Rate Approvals, Cash Box and the U-Store

Rate Approval, Cash Box, and U-Store

• RATE APPROVAL/U-STORE/ Cashbox REQUESTS
  • Rate Approval Training Video Here: Rate Approval: What is it? How to
    • Rate Approvals
      • If event or fundraiser is changing a fee or selling merchandise, a Rate Approval is needed.
      • Timeline: recommend 4 weeks before event; minimum 2 weeks
      • More time may be needed if requesting UStore
      • Indicate all details on Event Form
      • Student Life Office will forward information to Business Manager
      • Business Manager will contact RSO and/or Advisor for any additional information
      • Rate Approval will be routed via Docusign for signatures
      • Advisor or Student Life Office will need to sign
      • Once Rate Approval is approved, copy will be forwarded
    • Rate Approval Questions RSOs will be asked to answer
      • Student Organization Name:
      • Advisor:
      • Advisor Email:
      • Contact Person for event:
      • Name of Event:
      • Date of Event:
      • Location of Event:
      • Description of Event: (Please provide detailed description)
      • Will this event be students only or open to the public:
      • Are you selling items/ merchandise? How much? Enter Details
      • Is this event a Fundraiser? If yes, for what organization?
      • Rate: (the amount the RSO is charging for the event or items being sold)
      • Where are funds being deposited: COOL account or SSF account
      • Is a Cash Box Needed:
      • Is a UStore link Needed:
      • Proposed date to open Ustore link:
      • Date to close UStore link:
      • Note - a separate form will be sent via email for the completion of the UStore link

• • Creating a U-Store
    • UStore How to Video
      • Use this form to create a Ustore and turn into studentlife@pnw.edu
        • uStore Event Detail Form.docx
      • A Ustore is an Online electronic payment system for events or sales
      • RSO’s will be charged Credit Card Fees for UStore revenue
      • Credit Card Fee charge averages 3% of total revenue and applied to account on quarterly basis
      • Indicate on Event Form need for UStore
      • Student Life Office will forward information to Business Manager
      • Business Manager will contact RSO and/or Advisor to gather necessary information and forward UStore Event Detail Form
      • Business Manager will submit Event Request for PNW UStore via Docusign along with Rate Approval
      • Timeline: 3 weeks before desired date
      • RSO and/or Advisor will submit Ustore Event Detail Form to Ronit Bhardwauj @ bhardwa8@pnw.edu
      • Timeline: 2 weeks before desired date
      • Individuals will be contacted to test link & verify information
      • Reports from Ustore will be provided by Business Manager

• • Cash Box - How to Video
    • Indicate need for Cash Box on Event Form
    • Student Life Office will forward information to Business Manager
    • Business Manager will contact RSO or Advisor for:
    • Rate Approval, if needed (see above section)
    • Gather information for:
      • Arrangement of Pickup & Return of Cash Box at Bursar’s Office
      • Cash Box will include Student Organization Deposit Form to be completed by RSO
    • Always ask for a Cash Box with the following Denominations
      • 10 $1s
      • 2 $5s
      • 1 $10
      • 1 $20
      • Total = $50

​​​​​​​​​​​​​​Rate Approval Questions
Rate Approval Cash Box, U-Store General Notes
Ustore Detail Form