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 Section III - Fiscal Control
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Beginning in November 2011, Special Collections can now accept payment with UMBC id card, check, and credit card. The Gallery may also accept cash payment.

Payment by credit card:

  • Credit card payment is accepted for off-campus or preapproved large orders only
  • The card holder should complete the Credit Card Payment Form and either mail or fax it back to Special Collections
  • Give the form to the SC Librarian
    • No receipt is required
    • Take the form to Accounting & Receiving BEFORE 10:00 am.  If you receive the check after 10:00 am, keep it in the locked drawer with all accompanying materials and bring to A&R the next morning.
    • Julie will send a deposit transmittal form. 
      • Put that form in the "Payments Received FY__" folder
  • When the deposit transmittal form has been received, send requested content to the user (for example, digital scans)

Payment by check (SC Librarian):

  • Note:  Special Collections accepts only checks; Gallery accepts cash
    • IMPORTANT: Cash (from Gallery purchases only) must be given to A&R within (not exceeding) 24 hours!
  • Endorse checks with stamp that says "For Deposit Only" (at front desk, top drawer)
  • In Special Collections Receipt Book, go to the first page with blank (white) receipts
  • Start at the bottom of the page (so that receipt no. is in proper order)
    • For GALLERY purchases, it is opposite.  The receipts start at the top of the page.  Just look at the numbers to make sure you are going in order.
  • Fill out all information
    • In the "FOR" field on receipt, write "Special Collections Revolving Fund (____)"
      • In the parentheses, put what it was for, e.g. scans, photocopies, etc.
    • For GALLERY purchases, write in the "FOR" field exactly what was purchased, e.g. Italian Sculpture exhibition catalog
  • Tear out white copy of receipt and give to patron.  If the check was mailed in, staple it to any paperwork that accompanied the check and file in the appropriate folder, "Payments Received FY__"
  • Take the endorsed check (or cash) and the entire receipt book to Accounting & Receiving BEFORE 10:00 am.  If you receive the check after 10:00 am, keep it in the locked drawer with all accompanying materials and bring to A&R the next morning.
  • Have Alla or Christina sign the pink copy in the book
  • Give  Julie the check and the yellow copy of the receipt
  • Return the receipt book and the Payments Received folder to the locked drawer.
  • Julie will send a deposit transmittal form. 
    • Put that form in the "Payments Received FY__" folder
    • Lock drawer
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