Cash Collection & Donations Procedures

Activity Deposit Forms

This procedure applies to those who collect money on behalf of the Guild without the use of a cash advance with cash box or bank pouch.  For example:  donations for Holiday Brunch, Katsina Market, Student Art Grants, Indian Fair ribbon donations, field trips, membership dues, exhibitor booth and application fees, short course tuition, etc.

  1. Checks should be made out to “Heard Museum Guild.”
  2. Collect the cash and checks. Either hold the cash/checks and give them to the Treasurer all at once or after collecting a substantial number of cash/checks.
  3. Use the Activity Deposit Form or submit a record with all the information listed below:
  4. List the names and amounts
  5. Place the checks in the order of the list
  6. Total the monies by category or categories if there is more than one category (for example booth fees and application fees for exhibitors; dues and name tags for membership)
  7. Write the purpose (for example: Hopi trip) and the committee (Las Guias Class)
  8. Indicate the name of the volunteer making the submission of funds to deposit.
  9. Sign and date the paperwork and give it to the Treasurer.
    1. If no cash is involved, only checks, mail or hand deliver it to the Treasurer or leave it in the Treasurer’s mailbox or file folder in the Guild Room or the Treasurer’s mailbox upstairs.
    2. If it is a high dollar amount of cash/checks or cash only, ask someone in Museum Accounting to place it in the vault. The vault option applies mostly to Fair Committees.  Then write an email to let the Treasurer know to ask in Accounting for the monies.  Note:  Do not leave envelopes on the tables at Guild meetings or on the tables in the Guild room.

The Activity Deposit Form is available on the Guild website, on the table in the Guild Room, and from the Treasurer.


Event Cashier Tally Sheet

This procedure applies to those who collect money on behalf of the Guild who have received a cash advance in a cash box or bank pouch and may also be using a credit card processor.  For example, Notecard sales at Museum events, Merchandise sales for Indian Fair & Market, cashiering at regular Guild meetings, etc.

  1. Pick up bank pouch and credit card machine from the Security Office at the loading dock entrance to the Museum a little before the event starts.
  2. Set up your cashier position as directed by the person in charge of the event.
  3. Verify the beginning cash total and note the total on the Cash Tally Sheet. The Cash Tally Sheet will be in the cash box or the bank pouch.  It is also available on the Guild website.
  4. Print your name and telephone number on the Event Envelope. The Event Envelope will be in the box with the credit card machine.
  5. Turn on the credit card machine. Directions for its operation are attached separately or can be found in the cc machine box.
  6. Process transactions. If receipts are requested for cash transactions, use the forms that are in the bank pouch.
  7. Checks should be made out to “Heard Museum Guild.”
  8. If you are receiving payments for more than one activity, e.g. Dues and T-Shirts, keep a separate total for each.
  9. When finished with cashiering, total all the cash and note the amount on the Cash Tally Sheet.
  10. VERY IMPORTANT – Run the closing procedure on the credit card machine and note the amount of the total transactions on the Event Envelope.
  11. Place the closing printout and all the signed credit card slips in the Event Envelope and seal it.
  12. Place the cash, checks, the Cash Tally Sheet, and the Event Envelope in the bank pouch.
  13. Return the bank pouch, and the credit card machine in its box to the Security Desk for safe keeping.

The Cash Tally Sheet is available on the Guild website.



Monetary Donations. Cash, check, or credit card donations may be made to the Guild and designated to support one of the following Guild programs:

  1. Guild General Use (Unrestricted)
  2. Indian Fair & Market (overall)
  3. Juried Competition Awards (for the Artists)
  4. Las Guias (education)
  5. Staff Appreciation Luncheon
  6. Holiday Brunch
  7. Katsina Market
  8. Student Art Show (overall)
  9. Student Art Interns and Grants
  10. Student Art Workshop

In-Kind Donations. In-kind donations that offset some specific Guild expense, for example, catering at BOS, are made through the appropriate Guild Chairperson or Coordinator.  Documentation of the donation should appear on the invoice for the service or in some written form so it can be recorded by the Treasurer.

Acknowledgement.  Donations to the Guild – both in-kind or cash – should be acknowledged by the appropriate Guild Chair or Coordinator on Guild stationery.  If the donation is for the Guild in general (Unrestricted), the Secretary, on notice from the Treasurer, will write the letter on behalf of the Guild.  The Guild Treasurer records all donations and forwards them to the Museum.  In turn the Museum sends the donor a thank you letter as well as providing the necessary tax information required by the IRS.  In no case should a value be placed on a donated item.  Only the value of cash donations is included in the thank you letter.


Rev. 11.5.2019