{"id":19832,"date":"2024-03-15T07:17:26","date_gmt":"2024-03-15T11:17:26","guid":{"rendered":"https:\/\/qa.www.purdue.edu\/treasurer\/finance\/\/?page_id=19832"},"modified":"2026-03-20T13:40:58","modified_gmt":"2026-03-20T17:40:58","slug":"manual","status":"publish","type":"page","link":"https:\/\/www.purdue.edu\/treasurer\/finance\/business-management\/boso\/manual\/","title":{"rendered":"Student Organizations User Guide"},"content":{"rendered":"\n
\n
\n

Student Organizations User Guide<\/h1>\n\n\n\n

Purdue University policy requires that all recognized Student Organizations who have financial activity operate their account through the Business Office for Student Organizations.  General financial procedures, including receiving and dispersing of funds are to be made in accordance with policies and procedures as prescribed by the Business Office for Student Organizations.<\/p>\n\n\n\n

It is the responsibility of the president and treasurer to review the Financial Procedures manual to be familiar with the policies and procedures for your organization.<\/p>\n\n\n\n

All contracts must be reviewed and signed in advance of activities or use of products by the Business Office for Student Organizations.<\/strong><\/p>\n\n\n\n

The BOSO staff is available to answer any questions you may have about events; finances; policies and procedures, etc. either in person, through email or by phone, boso@purdue.edu<\/a> or 765-494-6724.<\/p>\n\n\n\n

Accountability of Funds<\/p>

\n

Accountability for all funds collected by the student organization is the responsibility of the treasurer.  Accountability can be established in several ways:<\/p>\n\n\n\n

    \n
  1. The treasurer may maintain a Record of Dues Collected<\/strong> for club dues, which would include the members name, amount of dues paid, and date of payment.  A Participant Roster<\/strong> may also be used for other activities whenever the club is collecting fees from several individuals.  Forms<\/a> are available on the website.  The treasurer may choose to issue a  numbered receipt for all dues, fees, assessments, and other income received.
    <\/li>\n\n\n\n
  2. Ticket Sales: Numbered Tickets; sales online through COOL; or sales through Elliott Hall of Music Box Office. 
    <\/li>\n\n\n\n
  3. An Inventory & Sales Control Worksheet is generally used by organizations to track inventory of merchandise\/goods for sale.  
    <\/strong><\/li>\n\n\n\n
  4. It is recommended that the organization maintain a completed copy of the Inventory & Sales Control Worksheet in their financial records.  This report, when completed will provide the organization and its members a record of deposits and a summary of the sales event. <\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n

    Accounting Functions<\/p>

    \n
    BUDGETS<\/h5>\n\n\n\n

    Each student organization should prepare an annual operating budget for internal control and planning purposes.  The budget should be reviewed by the president, treasurer and advisor of the club.  The treasurer should maintain the budget in the organization\u2019s financial records.<\/p>\n\n\n\n

    RECONCILING STATEMENTS<\/h5>\n\n\n\n

    Please verify that all transactions on the account belong to your organization.  If there are discrepancies, report them immediately to BOSO.<\/p>\n\n\n\n

    BOSO may make adjusting entries<\/strong> to the account under the heading Transfers In, Transfers Out, Debits and Credits.<\/p>\n\n\n\n

    AUDITS<\/h5>\n\n\n\n

    BOSO conducts audits of the financial activity of recognized student organizations.  Audits may be conducted during the school year as they relate to specific activities. <\/p>\n<\/div><\/div>\n\n\n\n

    Amazon for Business<\/p>

    \n

    The Business Office for Student Organizations can set up an Amazon for Business account for your organization. The President and treasurer will have access and can place orders for your organization.<\/p>\n\n\n\n

    Purchasing can be done at your convenience, any time or location and routes automatically to the business office for approval. Those purchases are made tax exempt and on a purchasing card that will post as a debit on your account.<\/p>\n\n\n\n

    When you are ready to set up an Amazon for Business Account email bosopcard@purdue.edu<\/a><\/p>\n<\/div><\/div>\n\n\n\n

    Cash Handling Standards<\/p>

    \n

    The treasurer will follow University procedures for collecting cash\/checks on a timely basis. <\/p>\n\n\n\n