RSO Financial Training

Who can engage in finances?:

CSOs - top CSO leader and budget manager
RSOs top student organization leader and treasurer
Professional staff in CSI:
Arcelia Rodriguez, administrative and financial support, our student organization advisor

Have to get reimbursed or request money for petty cash

Treasurers responsibilities:
Current balance
All financial transactions occurring
Strong communication
Never go negative on your account
Ensure peers understand organization finance processes
Requesting discretionary funds and expense request forms (RSOs only)
Carryover funds, budget proposals and budget balancing (CSOs only)
For requesting funds over $1000 need to meet deadline, a quarter prior to event

Financial transactions:
Reimbursements (used for paying members of your organization for a purchase with
organization funds)
o Cash reimbursements under $250 approx 7 days
o Direct deposit over $250 approx 10 days
o Submit an expense or payment request form
RSOs use tray at CSI front desk
CSOs directly to Arcelia Rodriguez
o Receipts must be submitted within 10 days of purchase
o Advisor must approve. Must be signed by treasurer.
o Accepted for reimbursements: (need name of company, date of purchase, itemized
list, payment used and total)
o To submit reimbursement:
RSOs expense request form
CSOs payment request form
Must tape receipt to an 8.5 x 11 piece of paper (dont paperclip or
staple)
Photocopy so turning in 2 receipts one original, one copy WITH request
form
Submit all 3 (RSO) or 4 (CSO) documents, paper clipped together.
Petty cash (transactions under $250)
o Request up to $250 in cash
 o Receipt for purchase or invoice and change submitted within 24 hours to Arcelia
Rodriguez
o 1 request per event
o Only processed by president or treasurer
o Coordinate in advance and be understanding
o Petty cash not used for any transactions where a contract is used
Payments
o Used when your organization will be purchasing something or paying someone
who is not a member of your organization
o No payments can be made unless you account already has funds available
o Chest requests costs over $250 or contract used, take approx. 2 weeks
o RSOs submit invoice or purchase order with an expense request form in tray at
CSI front desk
o CSOs submit invoice or purchase order with payment request form to Arcelia
o Checks take time, make sure members planning events plan in advance to
accommodate
o Consider using purchase order instead, faster turnaround and helps if there is any
trouble with items purchased
o Contracts must be approved before the check request process can be started.
Deposits
o Used when your organization has gained money
o RSOs drop off checks or cash directly to Arcelia Rodriguez
o CSOs deposit to Arcelia Rodriguez with a Deposit form
Transfers
o Used when money is given from one internal organization or department to
another
o Consult with Arcelia Rodriguez, make sure to have a budget string.
University purchasing card
o Used in rare circumstances with coordination in advance with your CSI advisor
o In most circumstances, use a purchase order instead
o RSOs complete a purchasing card request form
o CSOs talk to your CSI Advisor, as different advisors may have different
requirements.
Donations
o Coordinate directly with Arcelia Rodriguez
Lost receipts
o What to do: contacat the company to request the copy of the receipt, do
everything in your power to get that receipts