OREGON STATE UNIVERSITY
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Requesting a Cash Box
Returning a Cash Box
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DISCLAIMER: Only those officers approved as an authorized signer will have access to payment authorizations. Additionally, you will need the receiving department or club index to be able to fill out the form.
1. Log into “https://apps.ideal-logic.com/osusli” and click on “OSU login” using your ONID login.
2. On your dashboard, click on “Finance & Accounting”. You will be able to see all funding requests and payment authorizations by your organization.
3. Click on “Payment Authorization” in the light green box on the top right. The payment authorization will appear with an option to either do a payment authorization or make an advance request.
4. Now you will need to select the appropriate form. A Payment Authorization is used to reimburse an individual for expenses incurred out of pocket, to pay a vendor invoice or initiate a journal voucher transfer to another OSU index. The Advance Request is to request funds from a RSO fund in advance of an expenditure.
5. To issue payment to other student organizations or OSU departments, a journal voucher transfer can be requested by clicking “Payment Authorization” and then click “Next”
6. Here you will need to select the “type”, “external” or “internal”
7. Click “Internal (OSU student/staff/Group)”, then select “OSU department”. NOTE: this form considers OSU Departments and other student clubs as the same category.
8. Now, you will fill out the text boxes with: the department name, department contact name, email address and the department index.
9. Once you are done, click “Journal Voucher” and put any special instructions into the text box. An example of a special instruction is if you need the recipient to receive the attached supporting documentation. You can leave this blank if you do not have any special instructions to add.
10. Next select “Account Codes”, you will enter in the amount, provide a description on what was purchased, and select the appropriate account code. If the account code you need is not listed, please click other and fill the text box. To add more than one Account Code, repeat the process for each one. [point out with cursor on screen] If you find an error, you can choose to “edit” or “remove” the account code.
11. The next section on “Expense Information” will ask you for the who, what, where, when, and why.
12. Next we will need to know the status of your receipts. Your options are: I have all of my receipts, I have some of my receipts, or I have no receipts.
13. If you have all of your receipts or have some of your receipts you will be asked to upload the supporting documentation. These receipts must match up with the total amount from the account codes.
14. If you choose “I do not have all of my receipts, or I have no receipts” you will need to answer the “Lost Affidavit Questions”.
15. Last item is the authorized signers. Click “Select a Person” and choose one of the authorized signers from your organization. Your club can have up to five authorized signers. The Authorized Signer cannot authorize any payment, advance or reimbursement to themselves. If you need to update your authorized signers, reference our video about updating authorized signers.
16. Click “Next”. On the next page it will show if you have all the required fields complete. If you have all green check marks, then you are ready to click “Submit Submission”.
17. Lastly, if you have any further questions or concerns you can refer to our website for our office hours and contact information.
Video: https://beav.es/5WQ
DISCLAIMER: Only those officers approved as an authorized signer will have access to payment authorizations. Additionally, you will need the receiving department or club index to be able to fill out the form.
1. Log into “https://apps.ideal-logic.com/osusee” and click on “OSU login” using your ONID login.
2. On your club dashboard, in the light green box to the right, click on the “Payment Request form”.
3. There will be two selections that show up. One is the RSO Payment Authorization and the other is RSO Credit Card Request. You will select the RSO Payment Authorization because you are reimbursing an individual for expenses incurred out of pocket. Then click “next”.
4. Here you will need to select the “type”, “external” or “internal”
5. Click “Internal (OSU student/staff/Group)”, then select “OSU Student/Staff”.
6. Click “Select a Person” and type in the name of the person who is being reimbursed.
7. If the person does not appear; click “Add a New Person”. Enter their first name, last name and OSU email address and click “Create New Person”.
8. Afterwards their ID number will automatically populate. In this instance Beaver Beaver isn’t a real person so that will not populate.
9. Next, you will click “Add Address...”, add their mailing address and then click “Add Address”.
10. Then, select mail a check/direct deposit. You can enter special instructions/notes if you need to here.
11. Next select “Account Codes”, you will enter in the amount, provide a description on what was purchased, and select the appropriate account code. If the account code you need is not listed, please click other and fill the text box. To add more than one Account Code, repeat the process for each one. [point out with cursor on screen] If you find an error, you can choose to “edit” or “remove” the account code.
12. The next section on the form is “Expense Information”. It will ask you for the who, what, where, when, and why for the expense. You will answer the prompts via the text boxes.
13. Next, we will need to know the status of your receipts. Your options are: I have all of my receipts, I have some of my receipts, or I have no receipts.
14. If you have all of your receipts or have some of your receipts you will be asked to upload the supporting documentation. These receipts must match up with the total amount from the account codes.
15. If you choose “I do not have all of my receipts, or I have no receipts” you will need to answer the “Lost Affidavit Questions”.
16. Last item is the authorized signers. Click “Select a Person” and choose one of the authorized signers from your organization. Your club can have up to five authorized signers. The Authorized Signer cannot authorize any payment/reimbursement to themselves. If you need to update your authorized signers, reference our video about updating authorized signers.
17. Click “Next”. On the next page it will show if you have all the required fields complete. If you have all green check marks, then you are ready to click “Submit Submission”.
18. Lastly, if you have any further questions or concerns you can refer to our website (clubs.oregonstate.edu) for our office hours and contact information.
Video: https://beav.es/5mu
DISCLAIMER: If the vendor has not been set up in the financial information system,
additional steps will be required to get them set up. The vendor will receive an invitation
electronically requesting the information needed to make payment. Processing time for payment
will depend on the responsiveness of a vendor. To find out if a vendor is already in the
University’s financial information system, please contact [email protected]
1. Log into “https://apps.ideal-logic.com/osusli” and click on “OSU login” using your ONID login.
2. On your club dashboard, in the light green box to the right, click on the “Payment Request form”.
3. There will be two selections that show up. One is the RSO Payment Authorization and
the other is RSO Credit Card Request. You will select the RSO Payment Authorization because you are reimbursing an individual for expenses incurred out of pocket. Then click “next”.
4. Here you will need to select the “type”, “external” or “internal”
5. Now you will need to select the appropriate form. A Payment Authorization is used to reimburse an individual for expenses incurred out of pocket, to pay a vendor invoice or initiate a journal voucher transfer to another OSU index.
6. To pay a vendor for any services like payment for goods or services used outside of OSU student/staff or departments click “Payment Authorization: and then click “Next”
7. Here you will need to select the “type”, “external” or internal”
8. Click “External (Vendor)”
9. Afterwards, you will be asked to fill out the vendor's name, vendor ID, address, phone number and email into the text boxes.
10. Once you are done, click “Mail a Check & Direct Deposit” and put any special instructions into the text box. An example of a special instruction is if you need the recipient to receive the attached supporting documentation. You can leave this blank if you do not have any special instructions to add.
11. Next select “Account Codes”, you will enter in the amount, provide a description on what was purchased, and select the appropriate account code. If the account code you need is not listed, please click other and fill the text box. To add more than one Account Code,
repeat the process for each one. [point out with cursor on screen] If you find an error, you can choose to “edit” or “remove” the account code.
12. The next section on “Expense Information” will ask you for the who, what, where, when, and why.
13. Next, we will need to know the status of your receipts. Your options are: I have all of my receipts, I have some of my receipts, or I have no receipts.
14. If you have all of your receipts or have some of your receipts you will be asked to upload the supporting documentation. These receipts must match up with the total amount from the account codes.
15. If you choose “I do not have all of my receipts, or I have no receipts” you will need to answer the “Lost Affidavit Questions”.
16. Last item is the authorized signers. Click “Select a Person” and choose one of the authorized signers from your organization. Your club can have up to five authorized signers. The Authorized Signer cannot authorize any payment, advance or reimbursement to themselves. If you need to update your authorized signers, reference our video about updating authorized signers.
17. Click “Next”. On the next page it will show if you have all the required fields complete. If you have all green check marks, then you are ready to click “Submit Submission”.
18. Lastly, if you have any further questions or concerns you can refer to our website for our office hours and contact information.
SSOs may request access to a Pcard for procurement of goods and services. Pcards are for communal use and are intended to be checked out and returned immediately upon completion of a purchase. The following is required for use of a Pcard:
Pcard requests are available through the Payment Request on the Student Organizations Database (Ideal-Logic).
If this purchase is related to a club event/activity meeting, an Activity Plan/Report needs to be submitted before the card is approved for use.
If activity is tied to an SOA Grant, the grant needs to be approved before the card is approved for card use.
The vendor must:
Accept credit cards.
Provide an itemized receipt; It is the responsibility of the Club Officer to obtain and share the itemized receipt with SOA.
Pcards may be utilized as follows:
SOA professional staff purchase items for the club.
Drop-in use is available if there is a card and staff are available at the time of the visit.
Club Officer will visit the SOA Office to purchase items on an office computer.
Drop-in use is available if there is a card and staff are available at the time of the visit.
Check out the Pcard for in-store purchases in Corvallis or nearby area.
It is recommended that a request is submitted at least 24 (business) hours before you need to use the card.
Drop-in use is available if there is a card and staff are available at the time of the visit.
Pcard must be utilized and returned within the agreed upon check out window.
If Pcard is needed longer 1-2 days, contact SOA to discuss the situation before submitting a request
Check out the Pcard for club travel.
It is recommended that a request is submitted as soon as possible but at least 72 hours before you need it to pick up the card.
Drop-in use is not permitted for travel.
Note: All items sold by a vendor have a merchant code. OSU blocks some merchant codes for financial safety reasons. It does not mean that we cannot complete your purchase with the Pcard, but that SOA may need to get additional approval before making the purchase. Unfortunately, there is no way to know what will get blocked beforehand. If your purchase is blocked, SOA will have to wait for approval before attempting the purchase again. Given that information, we highly encourage you to submit this form sooner rather than later to ensure enough time for approval if needed.
Here is a video with additional information: https://beav.es/5m6. Please use the following guide as a reference as well.
