Managing Your RSO Cost Center

All registered student organizations are eligible to request and manage an RSO Cost Center at UTEP. This account can be managed online via MineTracker and can be utilized at no cost to the organization.

Are you a new organization that needs to request an RSO Cost Center?   Request a new RSO Cost Center

If you are unsure if your organization has a Cost Center with UTEP, there are 2 ways to check. 

1. Login to your organization's MineTracker page and navigate to the "Finance" tab in your Action Center. 
   1. Click on Manage Organization
   2. Click on the three lines in the top left
   3. Click on the "Finance" tab
   4. Click on "Accounts"
2. If you do not see an account listed, please e-mail SOS@utep.edu so we can assist you. 

 Using the new Finance Tool in MineTracker (18 minutes)

The video tutorial above provides a breakdown of how to request funds from your organization cost center You can also utilize this step by step PDF guide. 

Download the RSO Finances How-To Guide

Accessing Finance Section in MineTracker

1. Navigate to your organization's MineTracker page
2. Click on "Manage Organization" 
3. Click on the three lines in the top left
4. Click on the "Finance" tab
5. Click on the blue "Create Request" button 
   1. Select Create Purchase Request

Note: The Create Funding Request option is NOT currently being used. Please make sure you submit your request using "Create Purchase Request". 

Types of Requests (Categories)

1. Cash Withdrawals
   1. Taking money out of your account. 
   2. These are currently being processed as checks to a designated member of the organization. When submitting the request make sure to have the members full name, address, and student ID. 
2. Member Reimbursements
   1. Taking money out of your account to reimburse a member for something they purchased/paid for.
   2. These are currently being processed as checks to a designated member of the organization. When submitting the request make sure to have the members full name, address, and student ID. 
   3. You will need to upload a receipt for the purchase. 
3. Vendor Payments
   1. This category is used for requesting checks to third-parties. Either a vendor you need to pay 
   2. These are being processed as checks to a designated member of the organization. When submitting the request make sure to have the members full name, address, and student ID. 
   3. You will need to upload an invoice or quote from the company only if you are paying them for goods or services. 

After you submit the Purchase Request, there is a review and approval process that must be followed before the payment is processed. 

Review & Approval Workflow: 

1. Purchase Request is submitted in MineTracker 
2. The first stage is RSO President Review
   1. RSO President is notified via e-mail and must review
   2. RSO President should login and click "Change Stage"
   3. Adjust the stage from RSO President Approval --> RSO Advisor Approval 
   4. Click SAVE
   5. Note: If the RSO President is the one who submitted the request they will still need to complete the steps above. 
3. The second stage is RSO Advisor Review (this starts after the step above is complete)
   1. RSO Advisor is notified via e-mail and must review
   2. RSO Advisor should login and click "Change Stage"
   3. Adjust the stage from RSO Advisor Approval --> SELC Approval
   4. Click SAVE
4. The third stage is SELC Review and Approval 
   1. Our team will review and approve. This then officially sends your request to be processed. 
5. The person who submitted the request will get a notification when the request has been processed and payment has been issued. 
   1. The request will change from Unapproved to Approved. 
   2. The RSO Cost Center balance will be automatically adjusted based on the request amount. 
   3. All officers with access to the RSO Finance tab will be able to see the request and current status on the RSO page. This includes advisors.

The steps above are included in the YouTube Tutorial above at approximately the 12:00 minute mark. 

If you need to make a deposit into your RSO Cost Center you can do so by following the steps below. While the University is still operating at the current recovery level, deposits are being accepted by Student Business Services via the drop-box located at the front entrance of the Mike Loya Academic Services Building.  

Steps to make a deposit: 

1. Complete and submit the RSO Deposit Form with all information 
   1. Full Link: https://minetracker.utep.edu/submitter/form/start/497191
2. Print the completed form and place it in a sealed envelope with your checks/money order
3. Drop off the sealed envelope in the drop-box located at the front entrance of the Mike Loya Academic Services Building (Please label your envelope: RSO Deposit with your organization name)
4. Once received, someone will comment on the MineTracker form that was submitted with an update and the person who submitted will receive an "approval" e-mail when the deposit has been processed. 

Need a little help? Here are the many ways you can reach the Student Organization Support (SOS) team:

• Email us any time at sos@utep.edu
• “Stop in” for virtual office hours. No appointment is necessary, though you are welcome to reach out to us to schedule a meeting if these hours do not work for your schedule.
  • ZOOM Meeting ID: 907 275 9737
    • Password is UTEPRSO21
  • Mondays- 3:00 p.m. - 5:00 p.m.
  • Wednesdays – 1:30 p.m. - 3:30 p.m.
  • Fridays – 2:00 p.m. – 4:00 p.m.

Remember that the SELC is here to be a resource for you. If you have questions on any part of this process, feel free to contact us at sos@utep.edu.