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School Bank Locker

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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.

All forms are located in the locker to the left.

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)


If your club or class MUST submit an RPO for reimbursement for more than $200 you must obtain prior approval from the AP. Please have the AP 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.

Non-Discrimination Statement

East Side Union High School District prohibits discrimination, harassment, intimidation and bullying in educational programs, activities, or employment on the basis of actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sex, sexual orientation, parental, pregnancy, family or marital status, or association with a person or a group with one or more of these actual or perceived characteristics. East Side Union High School District requires that school personnel take immediate steps to intervene when safe to do so when he or she witnesses an act of discrimination, harassment, intimidation, or bullying.

Questions or complaints of alleged discrimination, harassment, intimidation and bullying or title IX equity and compliance concerns should be directed to the Office of the Associate Superintendent of Instructional Services at (408) 347- 5061 or 830 N. Capitol Ave, San Jose, Ca 95133.

Declaración Contra la Discriminación

El Distrito Escolar Unificado de Preparatoria East Side prohíbe la discriminación, el acoso, la intimidación y el abuso en los programas educativos, las actividades o el empleo por causas de ascendencia real o percibida, edad, color de la piel, discapacidad, género, identidad de género o expresión de género, nacionalidad, raza u origen étnico, religión, sexo, orientación sexual, estado de paternidad, embarazo o estado familiar o civil o asociación con una persona o grupo de personas con una o más de estas características reales o percibidas. El Distrito Escolar Unificado de Preparatoria East Side requiere que el personal escolar tome los pasos necesarios inmediatamente para intervenir cuando sea seguro hacerlo en caso de ser testigos de un acto de discriminación, acoso, intimidación o abuso.

Las preguntas o quejas de acusaciones de discriminación, acoso, intimidación y abuso o las preocupaciones sobre la igualdad y el cumplimiento de la ley con relación al artículo IX del Código de Educación deben ser dirigidas a la Oficina del Asistente del Superintendente para los Servicios de Enseñanza al (408) 347-5061 o a la siguiente dirección: 830 N. Capitol Ave, San José, Ca 95133.

Tuyên Bố Không Phân Biệt Đối Xử

(Non-Discrimination Statement)

Học Khu Trung Học East Side nghiêm cấm mọi hành vị kỳ thị, quấy nhiễu, hăm dọa và bắt nạt trong các chương trình giáo dục, các hoạt động hoặc trong công việc không được đặc trên cơ sở về tổ tiên, chủng tộc hoặc sắc tộc, tôn giáo, giới tính, khuynh hướng tình dục, cha mẹ, người mang thai, gia đình, hoặc tình trạng hôn nhân, hoặc liên hệ với một người hoặc một nhóm với nhiều điểm thực tế hoặc đặc điểm về nhận thức. Học Khu Trung Học East Side đòi hỏi nhân viên nhà trường phải tiến hành ngay các biện pháp can thiệp một cách an toàn khi họ chứng kiến các hành vi kỳ thị, quấu rối, hăm dọa hoặc bắt nạt.

Nếu có các câu hỏi hoặc khiếu nạo về sự phân biệt đối xử, sách nhiễu, hăm dọa và bắt nạt hoặc liên quan đến Title IX sự công bằng và tuân thủ các điều này xin qúy vị liên lạc với Văn phòng Phó Tổng Giám Đốc Đặc Trách Giáo Dục tại số điện thoại (408) 347-5061 hoặc địa chỉ 830 N. Capitol Ave, San Jose, CA 95133.