Business Office for Student Organizations Krach Leadership Center - Room 365

Covid-19 FAQs

Please refer here for answers to frequently asked questions regarding Covid-19's impact on student organization activities and payments.

Events:

  • Can virtual events still be held?
    • Virtual events are allowable. However, an activity planning form must be submitted and fully approved before the virtual event takes place. Please contact the Student Activity and Organizations (SAO) office if you have additional questions, sao@purdue.edu.
  • Can refunds be given for items purchased for cancelled events?
    • If items cannot be returned, BOSO will review each request and decide on a case by case basis. You may be asked to provide documentation that shows you were not able to be refunded.
  • Are club meetings still allowed?
    • Please contact the Student Activities and Organizations office in regards to holding meetings: sao@purdue.edu
  • Can I submit activity forms for future events?
    • Activity planning forms can be submitted, but you may want to reach out to SAO to see if there is a high likelihood that the event will not be feasible due to Purdue guidelines restricting activities due to Covid-19. Please contact the Student Activity and Organizations office at: sao@purdue.edu

Payments/ Deposits:

  • How can I make deposits while your office is closed?
    • Please click here to view Covid-19 Temporary Deposit Procedures.
  • Where can I send deposits?
    • Checks can only be mailed via USPS to Krach Leadership Center, Business Office for Student Organizations, Room 365, 1198 Third Street, West Lafayette, IN 47907. Checks must be mailed via USPS.
  • Can I make deposits electronically?
    • The only way to deposit electronically is to setup a storefront in TooCool.
  • How can Hall clubs access their P-Card? 
    •  At this time hall club card check out is very limited. BOSO staff are in the office 1-2 times a week for check printing and deposits. Since there is a next day return request on cards, timing does not work. Any request will have to be reviewed on a case by case basis and will take at least a week’s advance notice.
  • Why are payments stopping after April 3rd ? Are all BOSO activities and COOL payments ceasing after April 3rd?
    • The deadline for SFAB and SOGA payment request submissions was April 3rd, 2020. However, BOSO will continue to review and process payments as approved. As we are working remotely, checks will only be printed once per week on Mondays.
  • How can I pick up a check from your office?
    • Until further notice, we will only be mailing checks out and there will be not be an option to pick up checks.
  • How can I reimburse members if they are no longer on campus?
    • You will need to contact them for their home address. When you submit a payment request in the Cool system, make sure that you correctly list the address. We will then mail the check to their home address upon approval of the payment request.
  • Our organization needs to put in a payment request, but the officers no longer have access to COOL and my club cannot meet to re-elect officers--what do I do?
    • Please contact SAO for guidance, sao@purdue.edu.
  • What will happen with SOGA/ SFAB/ OEG grants?
    • Please contact SOGA/SFAB @ soga@purdue.edu for questions regarding SOGA and SFAB. You can contact the Office of Engagement in regards to your OEG award.
  • Who can I contact about SOGA/ SFAB/ OEG grants?
    • Please contact SOGA/SFAB @ soga@purdue.edu for questions regarding SOGA and SFAB. You can contact the Office of Engagement in regards to your OEG award.
  • Our event was cancelled and our supporters have requested the return of their funds.  How should I proceed?
    • You will need to request a reimbursement in the COOL system for the sponsor. In order to request a reimbursement, you will need to reference the deposit number associated with the supporter's contribution and/or be able to show proof that the supporter's contribution was received by Purdue. BOSO will review and approve based on the organization's available funds.
  • Our members, who were traveling on behalf of our organization, purchased airfare which is non-refundable.  Can they be reimbursed? 
    • There are continual changes and updates for airlines with canceled flights in regards to refunds and credits. Please continue to watch for updates and check with the airlines you booked with. If your organization has previously reimbursed an individual for a flight, and now a refund is given from the airline, those funds must be returned to your student organization. Here is a link to some updated airline information on refunds, credit vouchers, and change time frames.
  • The airlines offered our members credits which we cannot use, what can we do? 
    • There are continual changes and updates for airlines with canceled flights in regards to refunds and credits. Please continue to watch for updates and check with the airlines you booked with. If your organization has previously reimbursed an individual for a flight, and now a refund is given from the airline, those funds must be returned to your student organization. Here is a link to some updated airline information on refunds, credit vouchers, and change time frames.
  • The student organization members that are requesting reimbursement are still on campus.  Can they pick up their checks?
    • Not at this time. The check will need to be mailed via campus mail to wherever they are living. Please ensure that you have correct address information, including room or apartment numbers, when submitting your payment request.
  • Some of our club members live outside of the US.  Will they receive their reimbursement?
    • These requests will have to be reviewed on a case by case basis
  • I received a reimbursement check for items/ registration/ lodging/ etc., but the event was cancelled.  Should I just rip up/ shred/ toss the check?
    • Contact BOSO at boso@purdue.edu to let us know the status of the event and the check number. Please mail the check back to the BOSO office, Krach Leadership Center, Room 365, 1198 Third Street, West Lafayette, IN 47906. BOSO will cancel the check and credit your organization's account.
  • Can an online payment method be set up for receiving dues?
    • You can set up a store front through TooCool for dues payments.
  • Can organizations still award scholarships?
    • The AY 19-20 scholarship deadline submission is April 10, 2020. You can submit scholarship awards for Fall 2020. Please complete the scholarship form and email it to kjhigh@purdue.edu .
  • How can we collect funds for charity?
    • Please contact kjhigh@purdue.edu to discuss options for collecting charitable funds.
  • We want to donate funds to help with COVID 19 …  What are the rules?
    •  In order for your organization to donate to COVID relief, you will need to submit a payment request in the COOL system payable to Purdue University. In the note section of the request state it is for COVID relief. BOSO will process the request as a departmental transfer.
  • I would like to reimburse members from my organization, but they are at home and I need to update their address.  How do I do that?
    • You can email their new address (home address) to boso@purdue.edu and we will update the information in Cool. You can also choose them as an existing payee in Cool and then make a notation in the note section that reads, "Please use the updated address: [add updated address]".
  • My organization would like to reimburse our members' partial dues.  How do we do that?
    • For partial reimbursement of dues, you will need to submit reimbursement payment requests in the COOL system. BOSO will need documentation (proof) the individual had paid these fees. BOSO will review and approve based on proper documentation and account balance. 
  • I sent a check to the wrong address/ a check was not received.  What should I do?
    • Contact BOSO with the check information, and, in the case of incorrect address, the payee's correct address. We can cancel the check and re-issue it.
  • Can/should our organization book travel/pay registration for an off-campus event scheduled during the Summer or Fall?
    • Please refrain from booking airfare, hotels, and/or ground transportation or paying for registration for non-virtual events until clearance has been given by BOSO. Please contact BOSO, boso@purdue.edu or 765-494-6724 for additional information.
  • Can we invite a speaker/performer to an event in the Summer or Fall and pay for their travel?
    • At this time, student organizations cannot book and pay for a performer/speaker's travel. As a reminder, all service providers, including speakers and performers, must sign a contract, which will be extended to them by BOSO or must submit their own contract to BOSO for review and signature. If the University determines that outside visitors/service providers can be invited to campus, it might be possible to extend a contract that offers reimbursement for travel expenses; however, all contracts or addendums to contracts will contain a provision which releases the student organization and University from this obligation to reimburse in the event of a pandemic. Acceptance of this term will be non-negotiable. For more information, please contact Deirdre Ryan, dhryan@purdue.edu.
  • Covid-19 FAQs