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What ArtsPool does
What ArtsPool does: an overview
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Requesting changes to ArtsPool's scope of services
ArtsPool: an introduction
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Membership communication guide
New hire onboarding
Submitting a new hire task in the ArtsPool app
Guidance on creating offer letters
Employee benefits data management
Upload Proof of Vaccination
Employee Payroll Setup: A to Z Guide
Independent Contractor and Employee Definitions
Paying employees
Paying Employees and Approving Payroll
Employee reimbursements
Processing per diem
ArtsPool Retirement Plan
Actors Equity Payroll with a PEO
Revenue and expenses
Managing petty cash
How to submit receipts to ArtsPool
Submitting bank deposits
How to code expenses and respond to clarification requests
Requesting payment for a bill
Xero-compatible check stock
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Managing your NY State Grants Gateway prequalification
Requesting a grant budget or financial report
Corporate insurance
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Updating your BeyondPay password
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Changing your name with ArtsPool
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BeyondPay training for payroll admin
Accessing reports in BeyondPay
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Verifying I-9 Forms
Approving timesheets in BeyondPay
Understanding payroll and BeyondPay
BeyondPay: approve time entries
Homescreen: Understanding Employee Management
Submitting Timesheets
Submitting and approving employee time off requests
Uploading and downloading an employee document in BeyondPay
Payroll FAQs - a troubleshooting guide
Downloading Pay Statements
Submit time off request in the ArtsPool app
BeyondPay mobile app
Download W2 from payroll
Paying independent contractors
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Providing annual sexual harassment prevention training and materials
Understanding conflict of interest disclosures
Board actions for New York nonprofits
Understanding corporate policies
Fiscal control stopgaps: what NOT to do
COVID-19 Workforce Administration Reference Materials
Technology
The ArtsPool app
Managing your ArtsPool app user account
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Google Drive
Setting up a Google account
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Syncing Google Drive files to your desktop
Exporting a Google Sheet to PDF
Getting started with Google Sheets
Migrating data between Google Apps accounts
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Email like a champ with Gmail keyboard shortcuts
Submit tasks at lightning speed with email templates
Creating a Gmail filter
Adding a forwarding address to Gmail
Security
Data security guide for members
Security on macOS
Data Security Policy
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Importing passwords into 1Password
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Privacy Policy
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Working with documents
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Governance
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What's changed: 2020 ArtsPool Service Agreement Update Summary
What's changed: 2024 Terms of Service Update Summary
Terms of Service
Dispute and Indemnity Summary
Annex A: Pricing and Billing
Annex B: Member Service Contact List
Annex C: Member Services List
Annex D: Onboarding Procedures
Annex E: Operating Agreement
Annex F: Privacy Policy
Annex G: Data Security Policy
Annex H: Limitations of Liability and Indemnification
Annex I: Dispute Resolution
Annex J: Improvement Process for Members not in Good Standing
Annex M: General Legal Provisions
Annex K: Termination Provisions
Annex L: Offboarding Procedures
Annex N: Defined Terms
External partners and vendors
Guidelines for a Successful ArtsPool-Auditor Partnership
Selection of vendors, consultants, software, and tools
How to choose software
Professional development resources
Table of Contents
- Knowledge Base
- Guide for members
- Revenue and expenses
- Submitting bank deposits
Submitting bank deposits
Updated by Khalilah Smith
It's important to deposit checks and cash your organization receives as soon as possible and report the deposits to ArtsPool so we can make sure that your current financial picture is as clear as possible. Frequent deposits are also an important internal control for reducing the potential for fraud, and they make sure your organization has cash on hand when you need it. 🤑
The bank deposit report template
The [MEMBER] - Finance → [MEMBER] - Banking folder in your member Google Drive folder contains a Google Sheet for reporting bank deposits. Each fiscal year has a separate file called [MEMBER] - Bank Deposits FYXX, where XX represents the fiscal year number. If your organization makes a lot of bank deposits each month, make a copy of this document for each month. This file is generated yearly by your Financial Operations Lead.
Reporting deposits
Before you deposit checks or cash, start a new tab on the current fiscal year's Bank Deposits worksheet by duplicating the tab called Example (to duplicate) and renaming it with the date of the deposit.
To accurately fill out this document do the following:
- Enter the date and an optional deposit number (e.g. from the deposit slip) at the top of the new tab.
- For each check in the deposit, enter the check date, check number, amount, the name of the payer, account code, program/activity and any notes. For cash deposits, write CASH in the check number column.
- Scan or take a photo of each check and the deposit slip and keep them organized for submission later. Since some banks include deposit check images, you may be able to skip this step. Please confirm with your Financial Operations Lead.
- After depositing, create a new task in the ArtsPool app, including a PDF or a link to the deposit report to along with scans or photos of the checks and deposit slip as backup. As always, please give your task a meaningful title such as Bank Deposit Report - [DATE] - [AMOUNT].