payments and/or forms may be mailed to the Treasurer, left in the Treasurer’s Guild Room file folder, in the Treasurer’s slot to the left as you enter the Guild Room, or upstairs in the Treasurer’s slot in the Museum mailroom.

If you use a cash box and have collected cash, checks, and/or credit card payments at a Guild or Museum event, go to the Cash Collection Procedures page.

Voucher Procedures

Before payment is made, the Treasurer must receive an approval from the responsible person.

  • If you have a vendor invoice (usually for large purchases such as t-shirts or Note Cards) or a cash receipt, for example from Costco or Staples, attach them to a voucher form. If it is a cash receipt that includes non-Guild items, circle the items for Guild reimbursement and then calculate the tax amount and add to the total for reimbursement.
  • If you have asked the vendor to bill the Guild, email the Treasurer to alert them of this fact. Please remember to give the vendor the Heard Museum address and tell him to mark it to the attention of the Guild Treasurer. Never give out the email or address of the Treasurer.
  • If you do not have an invoice or a receipt, you can either complete a voucher or send an email with the same information you would write on a voucher. Examples of these types of expenditures are honorariums for speakers.
  • If you make a purchase through the Museum, ensure that your name and the Committee to be charged will be included on the bill submitted to the Guild for payment. This includes the Museum Café, supplies from Staples, etc.

Blank vouchers are in a folder on the table in the Guild Room.

Click here for a Guild voucher form that you can fill out on your computer and print. Submit the form, with all receipts attached, to the Treasurer.

Click here for a Guild voucher form that you can print and fill in by hand.  Submit the form, with all receipts attached, to the Guild Treasurer.

Forms/Receipts may be mailed to the Treasurer, left in the Treasurer’s Guild Room file folder, in the Treasurer’s slot to the left as you enter the Guild Room, or upstairs in the Treasurer’s slot in the Museum mailroom.

Please allow 2 weeks for payment. In the rare instance a check is needed immediately, contact the Treasurer via email. Most activities are known about in advance and should not require an emergency check be written.

Please submit requests for reimbursement promptly as they will affect the overall financial outcome of an event. For example, IF&M is the largest fundraiser. People are anxious to know the bottom line as soon as possible after the Fair. If final numbers are given out in April and then a request for reimbursement is turned in during May, the bottom line net income counted on for various purposes will be decreased. Our fiscal year end is September 30. If a receipt is not turned in until October, it will hit the next year’s budget rather than the budget for the year in which the expenditure was incurred.

 

Revised November 2015