EVHS RPO Instructions and Guidelines
Legally all money collected/earned by a club or student organization at EVHS must be deposited into the School Bank. No money may be taken out of a club or organization’s account without following the RPO process. There must be a CLEAR and concise accounting of all funds. It is the responsibility of the club adviser and the treasurer of the club to keep concise records and copies of all RPO forms, deposit receipts and purchases receipts for their club. Please carefully follow the procedures below when using funds for your club or organization.
RPO Processes:
Reimbursement:
- Fill out the ASB Request for Purchase Order Form (should be purple) at least two weeks prior to purchase
- Check the Request for Reimbursement box at the top left of the page and enter the date submitted
- The Vendor information is the person being paid NOT the company purchased from.
- Attach club minutes indicating approval of this purchase (see form in Locker)
- Submit the form to the Activities Office BEFORE you make the purchase
- You will receive LoopMail confirmation or denial of the request from ASB once it is processed.
- Make your purchase
- Make a copy of the RPO and Receipt for your club records.
- Submit the receipt to the Activities Office
- ASB will submit the RPO and receipt to the bank for payment
- Pick up your check in the bank (please give the bank at least two weeks to process your check)
Payment with Purchase Order:
This process WILL take weeks! Do NOT submit an item for payment less than 4 weeks prior to when payment is due. Check shipping times as well.
- Fill out the ASB Request for Purchase Order Form
- Check the Payment with Purchase Order box at the top left of the page
- Obtain an Invoice or Order Number from the vendor
- Attach a summary of the order to the form with the Invoice or Order Number to the RPO
- Attach club minutes indicating approval of this purchase (see form in Locker)
- Submit the form to the Activities Office
- ASB will submit it to the bank - you will receive a LoopMail once it is processed by ASB
- The bank clerk will make the order
- Upon receipt of the merchandise sign the Invoice and submit to the bank clerk
- The bank clerk will pay the vendor
Open PO:
- Fill out the ASB Request for Purchase Order From
- Check the Open PO box at the top left of the page
- Fill out the Vendor information thoroughly – the check MUST be made out to a company
- Attach club minutes indicating approval of this purchase (see form in Locker)
- Submit the form to the Activities Office
- ASB will submit it to the bank
- The bank clerk will make a check out to the vendor
- Pick up your check in the bank (please give the bank at least two weeks to process your check)
- Go to the vendor and purchase your items with the check.
Note: Open POs are for a specific amount. You can not get refunded if you spend less, nor can you get more money if you spend more (unless you fill out a new RPO)
End of Year Bank Proceedures
Clubs and Club Advisors:
It is time to get all of your paperwork taken care of for the year!!
1. No more checks will be accepted by the bank after April 22nd. (All transactions must be made in cash)
2. All RPOs must be submitted for payment by May 13th.
3. All Reimbursement Receipts must be received to the Activities Office by May 13th (I have a TON of RPOs waiting for receipts)
No RPOs will be approved for payment after the 13th – this includes reimbursements from earlier in the year.
All clubs must balance their accounts and make sure that the balance they show equals the balance in the bank’s.
No club can keep more than 20% of their balance from one school year to the next – unless they have a long term goal they are working towards. Please be sure to spend your money appropriately and/or submit a memo to the Activities Office outlining your long term goal.
Virginia Yenter Yanowsky
Activities Director & Social Studies Teacher
EVHS
