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  • https://www.purdue.edu/boso - BOSO Website and Procedure Manual
  • Cool website link
  • If unable to login into COOL System go to TOOLS then Compatibility View Settings and then Add www.coolfaces.net to your computers Tools. You need to have Boilerlink registration updated and have current officers on file with the BOSO office.
  • If you do not have a current registration submitted in BoilerLink and approved by the Student Activity Office your club officers will not have access to COOL.
  • NO gift cards or gift certificates may be purchased or reimbursed with club funds.
  • NO club funds may be used to purchase or reimburse for alcohol, tobacco or related products/ services.
  • Payments/Reimbursements: Be sure to choose the 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.
  • All receipts and/ or invoices need to be itemized (listing in detail what was purchased with club funds) before BOSO may reimburse payees. Receipts and/ or Invoices must also be legible.
  • Clubs can tip up to 20% of allowable charges at restaurants.
  • Merchandise with Purdue logos or trademarks must be purchased from licensed vendors, see Marketing & Media website.
  • There is a 2 business day turn around for checks – correctly submitted with proper documents and approvals. Checks will be ready after 3pm on the 2nd business day. Club officers can check on the COOL System under the 'payments tab' to see if checks are ready.
  • All deposits are made at BOSO, Krach, room 365.
  • Activity Forms must be submitted on Boilerlink TWO WEEKS prior to the date of the event/travel. Large 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 review and execute contracts on behalf of the organization and Purdue University. A 'contract worksheet' will need to be completed and submitted to BOSO for all speakers, artists, entertainers, etc. https://www.purdue.edu/business/boso/pdf/forms/contractWorksheet.pdf
  • If artist or 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 requires an Activity Planning Form to be submitted. All drivers must be RMO1 approved. The RMO1S form is found on the Risk Management website. 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 Activity Form on Boilerlink and then email Kelly High at kjhigh@purdue.edu to open a BOSO Charity Account if funds are being collected. Collection of donated goods not require an account.
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Please refer here for answers to frequently asked questions regarding student organization financial matters.

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In Boilerlink on the club’s home page. Activity forms must be submitted a minimum of 2 weeks in advance of event. Large scale events may require additional time.

Log into COOL- Club Name- Banking- Generate Account Statement, specify date range and Export report to PDF format.

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.

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The club president needs to log into Boilerlink 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.

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In COOL, select the student organization account that the expense will be from paid from. Then select the payment tab: if payment has a document number listed, the check has been processed. The document number is the check number. 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 printed. Checks are printed by 3:00 pm. Payment requests (Checks) are usually ready in 3 business days, if correct back-up document is submitted.
Checks can be picked up in BOSO by the President, Treasurer, Advisor, or the Payee, if marked “hold for pick up”. If the payment request was not marked hold for pick-up, it will be mailed next day.

Officer’s access to COOL ceases based on the expiration date submitted on the registration form in Boilerlink. If your office has expired, then you will not have access to COOL. To update officers see “How do I update/change my club officers in COOL'.

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 Instruction tab on the BOSO website for directions on filling out deposit slips.

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.

Yes. The President or Treasurer needs to email BOSO@purdue.edu from their Purdue University email account and give details of the check: check number, amount, payee & date. BOSO will then void the original check. A club officer will reissue the check in the COOL System for the same Payee with a note referencing re-issue of check.
Checks over $500 may be subject to a $30 stop pay fee.

The individual submitting the RM01S form needs to go here 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

It is on the COOL System-student organization- Student Organization Information page at the bottom next to SOA Number.

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.