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RPOs and Deposits

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.

Access an online RPO form here    Athletics RPO is here      Club Minutes Form

The RPO Process:

  1. - Conduct a club meeting that records the approval of the expenditure being made. Make sure to include the name of the vendor, the amount being paid, including sales tax, freight, etc., a description of the services/products rendered, and quantities where applicable, with the appropriate documentation. - ex. Quote, registration, forms, etc.
  2. -Generate an RPO and fill out all requested information
  3. -Submit to the school bank for review
  4. -The school bank submits the RPO to ASB for approval. It is then forwarded to the School Bank to continue the next process if approved, or resubmitted back to the club if it was denied.
  5. -If approved, the School Bank creates a PO and submits it to the administrative staff for authorization.
  6. -Once authorization is granted, the club is notified of their legal right to spend funds, given that they have the money in the account in the club to make such expenditures. 

NOTE No club has the authorization to spend money from their club account until they are given authorization via signed PO.  This includes reimbursements. If you are spending the money out of your own pocket and then seeking reimbursement, you must still follow this process. Once you have the authorization to spend, make the purchase and submit receipt to the school bank to process a reimbursement check. 

Reimbursements are subject too limits of $100 per RPO and $500 per month, per club.

It is important that you adhere to this policy and ensure that fraud and misappropriation of funds is not occurring within your club and  the ASB organization. Future occurrence can lead to legal prosecution and, can and will lead to club suspension. 

 

 

Whenever Possible RPOs should be paid directly to the vendor - not reimbursements

Payment with Purchase Order Instructions:

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.

  1. Fill out the ASB Request for Purchase Order Form
  2. Check the Payment with Purchase Order box at the top left of the page
  3. Obtain an Invoice or Order Confirmation from the vendor
  4. Attach a summary of the order to the form with the Invoice or Order Number to the RPO
  5. Attach club minutes indicating approval of this purchase (see form in Locker)
  6. Submit the completed RPO to the School BankAthletics RPOs must be submitted to and signed by the Athletic Director before submitting to the School Bank.
  7. The school bank will submit completed forms to ASB for approval.
  8. ASB will notify you via LoopMail once your RPO has been approved or denied
  9. The bank clerk will make the order
  10. Upon receipt of the merchandise sign the Invoice and submit to the bank clerk
  11. The bank clerk will pay the vendor

Reimbursement RPO Instruction:

 

  1. Fill out the ASB Request for Purchase Order Form (should be purple) at least two weeks prior to purchase
  2. Check the Request  for Reimbursement box at the top left of the page and enter the date submitted
  3. The Vendor information is the person being paid NOT the company purchased from. (include student ID # if vendor is a student or parent of student)
  4. Attach club minutes indicating approval of this purchase (see form in Locker)
  5. Submit the form to the School Bank BEFORE you make the purchase
  6. Make a copy of the RPO and Receipt for your club records.
  7. Submit the receipt to the School Bank - Athletics RPOs must be submitted to and signed by the Athletic Director before submitting to the School Bank.
  8. The bank clerk will submit completed RPO request to ASB for approval
  9. You will receive LoopMail confirmation or denial of the request from ASB once it is approved by ASB.
  10. Make your purchase
  11. Watch your LoopMail for notification that your check is ready
  12. Pick up your check in the bank (please give the bank at least two weeks to process your check)

REIMBURSEMENTS OVER $100 MUST BE APPROVED BY THE APA PRIOR TO SUBMISSION

If your club or class MUST submit an RPO for reimbursement for more than $100 you must obtain prior approval from the APA.  Please have the APA sign the RPO before submitting it to ASB for approval.

 

Open PO Instructions:

Open POs can be used for multiple purchases or receipts.  Only the amount approved can be paid.

  1. Fill out the ASB Request for Purchase Order From
  2. Check the Open PO box at the top left of the page
  3. Fill out the Vendor information thoroughly
  4. Attach club minutes indicating approval of this purchase
  5. Submit the form to the School Bank
  6. Completed RPOS will be submitted to ASB for approval
  7. You will receive a LoopMail from ASB upon approval or denial
  8. The bank clerk will make a check out to the vendor
  9. Check your LoopMail for notification that your check is ready for pick up.
  10. Pick up your check in the bank (please give the bank at least two weeks to process your check)
  11. 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:

At the end of the year you must submit a budget carry over request form or all of your money will be swept into the ASB Equity account for general ASB use.  Please check School for end of year close out dates each year.

1. No more checks will be accepted by the bank after a certain date.  (All transactions must be made in cash)

2. All RPOs must be submitted for payment by a certain date.

3. All Reimbursement Receipts must be received to the Activities Office by a certain date.

No RPOs will be approved for payment after the cut off date– 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 budget carry over request to the Activities Office outlining your long term goal.