Student Organization Banking


Virtual Office Hours

If you need help with Student Organization Banking or A.S. Funding policies and procedures, drop by our Zoom office hours and get answers to questions such as:

  • Banking requirements for Recognized Student Organization (RSO) recognition
  • General banking procedures
  • Types of funding available through Associated Students
  • Where to find forms and instructions online

Click on one of the Zoom links below during office hours or send an email to the Student Organization Accounts Specialist at as.RSObanking@sdsu.edu

Student Organization Banking Training

The following Student Organization Banking Training sessions are designed to walk you through A.S. banking policies, procedures and forms.

It is mandatory for the President or Treasurer from each student organization that has chosen On-Campus Banking attend one session.

    • Summer 2020 Schedule:
    • Wednesday, July 1, 2020, 11:00am - 12:00pm, Zoom Meeting
    • Tuesday, July 7, 2020, 2:00pm - 3:00pm, Zoom Meeting
    • Wednesday, July 15, 2020, 3:00pm - 4:00pm, Zoom Meeting
    • Monday, July 20, 2020, 10:00am - 11:00am, Zoom Meeting
    • Tuesday, July 28, 2020, 2:00pm - 3:00pm, Zoom Meeting
    • Wednesday, August 5, 2020, 9:00am - 10:00am, Zoom Meeting
    • Friday, August 14, 2020, 10:00am - 11:00am, Zoom Meeting
    • Fall 2020 Schedule:
    • Tuesday, August 18, 2020, 1:00pm - 2:00pm, Zoom Meeting
    • Thursday, September 3, 2020, 9:00am - 10:00am, Zoom Meeting
    • Tuesday, September 8, 2020, 2:00pm - 3:00pm, Zoom Meeting
    • Monday, September 14, 2020, 1:00pm - 2:00pm, Zoom Meeting
    • Wednesday, September 23, 2020, 11:00am - 12:00pm, Zoom Meeting
    • Friday, October 2, 2020, 3:00pm - 4:00pm, Zoom Meeting
    • Wednesday, October 7, 2020, 2:00pm - 3:00pm, Zoom Meeting
    • Thursday, October 15, 2020, 10:00am - 11:00am, Zoom Meeting
    • Tuesday, October 20, 2020, 2:00pm - 3:00pm, Zoom Meeting
    • Wednesday, November 4, 2020, 10:00am - 11:00am, Zoom Meeting
    • Tuesday, November 10, 2020, 9:00am - 10:00am, Zoom Meeting 
    • Friday, November 20, 2020, 1:00pm - 2:00pm, Zoom Meeting
    • Wednesday, December 2, 2020, 3:00pm - 4:00pm, Zoom Meeting
    • Spring 2021 Schedule:
    • Tuesday, January 12, 2021, 1:00pm - 2:00pm, Zoom Meeting
    • Thursday, January 21, 2021, 10:00am - 11:00am, Zoom Meeting
    • Wednesday, January 27, 2021, 2:00pm - 3:00pm, Zoom Meeting
    • Monday, February 8, 2021, 9:00am - 10:00am, Zoom Meeting
    • Thursday, February 25, 2021, 3:00pm - 4:00pm, Zoom Meeting
    • Wednesday, March 3, 2021, 11:00am - 12:00pm, Zoom Meeting
    • Tuesday, March 16, 2021, 1:00pm - 2:00pm, Zoom Meeting
    • Friday, April 2, 2021, 2:00pm - 3:00pm, Zoom Meeting
    • Tuesday, April 13, 2021, 10:00am - 11:00am, Zoom Meeting
    • Wednesday, April 28, 2021, 3:00pm - 4:00pm, Zoom Meeting
    • Monday, May 10, 2021, 2:00pm - 3:00pm, Zoom Meeting
    • Thursday, May 27, 2021, 11:00am - 12:00pm, Zoom Meeting 

Training Manual 

Student Organization Banking Policy

  • Effective July 1, 2016 California State University (CSU) guidelines require RSO's to obtain an account with Associated Students (A.S.). External bank accounts (i.e. U.S. Bank, Bank of America, Wells Fargo, etc.) can no longer be used for the financial management of RSOs.
  • RSO's are expected to choose one of the three options on their RSO application:
    • Option 1 : On-Campus A.S. Banking Account
    • Option 2 : National Organization Exemption Request
    • Option 3 : No Banking Exemption Request
  • RSO's that use, or plan to use, a Student Organization banking account must submit a completed Student Organization Bank Account application form every academic year.

Student Organization Banking Procedures

How to get your RSO banking approved. Choose one option.

  • Option 1: On Campus Banking

    AdobeSign Banking Application video transcript

     

    0:03 Hi Everyone! This is Diana Delarosa. I’m the Student Organization Account Specialist for Associated Students.

    0:11 this is a quick tutorial about how to use AdobeSign to sign your banking application online.

    0:18 I recommend that the person who is starting the application fill it out completely and include all the other signers names and contact information as well.

    0:29 This will make it easy for the other people to receive the email, sign and then send it off to the next person.

    0:37 the most important thing to remember is when signing that you are not allowed to type your signature, you must draw it. So lets get started!

    0:47 what your seeing on the screen here is the main page of the A.S. website. This is where your going to find the banking application form.

    0:54 the quickest way to find it is to click on the search icon and type in ‘Bank application’. This will take you to a page where you will find the link to the A.S. Bank Application. 

    1:10 so if you click on the first topic here, its going to take you over to the page where the application is found. This is where all the student organization banking forms are found.

    1:21 so if you click on the first one; ‘student organization application and agreement form, your form will come up.

    1:29 and this is what you’ll see. On the right hand side you’ll notice it says ‘ Fill & Sign in Acrobat’. If your computer does not bring up that option, what you’re going to have to do is click here where it says print.

    1:45 Save it as a PDF somewhere on your computer. And then go into that file and pull it up and when you do, it’s going to look like this.

    1:57 now you’re going to be able to fill in the form and sign it, and then soon you’ll be able to send it off to other people to sign it. This is what it’s going to look like.

    2:08 and we’re going to have you fill all this in. So I’ve already filled out a form, I’ll show you what this looks like.

    2:16 So we got the form all filled in. you’ll see at the top of this screen it’s asking you are you establishing a new account or are you renewing your account. Modify is rarely used. Occasionally there’ll be changes in the middle of the year or semester to the signers of the account. That’s when you’ll use modify.

    2:35 we will first have you start out by putting the name of your organization. The academic year. And then we ask you a couple of questions. Is your organization nationally affiliated? Yes or No. If they are please put in your Federal ID number. If you don’t have that it’s all right. Just click yes.

    2:54 Do you have a bank account outside of A.S.? I said No. If you do have another bank account outside of A.S. then you cannot have an account with A.S. You cannot have both off campus and on campus.

    3:07 please contact me at ‘mddelarosa@sdsu.edu’ and we’ll talk about the details on that.

    3:14 but if you say no then you can proceed. 

    3:17 Next we’re going to have you enter the names and contact information for the President, Treasurer, and Advisor of your organization. You’ll see I’ve filled in the President and Treasurer information. Normally you would have the Advisor’s information here but we’re just going to do two names today.

    3:33 if you have an Alternate Advisor who is a Student Life and Leadership Employee, then you would put their name here. They are the only ones authorized to be alternate advisors for any organization. So please don’t put any other name there then one of the Student Life and Leadership advisors.

    3:52 in the next section this is where we’re going to have you sign. And I’ll show you exactly how that’s going to work.

    3:58 as we go forward, we are going to have the President, Treasurer and Advisor sign off here.

    4:03 there’s a section page to this form that is all of the information related to the details of banking with A.S. And at the bottom of that form we’re also going to ask you to sign and agree to the terms of banking with A.S.

    4:18 please take a few minutes to read over those terms before you sign. The organizations President, Treasurer and Advisor will have to sign on the second page as well.

    4:28 now you can see that I’ve already filled this out, but I’m going to need to sign it off first before I send it off to the other two people.

    4:35 so by clicking here where it says ‘ Fill & Sign’, it’s going to allow me to put my name in here. If I click here where it says sign, my signature is already there, but I’m going to show what you would need to do if you didn’t already have one that would say, your going to add a signature.

    4:54 and then on your screen you’ll see, ‘Type’, ‘Draw’, or ‘Image’. We’re asking you to please not type your name. We’re going to have you draw your name in there. You can either use your mouse or if you have a touch screen you can use your finger. I have a touch screen so I’m going to go ahead and do that.

    5:19 there we go, and I’m going to apply that signature.

    5:23 now you see it’s connected to my mouse and I can drag and drop it wherever I need to. There is the first one, if I need to change it, I can. And then I’m going to drop it down here as well by clicking on sign, picking that up, and dragging it down here and dropping it.

    5:43 There. Now my part of the signature is complete.

    5:47 next I’m going to have the other signers sign. So first thing I’m going to need to do is close this screen, and its going to bring me to another screen where it gives me the option, again to have someone fill and sign. But this time, it lets me know that I can get other people to sign it so I can request signatures from others. That’s the next step. 

    6:09 and all you’re going to need is to enter the email addresses of the other two people that you’re sending this to. So I’m sending this to myself at my Gmail address. 

    6:20 and this also gives you an opportunity to put any kind of message here that you need. I would say here, “DO NOT type your signature. Please draw it”.

    6:44 there you go. And I’m going to specify whom we’re going to send this message to, so that they can sign. 

    6:51 now coming up on the next screen on the right hand side, there’s some information that may not pop up on your screen; this part here with the recipients. You may not see this when your screen comes up so if it does not. If you look just below this sign down here where you click to send, there’s going to be something here that say’s ‘Advanced fields’. Click on the ‘Advanced fields’ and then this will pop up.

    7:15 so then what we’re going to do in this signature field, we’re going to indicate where we want this person, you have a drop down here, you’re going to select the people you want to sign and what their email addresses are. We want Treasurer, Diana, to sign.

    7:30 so were going to click signature, and we are going to drag it over to where we want her to sign.

    7:38 there we go.

    7:40 and then we also need her to sign at the bottom of the form so we’re going to click on signature again and drag it over and drop it where we need her to sign.

    7:54 so if there were another person signing, then we would click this drop down, select the other person, and then do the same thing: drag it over to where we need that person to sign, and that box will come up in a different color. But for now were finished with these two people. Make sure that everything looks correct.

    8:12 this is a chance for you to make any corrections that you may need to make. Sometimes email addresses like this one is a little too long to fit into the box. So you can make some adjustments there so that the entire field will fit into the box. So that when I see it on my end, I can actually, see the email address in full.

    8:40 all right, so I’m going to go ahead and send this. When you send this off, your going to see a message that says, ‘ ok it has been successfully sent’. And you’ll receive an email in your email box letting you know that. 

    9:00 ok. So I’m going to go into, this is the email that the person receives when they’re requesting a signature for them. So I’m going to click there, it says it’s requesting my signature.

    9:16 now this is really cool because you can use your phone to actually create your signature, and that makes it a lot easier for those people who do not have a touch screen computer.

    9:28 ok so now it’s asking someone to click here and sign. If you click there you can either ‘type’ which we don’t allow. You can draw it; if you have a touch screen you can just draw it on yourself. Or if you don’t and you want to do it on your phone, you can click here and you’re going to enter your phone number. 

    9:49 and its going to send you a message on your phone. And it’s really simple. I just got it on my phone, and I’m going to click on this shortcut it’s sending me to, something called echo documents. And a screen pops up and it’s asking me to sign.

    10:06 so I’m signing, I’m going to draw my signature with my finger. And if it doesn’t look good I can clear it and start again. But if I like it, there it’s done.

    10:17 now see my signature isn’t quite legible. So this is where it asks you to type your name and this connects it to that signature so we know whose signature that is.

    10:28 this is the only time you can actually type your name.

    10:32 all right so were going to apply that. You can see it just popped up there. Now were going to scroll down here and then were going to apply it there as well. And then were going to click to sign. 

    10:45 that’s great. Says you’re all set.

    10:49 now I’m going to show you what happens on the other end, the person who receives it once everything is complete. You’ll receive this notification.

    11:02 this is the one with all of the signatures on it. You’re going to take this and save it as a PDF and then email it to me.

    11:11 now I have everyone’s signatures, I have everything I need. You are done it is that simple!

    11:17 I hope this was helpful to all of you and if you have any questions you can always email me at ‘mddelarosa@sdsu.edu’ or at ‘as.RSObanking@sdsu.edu’. I hope this was helpful. Thanks! Goodbye

  • Option 2: Off Campus Banking (National Organization Exemption)
    • Select Off-Campus Banking on your RSO application.
    • Submit a letter from your national organization corroborating the status of your student organization as a subordinate.
    • Submit proof of tax reporting.
    • See Sample Letters and Tax Reporting Instructions.
  • Option 3: No Banking (Exemption Request)
    • Select No Bank on your RSO application (this option is for organizations that do not intend to have any revenue or expenditures).

How to make deposits.

  • Fill out the Student Organization Deposit Slip. Mail it along with your checks (no cash please) to:
    Associated Students
    5500 Campanile Dr., Suite 320
    San Diego, CA 92182
  • Make copies for your own records.

How to get reimbursed for purchases or pay vendor invoices.