Registered Student Organization (RSO) Checking Accounts

Registered Student Organizations are required to deposit their funds with the University. National social fraternities and sororities maintaining a living unit are exempt from this regulation.

The Treasurer's Office encourages all student officers and advisors to be familiar with all the University's policies governing Registered Student Organizations. Please visit the Student Organization and Activities section of the Student Handbook. Information on funding and registration begins on Page 96.

Location and Hours
Account Information can be obtained in the Student Accounts office, located in Silas H. Hunt Hall, Room 101 from 8:00 am to 5:00 pm Monday through Friday. RSO checks are printed in the Student Accounts office from 8:00 am to 4:30 pm, Monday through Friday.

Writing Checks
Any current officer or advisor that is approved by the Office of Student Involvement and Leadership may submit check requests. To submit a check request go to: https://www2.uark.edu/web-apps/osil/rso/Manage. Login using your UARKID and password:

Click the the name of your RSO.
Select the link to Request a Check.
Fill in the payee, amount and description fields (the description field is a required field).
Click the Submit button to send the check request to the Treasurer's office.
The authorizer of the check(s), with picture ID, may pick up the check(s) in Student Accounts.

A Reminder...

Checks cannot be made payable to the same officer/advisor submitting the check.
Persons working for an RSO cannot be reimbursed using a regular RSO check. See Paying for Labor (below).
Checks cannot be written to "cash".
Receipts must be presented when picking up checks written to reimburse faculty or staff at the University.
Receipts must be presented when picking up checks written to a student for any amount over $300.00.
Voided checks should be returned to Student Accounts.

Making Deposits
Deposits are made at the Cashier's Windows located in the lobby of Silas H. Hunt Hall. A receipt will be given for each deposit made. All receipts should be retained as part of the organization's financial records. Follow these steps in making a deposit:

Endorse all checks with the name of the organization, the account number, your name and title.
If there is more than one check in a deposit, run a register tape* verifying the total amount of the checks.
RSO groups receiving more than $100.00 per day are required to make daily deposits. RSO groups receiving less than $100.00 per day are required to make deposits when they accumulate $100.00, or weekly, whichever comes first.
Run a register tape verifying the total for the cash.
Run a final tape verifying the total amount of the entire deposit (checks and cash).
All RSOs should fill out an RSO deposit transmittal form. Input the information in the fields, then click the Submit button. Verify that the form contains all required information and that it is accurate, then click the Print button to prepare the copy that you will bring to the Cashier's Office with the deposit. You can then either prepare another form or click the Back button to return to this page. The transmittal document must include the information below:

-RSO name
-RSO Contact's name
-RSO Account number
-Phone number
-typed list of the check(s) that includes the following information: name of payer, date of check, check number, and the amount of each check (attach additional forms if more lines are needed)
-short description of the activities generating the funds
-totals deposited for checks & cash

Present the deposit with register tapes to a cashier.

*A calculator is available in Student Accounts for running deposit tapes.

Requesting Statements
A qualified officer/advisor may obtain a statement by sending a request via e-mail to Lea Ann Slamons at lslamons@uark.edu or by visiting Student Accounts. Reconciliation services are available upon request.

Returned Checks
Student Accounts will deduct the amount of the unpaid item from the appropriate deposit and notify the treasurer of organization via their campus e-mail account. There is no service charge on unpaid items. Returned checks may be picked up in Student Accounts by any qualified officer/advisor of the organization. It is the responsibility of the RSO to collect the funds for any unpaid item.

Service Charges
An annual service charge equaling .5% of the total deposits from July 1 through June 30 is assessed on June 30. The amount will be no less than $.05 and no more than $50.00.

Paying for Labor
When an RSO becomes an employer, (i.e. hires its own members or other persons to work for the organization) labor must be paid through Human Resources' hourly payroll system. Contact Becky Shoemaker, Payroll Manager, at 479/575-4851 for information on hiring procedures and the hourly payroll process.

Caution: Human Resources (Payroll) is unable to issue a payroll check to any hourly employee who has not completed the required forms and been entered into the hourly payroll system. Ms. Shoemaker must be contacted before persons are allowed to begin work for any RSO.

New Officers/Advisors
Any change in officers or advisors during the year will require an approved copy (from the Office of Student Involvement and Leadership) of the Officer Update Form to be on file in Student Accounts before the new officer/advisor will be granted access to an RSO checking account. Contact the Office of Student Involvement for additional information.