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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

RPO Processes:

Reimbursement:

  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.
  4. Attach club minutes indicating approval of this purchase (see form in Locker)
  5. Submit the form to the Activities Office BEFORE you make the purchase
  6. You will receive LoopMail confirmation or denial of the request from ASB once it is processed.
  7. Make your purchase
  8. Make a copy of the RPO and Receipt for your club records.
  9. Submit the receipt to the Activities Office - Athletics RPOs must be submitted to and signed by the Athletic Director before submitting to the Activities Office.
  10. ASB will submit the RPO and receipt to the bank for payment
  11. 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.

  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 Number 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 form to the Activities Office- Athletics RPOs must be submitted to and signed by the Athletic Director before submitting to the Activities Office.
  7. ASB will submit it to the bank - you will receive a LoopMail once it is processed by ASB
  8. The bank clerk will make the order
  9. Upon receipt of the merchandise sign the Invoice and submit to the bank clerk
  10. The bank clerk will pay the vendor

Open PO:

  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 – the check MUST be made out to a company
  4. Attach club minutes indicating approval of this purchase (see form in Locker)
  5. Submit the form to the Activities Office
  6. ASB will submit it to the bank
  7. The bank clerk will make a check out to the vendor
  8. Pick up your check in the bank (please give the bank at least two weeks to process your check)
  9. 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)

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.

 

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.