{"id":19847,"date":"2024-03-15T07:16:36","date_gmt":"2024-03-15T11:16:36","guid":{"rendered":"https:\/\/qa.www.purdue.edu\/treasurer\/finance\/\/?page_id=19847"},"modified":"2026-03-16T15:42:43","modified_gmt":"2026-03-16T19:42:43","slug":"faqs","status":"publish","type":"page","link":"https:\/\/www.purdue.edu\/treasurer\/finance\/business-management\/boso\/faqs\/","title":{"rendered":"FAQs"},"content":{"rendered":"\n
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Frequently Asked Questions (FAQs)<\/h1>\n\n\n\n

Where do you find the activity forms and when do they need to be submitted for events?<\/strong><\/p>

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In Boilerlink<\/strong><\/a> on the club\u2019s home page. Activity forms must be submitted a minimum of 2 weeks in advance of event. Large scale events may require additional time.<\/p>\n<\/div><\/div>\n\n\n\n

How do I print\/view my club’s account statement from the COOL system?<\/strong><\/p>

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Log into COOL<\/a>– Club Name- Banking- Generate Account Statement, specify date range and Export report to PDF format.<\/p>\n<\/div><\/div>\n\n\n\n

How do I change address on an existing payee?<\/strong><\/p>

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Students cannot change existing payee addresses. When processing the payment request for that payee in COOL, you will put new address information in the note section of the payment request. BOSO staff will update address.<\/p>\n<\/div><\/div>\n\n\n\n

How do I update\/change my club officers for the COOL system?<\/strong><\/p>

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The club president needs to log into Boilerlink<\/strong><\/a> and register the new club officers. Once officers are approved by the Student Activity and Organizations office (SAO) they will forward the new officer information to BOSO to update the COOL system. The COOL update usually takes 2-4 business days once BOSO receives the information from SAO.<\/p>\n<\/div><\/div>\n\n\n\n

When is a work order needed? What do I need to do to submit a work order?<\/strong><\/p>

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Work orders are often needed when an organization requires services, utilities or equipment from University Facilities Management, Purdue Fire Department, Purdue Police Department or Space Management. You can visit BOSO’s Campus Cost Estimate<\/a><\/strong> page and view the “Purdue Facilities Service, Utilities and Equipment” drop down to find commonly requested or needed items.<\/p>\n\n\n\n

In order to request University services, equipment or utilities, a separate Work Order Form<\/a><\/strong> must be completed for each item you need to request. All Work Order Forms should be emailed to boso@purdue.edu<\/a>. Work Orders for security need to be submitted at least 14 business days in advance of an event. All other Work Orders should be submitted no less than 7 business days before an event. Any Work Order cancellations must be done 3 business days before an event. You should email boso@purdue.edu<\/a> to cancel work orders. The organization may still incur charges for canceled work orders.<\/p>\n<\/div><\/div>\n\n\n\n

How do I know if a check is ready to pick up?<\/strong><\/p>

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In COOL<\/a>, select the student organization account that the expense will be from paid from. Select the payment tab: if payment has a document number listed, the check has been written. The document number is the check number. <\/p>\n\n\n\n

If the payment request is listed under payment tab with no document number, then the request has been approved but the check has not been written. <\/p>\n\n\n\n

Payment requests (checks) are usually ready in 5 business days if all back-up documentation provided is correct. <\/p>\n\n\n\n

Checks marked “hold for pick up” can be picked up in the BOSO Office after 1pm the day it is written. Checks may be picked up by the payee. Only the President, Treasurer, or Advisor may pick up checks on behalf of the organization.<\/p>\n\n\n\n

Payment requests not marked “hold for pick-up” will be mailed.<\/p>\n<\/div><\/div>\n\n\n\n

The Treasurer or President cannot access the COOL System… why?<\/strong><\/p>

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Officer\u2019s access to COOL ceases based on the expiration date submitted on the registration form in Boilerlink<\/strong><\/a>. If your office has expired, then you will not have access to COOL. To update officers see \u201cHow do I update\/change my club officers in COOL”.<\/p>\n<\/div><\/div>\n\n\n\n

How do we as a club deposit funds into our BOSO club account? Do we handle donation checks any differently?<\/strong><\/p>

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You can deposit cash or checks (made out to your club) at the BOSO office, Krach Leadership Center, Room 365 with a completed deposit slip. Deposit slips can be picked up at the BOSO office. See the deposit slip processing instructions<\/a> on filling out deposit slips.<\/p>\n\n\n\n

Donation checks need to be copied by the BOSO office and sent to University Development office for tax purposes for the donor. All donor account information is blacked out.<\/p>\n<\/div><\/div>\n\n\n\n

A club member has lost their check, can they get it replaced?<\/strong><\/p>

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Yes. The President or Treasurer needs to email BOSO@purdue.edu<\/strong><\/a> from their Purdue University email account and give details of the check: check number, amount, payee & date. Indicate if the replacement check is to be held for pickup or to be mailed. For mailed checks, also provide the current address of the payee. BOSO will then void the original check and reissue the check in the COOL System for the same Payee with a note referencing re-issue of check.<\/p>\n<\/div><\/div>\n\n\n\n

How do drivers get RM01 & van approved to drive for club events?<\/strong><\/p>

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The individual submitting the RM01S form needs to go here<\/strong><\/a> to access the form on the Risk Management Website. You will complete and submit online. You will be notified via email from Risk Management when approved. If denied, you will receive notification from Risk Management with a brief explanation of denial. Van certification is also located on the Risk Management website<\/strong><\/a><\/p>\n<\/div><\/div>\n\n\n\n

Where do I find my student organization number in the COOL system?<\/strong><\/p>

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It is on the COOL<\/a> System-student organization- Student Organization Information page at the bottom next to SOA Number.<\/p>\n<\/div><\/div>\n\n\n\n

What items are not allowable purchases from student organization funds?<\/strong><\/p>

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Student Organizations’ funds are not allowed to be used to purchase alcohol or alcohol related items or services, tobacco or tobacco related items, firearms, ammunition, gift cards or gift certificates.<\/p>\n<\/div><\/div>\n<\/div>\n\n\n\n

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