LINKS AND FORMS

Computer Science Department Instructions for reimbursement:

If you are utilizing State Funds:

  1. Make a request by going to this power form link: CSSE Reimbursement Request (Here). You will enter your email.  

Next, an email is delivered to your email box.  

The subject line will start with: Signature requested on {The document name}  

  1. Open the agreement by clicking the Review and sign button  
  2. The Agreement opens in a new browser window you will be able to fill in the form.
  3. Upload receipt(s), must be in US dollars otherwise attach your bank statement (cross out your acct.#) showing the item was paid and shipped. If not shipped yet, please do not submit.

Itemized receipts/invoices (photo or scan is acceptable). On this form you are able to upload up to 5 receipts. If you have an additional attachment for one receipt, you can enter the line below and just enter a “0” for the dollar amount. They must include the following information:

  • Date
  • Vendor or payee name
  • Amount paid, showing shipping and tax separately
  • Proof of payment (cash, credit card, personal check)
  • Description of the item(s) purchased

Attach proof of payment in the form of a bank statement or a screenshot of the charges on your credit card (any personal information may be blacked out).

  1. Sign your form
  2. Submit -When all the required fields are completed, the Adobe Form will allow you to submit the form. It will automatically be forwarded to the next person and after it is completed. I will submit it to Payment Services. 

Receiving your check – If this is your first reimbursement from the University, it can take up to 3 weeks before you receive your reimbursement. Note, student reimbursements are mailed to the department and one of our student assistants will email you to pick it up.

If you are utilizing CPC Funds:  Cal Poly Corporation Check Request Form

If you are missing a receipt please fill out a Missing Receipt Form. 

For Faculty – Instructions to hire a student ISA:

  1. Make a request by going to this link: CSSE Reimbursement Request (Faculty member). You will enter your email.  

Next, an email is delivered to your email box.  

The subject line will start with: Signature requested on {The document name}  

  1. Open the agreement by clicking the Review and sign button  
  2. The Agreement opens in a new browser window you will be able to fill in the form, and sign the ASE 101 form
  3. Submit -When all the required fields are completed, the Adobe Form will allow you to submit the form. It will automatically be forwarded to the student then Teresa Medrano. Your role will be completed after you submit the form.
  4. I will send a 2nd form to the student. The 2nd form will be signed by the student and the chair and automatically move forward to Academic Personnel.

The Payroll Department will contact the student for an in-take, if needed. Please note, the student cannot start working until after they have completed their in-take.

Note: Anything larger than $2500 (total including tax), you cannot use this form below. Instead, you will need to send Teresa Medrano 3 quotes and we will need to request a P.O.

Instructions for Purchasing Requests under $2500:

  1. Make a request by going to this link: CSSE Purchase Request (link). You will enter your email.  

Next, an email is delivered to your email box.  

The subject line will start with: Signature requested on {The document name}  

  1. Open the agreement by clicking the Review and sign button  
  2. The Agreement opens in a new browser window you will be able to fill in the form, enter comments and sign your form. 
  3. Submit -When all the required fields are completed, the Adobe Form will allow you to submit the form. It will automatically be forwarded to your Advisor/Approver or Dept. Chair and after it is completed, Teresa Medrano will receive the request. 

Let Teresa Medrano know if you have any questions

Travel Procedures

Faculty:

COVID-19 Travel Restrictions Lifted – June 1, 2021:  Staff and faculty can now start planning and requesting approved trips with travel dates starting June 1 or later.

Cal Poly has implemented Concur Travel and Expense as our new travel management system. Concur must be used by all state employees traveling on university business, including CPC funded travel. You can use your Concur card to pay for online conferences. Also, faculty can pay for student registrations, hotel and other expenses using the Concur Travel method. New to the Concur travel process? Start by contacting the Poly Travel Office at polytravel@calpoly.edu for help and to answer questions.

For more information about university travel policy and reimbursement rates, see the University Travel  guidelines.

All international travel must start with the International Center.

Students:

Through fall quarter 2021, students are continuing with the same travel procedure’s using the below forms. Beginning winter 2022, students will be using a Concur process pending the Poly Travel Department and their procedures.

All travel needs to be discussed and approved by your faculty and the department chair prior to travel. 

Please read through and follow these directions: All forms must be filled out electronically. Then email the forms to Teresa Medrano at TLmedran@calpoly.edu to route for signatures via Adobe Sign.

  1. Travel Pre-Authorization Form Before your trip: At least 1 week prior to travel, turn in your completed form. This can be found under Travel Forms called Pre-authorization (formally 1A). The yellow highlighted areas must be filled out.
  2. Also complete the Traveler’s Acknowledgment of Risk Guidance. Under forms (release of liability).

If you are driving, you must also have an Authorization to Use Privately Owned Vehicles on State Business (under Authorization to Use Privately owned Vehicles on State Business STD 261) on file.  This must be renewed annually.  Fill out and submit with your first trip.

Within 10 days from the return of your trip: complete and sign the Travel Claim Form. 

  • Attach a Google Map showing your route with mileage.
  • Turn in completed travel claim forms to the Project Support Coordinator.

If additional expenses have been approved prior to travel from your faculty:

  • Attach all receipts for items over $40.  Receipts must show the final cost, itemized list of what was purchased, provide proof of payment (shows how was it paid) and include the date of purchase.
  • If any of the above information is not included on the receipt you must submit proof of payment in the form of a bank statement (any personal information may be blacked out).
  • A Missing Receipt Form  must be turned in for missing receipts for any amount greater than $40.

All international travel must start with the International Center.