Everything you need to manage your Registered Student Organization’s (RSO) finances.
Quick Navigation
Forms
Event & Sales Support
Use this section to plan and run fundraisers, sales, and events while following SABS processes and university requirements.
Event Planning
Work with SABS to plan a compliant and financially sound event
Process
- Submit a Sales Request for your event
- Meet with SABS if required
- Review equipment, supplies, and financial procedures
- Prepare materials before your event
Important
- Most in-person sales require a meeting with SABS
- Meetings must take place at least one week before your event
Third Party Events
- If your event involves a third party (e.g., Blaze Pizza, Moe’s, Chipotle):
- Request a W-9 form if a tax ID is needed
- The third party collects funds and sends your organization a commision check
- A SABS meeting is not required
Types of Events
Common examples include:
- Clothing or merchandise sales
- Food sales
- Performances or shows
- Competitions
- Donation fundraisers
- Dues collection
In-Person Sales
Run an in-person sale using SABS equipment and processes
Process
- Submit a Sales Request at least 10 business days in advance
- Complete the Equipment Rental Agreement (once per academic year)
- Meet with SABS staff if required
- Pick up equipment before your event
- Return equipment to the SABS office after your event
Requirements
- Events must be held in the Student Union
- The first sale must take place during SABS business hours
Equipment Available
- iPad and card reader
- Cash boxes and deposit bags
- Change funds
- Inventory and tally sheets
- Ticket rolls (single and double)
Important
- Use the After Hours Drop Box for deposits only
- Do not return equipment in the drop box
In-Person Card Sales
Accept credit and debit card payments during your event. No feeds for student organizations.
Process
- Submit a Sales Request at least 10 business days in advance
- Complete required training
- Request an iPad and card reader
- Use the device to process transactions during your event
Benefits
- No fees or finance charges
- Automatic transaction verification
- Itemized reports available upon request
Online Sales (SABS Marketplace)
Collect payments online directly into your organization’s account. No fees for student organizations.
Process
- Submit the SABS Sales Request form
- Log in with your NetID if prompted
- Set up your sale with SABS
- Monitor transactions and account updates
Benefits
- No fees or finance charges
- Real-time transaction updates
- Notifications
Optional Reports
- Weekly transaction summaries
- Final summary at the end of sale
How-to Guides for Treasurers
Follow these steps to complete common treasurer tasks.
🎓 Complete Treasurer Training
Treasurer Training is required before accessing or managing any organization funds.
- Complete the required Treasurer Training
- Wait until your training is approved
- Confirm you have access to financial systems
- Review your organization’s budget
- Use the how-to guides to complete financial tasks
💰Check Your Budget
See how much your organization can spend before making any purchase.
- Log into your organization account.
- Open your financial overview.
- Locate your available balance.
- Confirm your budget before making any purchase.
🧾 Submit a Disbursement Request
Request payment from your organization’s funds by submitting a disbursement request form with required documentation.
- Confirm the expense is approved and within your budget
- Complete the disbursement request form
- Enter all required details (amount, vendor, purpose)
- Upload all required documentation (itemized receipts, invoices, contracts if applicable)
- Review your submission for accuracy.
- Submit the form
- Monitor your email for updates or additional requests
💳 Make a Purchase
Use your organization’s funds correctly by following the required steps before and after buying.
- Confirm your budget it available.
- Get required approval (if applicable).
- Make the purchase using approved methods.
- Save all itemized receipts.
- Prepare to submit for reimbursement if needed.
📊 Track Your Spending
Keep a clear record of all expenses so your organization stays within budget.
- Open your organization’s budget tracker.
- Add each expense immediately after purchase.
- Include date, amount, and category.
- Keep receipts organized and accessible.
- Review your tracker regularly.
💵 Request Funding / Access Funds
Request additional funding or access your allocated funds for events and purchases.
- Identify how much funding you need.
- Complete the funding request form.
- Provide event or purchase details.
- Submit before the deadline.
- Wait for approval before spending.
📄 Upload & Manage Receipts
Save and organize receipts properly so your expenses can be verified and reimbursed
- Save receipts immediately after purchase.
- Ensure receipts show item details and totals.
- Upload receipts to your storage system.
- Label files clearly (date + purpose)
- Keep copies until reimbursement is complete.
Frequently Asked Questions
How long do disbursements take?
Most requests are processed within X–X business days.
What happens if my documentation is missing?
Your request will be delayed until all required documents are submitted.
Can I submit more than one request at a time?
Yes, but each expense must be submitted separately.