COOL System and Payment Process Training Notes and slides

COOL System and Payment Process Training Notes and slides

Hi RSO Officers!

This email will discuss All items related to the COOL Account.  We will review:

• Important Resources for using the COOL Account
• How to Use the COOL Account
• How to Balance your SSF Account using COOL
• How to Use COOL Funds and Office of Student Life Purchasing Cards

Important Resources for Using the COOL Account

Cool Account Access Link: COOL Account Login

Video on How to Use the COOL Account

General Money Training Video 08-21-25: MONEY! (SSF, Purchasing Cards, and COOL).mp4

Please review this presentation here for more information on SSF: RSO SSF and COOL Training 8-21-25 V@.pptx

More training Documents to follow along on how to use the COOL Account

COOL_Payment_Processing_PNW
COOL_User_Guide_V30

How to Use the COOL Account
Video on How to Use the COOL Account

The COOL Account can be accessed using this link: https://www.coolfaces.net/COOLPNW/Individual/ShowIndividualPage.aspx

Please be advised that the contact for the COOL Account is Helen Curtis.

Whenever you have Questions about your COOL Account. Please contact either pnwcool@pnw.edu or studentlife@pnw.edu

Please remember when submitting a Payment in COOL, that two other officers will need to approve the payment before it is processed.

After a Payment is completed, if Officers have indicated that a check be held for pick up at the PNW Bursar's office, that check must be picked up with-in 30 days of the check being cut. 

How to Balance your SSF Account using COOL

There is a way for your organization to utilize The COOL Account to Balance Deficits in your SSF Account. 

Step 1: Add the School as a Payee to your COOL Account by using the following Information

Name: Purdue University Northwest

Address: 2200 169th st Hammond, IN 46323

Step 2: Create a Payment using the School as a Payee and using any documentation that may prove that your account is in a deficit as the unattached documentation.  A Quote, Receipt, Invoice or email should work. In this step, be sure to include your SSF Account Number in the Notes of the payment.  If your SSF Account number is not included in the Notes of the Payment, your payment will not be approved. 

Step 3: Make sure that two other officers approve the payment so that it can be approved. 

How to Use COOL Funds and Office of Student Life Purchasing Cards

There is a way for your organization to utilize Our Student Life Purchasing Cards to make large purchases with money from your COOL Account.

Step 1: email studentlife@pnw.edu with a screenshot of your COOL account and the amount you are planning to spend.

Step 2: Submit an SSF Request in MyPNWLife and Select COOL when listing the types of funds you plan to use.  Make sure to request a P-Card for this request. 

Step 3: If you have not already done so, Add the School as a Payee to your COOL Account by using the following Information

Name: Purdue University Northwest

Address: 2200 169th st Hammond, IN 46323

Step 4: Create a Payment using the School as a Payee and using any documentation that may prove that your account is in a deficit as the unattached documentation.  A Quote, Receipt, Invoice or email should work. In this step, be sure to include your SSF Account Number in the Notes of the payment.  If your SSF Account number is not included in the Notes of the Payment, your payment will not be approved. 

Step 5: Make your Purchase with the student life P-Card and return the Card and Receipt to the Dean of Students Office in CLO 152

Please let us know if you have any questions!

Email studentlife@pnw.edu

Visit some of the Links below!

The Student Life Linktree

Schedule a Student Life Appointment

Click here for Important RSO Information!