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Managing Your Student Org Cost Center

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Getting Started

All registered student organizations are eligible to request and manage an Cost Center (i.e. finance account/bank account) at UTEP. This account can be managed online via MineTracker and can be utilized at no cost and with no fees to the organization.

Are you a new organization that needs to request a Student Org 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 the three lines in the top left
    2. Click on the GREY settings gear on or next to your organization's icon
    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. 

Purchase Request vs. Funding Request

There are two types of requests in the MineTracker system, Purchase Requests and Funding Requests. 

Purchase Requests: Used to take money OUT of your account

  • cash withdraws, reimbursing members, paying a vendor

Funding Requests: Better known as a Deposit Form, this request is used to deposit money INTO your account. 

Each request process is outlined in more detail below. 

Creating a Funding Request (Deposit Form)

Creating a Funding Request (Deposit Form)

Create a Purchase Request

Create a Purchase Request

Access Finance/Account Info

Access Finance/Account Info

Accessing and Requesting Funds

Accessing Finance Section & Purchase Request 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 ONLY for deposits not for withdrawals or payments of any kind. Please make sure you submit your request using "Create Purchase Request". 

Funding Requests: Making A Deposit

If you need to make a deposit into your Cost Center you can do so by submitting a Funding Request form. Deposits along with the completed form should be dropped off at Student Business Services located at the Mike Loya Academic Services Building.  

Funding Requests 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 Funding Request

Completing the Form 

  1. Complete and submit the form with all information requested. Your submission is complete when you receive the confirmation e-mail from the MineTracker system.
  2. Print the completed form and place it in an envelope with your cash/checks/money order
    1. You do not need to wait for any approvals before printing your deposit form and dropping it off. The form is ready to be printed as soon as you submit it. 
  3. Drop off the envelope at Student Business Services located at the Mike Loya Academic Services Building 
  4. Once the deposit is received the MineTracker form will be updated and the person who submitted will receive an approval e-mail. 

Note: The Create Funding Request option is ONLY for deposits not for withdrawals or payments of any kind. Please make sure you are submitting the correct form. 

Types of Requests and Categories

Types of Requests

  1. Cash Withdrawals
    1. Taking money out of your account. Please select "Cash Withdrawal" as your category. 
    2. Cash withdraw maximum = $499 per transaction
    3. Cash withdrawals are generally used to pay for items up front like items an upcoming event or meeting.
      1. Please note: we do not encourage cash withdrawals for large purchases. Please see Vendor Payments below for a safer, more secure option. 
    4. When submitting the request make sure to include the full name, address, student ID and UTEP e-mail for the person who will be picking up the cash. 

Types of Requests (and their Categories)

  1. Member Reimbursements
    1. Taking money out of your account to reimburse a member/advisor for something they purchased/paid for.
    2. There are two categories for reimbursements: 
      1. Member Reimbursement - Cash 
        1. This should be used for small reimbursements under $499. 
        2. Cash reimbursements are generally available within 1 - 2 business days after they have been received by the SELC and approved.  
        3. The request will need to be submitted and a receipt showing proof of purchase will need to be attached to the request. 
      2. Member Reimbursement - Check/Direct Deposit 
        1. This should be used for larger reimbursements above $499.
    3. For all reimbursements: 
      1. Make sure to have the member's full name, address, student ID and UTEP e-mail as it is required in the form. 
      2. You will need to upload a receipt for the purchase that reflects the reimbursement amount. 
  1. Vendor Payments
    1. This category is used for requesting checks to third-party companies or vendors. When making this type of request please select "Vendor Payment" as the category of your request
    2. 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. Please note that there is no approval button. Instead the process is a review process where each person changes the stage to the next reviewer in the workflow. The workflow is outlined below

Review & Approval Workflow:
(after their request is submitted in MineTracker)

  1. The first stage is President Review
    1. Student Org President is notified via e-mail and must review
    2. President should login and if everything looks correct, click "Change Stage" on the upper right side
    3. Adjust the stage from President Review --> Advisor Review
    4. Click SAVE
    5. Note: If the President is the one who submitted the request they will still need to complete the steps above. 
  2. The second stage is Advisor Review (this starts after the step above is complete)
    1. Student Org Advisor is notified via e-mail and must review
      1. If you have more than one advisor, all of them will receive the same notification. Only 1 advisor's review is needed
    2. Advisor should login and if everything looks correct, click "Change Stage" on the upper right side
    3. Adjust the stage from Advisor Review --> SELC Approval
    4. Click SAVE
  3. The third stage is SELC Review and Approval 
    1. Our team will review and click approve. At this point, the request is officially sent for processing. 
    2. The person who submitted the request will get a notification when the request has been approved and is being processed. 
      1. The request will change from Unapproved to Approved. 
      2. The Cost Center balance will be automatically adjusted based on the request amount. 
      3. All officers with access to the organization's Finance tab will be able to see the request and current status on the page. This includes advisors.
  4. The fourth stage is Processing
    1. Once a request is at this stage, the payment is now being processed. The timeline for each request type is outlined below. 
      1. Cash Withdrawals & Member Reimbursements - Cash: All cash withdraw requests will have their status updated to "Cash Withdraw Processing". This means that we have submitted the request to Student Business Services to prepare your cash. 
        1. The person who submitted and/or the person picking up the money will receive an e-mail confirming the request. 
          1. If this e-mail is received before 10:00am, the funds will generally be available on the next business day. 
          2. If this e-mail is received after 10:00am, the funds will be available on the 2nd business day. 
          3. You will receive a confirmation via that e-mail thread that the money is available for pickup. 
      2. Member Reimbursements - Check/Direct Deposit: All reimbursements in this category will be processed and paid directly to that member. If the individual does not have an account in the system, they will receive a request from an SELC Staff Member to setup an account via PaymentWorks. 
        1. Please respond to these requests in a timely manner to facilitate timely payment. 
      3. Vendor Payment: All payments to vendors will be processed as checks to that vendor/business. 
        1. If the vendor is already in the system, this process will be completed much quicker. 
        2. If the vendor is NOT in the system, an SELC Staff Member will work with the vendor to get them registered with the Ãå±±ÂÖ¼é in the Payment Works system. 
          1. It is important that the vendor responds to these requests in a timely manner to facilitate timely payment. 
  5.  

Contact our team for support!

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 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.

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.

Connect With Us

The Ãå±±ÂÖ¼é of Texas at El Paso
Student Engagement & Leadership Center
Union Bldg. West, Room 106
351 W. Ãå±±ÂÖ¼é Ave.
El Paso, Texas 79968

E: selc@utep.edu
P: (915)747-5670
F: (915)747-7400