BOSO TREASURER WORKSHOPWWW.PURDUE.EDU/BOSO

COOL PAYMENT PROCESSING

BOSO Business Office Student Organizations

Important Items for Clubs to Know:

• If you do not have a current/updated registration submitted in Boilerlink and approved by the Student Activity Office you will not have access to COOL.

• If you are a current officer and unable to log into the COOL system you will need to check your computers compatibility. Go to Tools – Compatibility View Settings- Add www.coolfaces.net to your computer Tools

• NO gift cards, gift certificates, alcohol or alcohol related expenses, tobacco or firearms may be purchased with student organization funds

• Payments/Reimbursements: Be sure to choose correct account in COOL when submitting a payment request. Ex: If expense is a SOGA funded/approved expense use your SOGA account. Clubs may have multiple accounts; General, SOGA, OEG, Scholarship, Charity, etc.

• Suggested maximum gratuity suggested is 20%. Receipt must show tip with signature for reimbursement

• All receipts and/or invoices must be itemized (listing in detail what was or is being purchased) before BOSO can process payment. Receipts and or Invoices must be legible.

• There is a 2 business day turn around for checks once payment request is submitted in COOL system and has all proper documentation and Activity Planning Form (if needed). Checks marked “hold for pick up” can be picked up after 3:00 p.m. on the 2nd business day. If there is missing documentation or questions on the request BOSO will return request with note stating the error. If club does not respond after 2nd business days BOSO will delete request.

• BOSO does not send email notifications when checks are processed. Treasurer, President or advisor can check COOL to see if check has been processed.

Important Items for Clubs to Know, continued:

• Merchandise with Purdue logos or trademarks must be purchased from a Purdue licensed vendor. See Marketing and Media website for a list of licensed vendors: https://www.purdue.edu/trademarks-licensing/licensees/approved-standard.php

• Activity forms must be submitted a minimum of TWO WEEKS in advance of the event through Boilerlink (https://boilerlink.purdue.edu). Larger scale events may require additional time

• Students DO NOT sign any contracts on behalf of their organization and Purdue University. If your event involves contracting, BOSO will execute all contracts on behalf of the organization. A “contract worksheet” will need to be completed and submitted to BOSO for all paid speakers, artists, etc. https://www.purdue.edu/business/boso/forms/Contract-Worksheet-for-Student-Organization-Events.pdf

• If artist/speaker, etc has their own contract this must be submitted to BOSO for review and approval

• Any venue rental agreement/contract must also be submitted to BOSO for review and approval.

• Traveling on behalf of a student organization your club needs to complete an Activity Form and submit in BoilerLink. All drivers must be RMO1 approved. The RMO1S form is found on the Risk Management website. http://www.purdue.edu/business/risk_mgmt/ Two RMO1 approved drivers per vehicle is required. If requesting a van, drivers must be 21 years of age and complete a Van Certification. The Van Certification link is on the Risk Management Website.

• Charity Events: submit your Activity Form and then set up an appointment time to meet with Kelly High to open a BOSO Charity Account for your charitable event(s). Collection of donated goods does not require a charity account.

LOG INTO MYPURDUE

COOL LOG IN

COOL MAIN PAGE

• Choose the Organization Name and Account you wish to use.

• Some students are in multiple clubs or have multiple accounts including SOGA, OEG, and/or Scholarships.

To add logo or view account number –click on “paper with pencil” next to generate account statement

INSERT YOUR LOGO PICTURE HERE

Your Clubs BOSO Account Number

ACCOUNT STATEMENTS

You may generate an account statement by selecting the Generate Account Statement area. Input your date range and select view report. Export report to PDF format for more detail.

BANKING BUTTON To create a payment select the Banking button in the left center of the page.

ATTACHING DOCUMENTS FOR PAYMENTS

• Scan or include a photo legible copy of the receipt/invoice. If you are dining, an itemized receipt (showing what food/drink was purchased) is required for all restaurants, pizza, fast food, etc. along with the final paid receipt.

• Gratuity allowed for reimbursements is 20%.

• Download JPGS or PDF on your laptop where you can attach (like an email attachment) into the system. Maximum file size: pdf -6Mbyte, jpeg -5Mbyte

• All receipts/invoices need to be itemized, plus show proof of payment before BOSO can process them.

• Activity forms need to be submitted at least 2 weeks before an event so payments can be processed without delay.

Unattached Documents

Download JPGS or PDF on your laptop where you can attach (like an email attachment) into the COOL System.

Select ‘Unattached Documents’

Select Add Icon (paper with sun)

Browse your system for the document you wish to attach to the payments

Add a brief description, this will make it easier to find the correct document later in the payment to attach.

Unattached Documents

Overview of the documents that have been uploaded and ready to be attached.

You will attach document when you create payment request. (Shown in later slide)

Document Uploaded

Payments“Payments in Process” tab is where you will create your new payment request. Click Add Icon to create payment request. All payments listed under this tab have been submitted by student organization and is waiting BOSO approval for processing.

Type the name of Payee in the box and click ‘Search For’ (this will search the club database). If the payee shows up continue with the payment. If not select ‘Add Payee’ and search the BOSO database.If payee exists, but has a different address, you don’t need to create the payee again. Payee address change shown in later slide.

Payee Search

Checking / Adding Payees

Type in the name and chose ‘Check Payee’

If the payee exists ‘Select Existing Payee’ if they are not listed Select ‘Request New Payee’

Reminder;

MUST have apartment information if applicable.

Only check ‘Campus Mail’ if sending to a Residence Hall.

Purdue Email is very helpful.

If payee exists, but has a different address you don’t need to create the payee again. You will provide new information on the payment request screen in the NOTE box by the payee.

After information is entered select Continue then check information and click Save

New Payee

Adding the Payment To continue with the payment, select ‘Hold for Pickup’ if you want to pick up the check in BOSO. This is the quickest way to get your check.

If your payee has a new address you may provide that information in the NOTES section. Any additional information BOSO may need in regard to payment can be submitted here in ‘NOTES’ ie; Why you are paying a different amount from receipts/invoices etc.

Fill in the remaining blanks. If you have to add lines for additional income codes or receipts select the ‘Add A Line’ icon. The page with a starburst. You don’t have to request multiple checks to the same person. You can have a maximum of 9 line items on one check request.

Click Save

Attaching Documents Attach documents, invoices, receipts, itemized receipts

• Next to the document that needs to be sent with the payment.

• Select the box next to the receipt.

• Click Save

• Save Payment

• Click Okay

Select Documents & Save

Created Payment

Officer will then click ‘Approve, Reject, or Cancel’

Officer will log into Cool and select the Red Check and circle next to the payment needing approved

Approving A Payment

If your check is ready to be picked up or if it has been mailed, go to the ‘Payments’ Tab.

If your check is listed with a document number, that means your transaction has been audited and printed. Check can be picked up in BOSO Krach Rm 365 if ‘hold for pickup’ was checked on payment request. If ‘hold’ wasn’t selected , check will be mailed to the address club provided on the payment request.

Checks are usually ready for pick up or mail out within 2 business days, unless transaction was reset for missing or incomplete documents.

We do not send emails when transactions are complete.

How to Check if a Payment is Completed

REASONS YOUR PAYMENT WOULD BE RESET BY BOSO

• Missing receipts, or receipt not itemized.

• Can’t read, attachments are too small and or blurry.

• You put in a payment to yourself and we are waiting for a second officer approval.

• Scholarship Form has not been delivered to BOSO.

• Activity Form is not found on Boilerlink.

• Payment is missing proof of payment (i.e. copy of credit slip or bank statement)

• Your merchandise comes from a unlicensed vendor if it has Purdue trademarks or logos on it. Include a picture of the item with payment.

• Missing Awards, Prizes and Gifts Form.

• IRS W-9 signed forms for Awards. Prizes and Gifts has not been delivered to BOSO.

www.purdue.edu/boso

https://www.purdue.edu/apps/account/cas/login?service=https%3A%2F%2Fwl.mypurdue.purdue.edu%2Fc%2Fportal%2Flogin

www.Boilerlink.purdue.edu

www.purdue.edu/business/risk_mgmt

Additional Resources

THANK YOUwww.purdue.edu/BOSO