Administrative Tools and Resources

General Information

All financial transactions must be run through the club treasurer/budget manager, allowing them to record the deposit or withdrawal.

Provide the correct funding information. Errors cannot be corrected (ie. using your IRA fund instead a Senior Project purchase or a CP Connect purchase).

Cal Poly is NOT tax exempt, state taxes will be applied. 

If a vendor requests a W-9, please contact the ME office.

Cal Poly’s fiscal year is July 1 – June 30.

To request a trial balance, transaction list, or question, please contact the ME office. 

Purchasing a Gift Card: follow directions at: Gift Cards – Procure to Pay – Cal Poly. Include a Hospitality Form (PDF).

Printing shirts with logos or Cal Poly branding: Follow the directions at University Brand – Trademark Licensing (calpoly.edu) Include a Hospitality Form (PDF).

Making a Club Deposit

Your club treasurer or president should be the only person making a cash/check deposit.

Please schedule an appointment with the ME office to make the deposit.

Be prepared to verify the cash and/or checks totaled.

IRA Renewal

Every March, the dean’s office sends out information to the clubs to remind them to renew their IRA. Detailed information, along with the forms, can be found through Academic Programs’ website: https://academicprograms.calpoly.edu/content/IRA/index

Work directly with your faculty advisor to complete the IRA renewal application.

Turn in completed applications to the ME office. The department chair’s signature will be obtained for your club and then submitted to the dean’s office.

IRA allocations are deposited into your club’s fund between September – October.

Accepting a Donation

If you receive a check donation to your club, bring the check to the ME office in 13-254 to complete a gift form and have the check deposited into your club account.

If your club has been offered a physical gift, (gift-in-kind) please contact the ME office before you accept a physical gift.

If you would like a list of donors who have given to your club, please contact Elise Erb in advancement in the CENG Dean’s office (192-310)

Contact

Brenda Flood, Administrative Analyst
805- 756-5586
bflood@calpoly.edu
Bldg. 13-254  

Eric Pulse, Mustang ’60
Machine Shop Supervisor
805-756-5634
epulse@calpoly.edu
Bldg. 197-117

Jim Cullins, AERO Hangar Supervisor
805-756-6350
jcullins@calpoly.edu
Bldg. 13-128 & Bldg. 4

Prerequisite Course Waiver Form (via Adobe Sign) – This form is required for all students who want to take a mechanical engineering course (ME prefix), but either the registration system does not recognize a prerequisite or the student is missing the prerequisite but has relevant knowledge that will allow them to succeed in the course they want to take. Note that mechanical engineering students who are requesting a waiver of a prerequisite for a required mechanical engineering course are not likely to be approved. Please make sure to apply for the waiver to the lecture instructor with the section number you want to add, not your lab.

Special Problems Form (via Adobe Sign) – After the form is signed by your instructor and department chair, you’ll receive an email so you can download the PDF. If you are approved to use ME400 for technical elective credit via this form, you need to attach the signed form to a course substitution request to get the credit on your transcript.  Start the course substitution process at: https://registrar.calpoly.edu/registrar_forms.

Time Conflict Request (via E-Form) – This request form will be sent directly to your major College Advising Center upon completion.  You must use this request form to ask your Advising Center to begin certain Office of the Registrar forms on your behalf.

ME Lab Access Request – The purpose of this form is to start the process by which a student may gain access to ME Laboratory Facilities for authorized project work (e.g., senior project, MS thesis, etc.). This form will collect data that will be stored to track access requests. Please fill out the form as accurately as possible. Before you begin these forms, you will need to know the names and emails of both your Project Advisor and the Lab Facility Coordinator (a list for lab facility coordinators can be found in Part 1). 

When you have finished with Part 1, please proceed to fill out Part 2 (which will generate an AdobeSign form to be routed for signatures). Before filling out Part 2, you are encouraged to communicate with the Lab Facility Coordinator to start the process to complete any necessary training to be approved to work in the lab.  

Part 1 – Lab Access Survey

Part 2 – Lab Access Authorization Form

Project Management Tools:

 

Please read through and follow these directions before filling out the Purchase Request form:

You may use one form for multiple vendors. Group items from same vendor together on the form.

Utilizing a shopping cart feature ensures ordering accuracy. If you have the option of assigning a shopping cart on the website, create the cart and include the cart link on the purchase request (McMaster-Carr, DigiKey). For sites that don’t have a shopping cart option (Amazon) consider using: Share-A-Cart.

If you need to have an item manufactured uploading your own files/specs, set up your account with the company and add in all information for the order up to the point of payment. Then submit a purchase request with all corresponding information for the order (login and password if needed) and/or share a shopping cart. The office will complete your order by making payment.

Home Depot does not allow for certain items (lumber) to be purchased online, they must be bought in-store. If you need to purchase an item in person, you will need to get approval from your advisor and then request reimbursement.

Purchasing nominal 3rd party gift cards (i.e. Starbucks, Amazon, Best Buy, etc.) may not exceed $25.00. Please follow directions at: Gift Cards – Procure to Pay – Cal Poly. Email the Gift Card Request Form to the BMED office. Please submit a Hospitality Form (PDF) with your request.

To print shirts or merchandise with Cal Poly branding/logos follow the directions at University Brand – Trademark Licensing (calpoly.edu). You must use a Cal Poly approved vendor. Please submit a Hospitality Form (PDF) with your purchase request.

The least expensive shipping rate will be chosen unless indicated otherwise.

The office does not track your budget. When planning your project budget, remember that taxes and shipping will be added to the final cost.  

All email from the vendor regarding your order (confirmation, shipping, final invoice) will be forwarded to your Cal Poly email.

It is your responsibility to track your package and ensure that you are able to properly take care of it upon delivery.  

It is your responsibility to keep track of any items on backorder and contact me-purchase@calpoly.edu immediately when an issue arises.

Ship-to Address: 1 Grand Ave, Cal Poly Mustang ’60 Machine Shop, San Luis Obispo CA 93407

Place Your Order: Complete an ME Purchase Request form to have the office purchase your requested items with the department procurement card.  ME Purchase Request (AdobeSign)

Returns / Issues With Your Order:  If you need to return an item, please first contact the company regarding their return policy.  Once you have the information needed to make the return, email me-purchase@calpoly.edu  with the details.

Mustang ’60 Machine Shop: To set up paying for CNC machining in Mustang ’60 you will need to contact Eric Pulse in Mustang ’60 Machine Shop. He will evaluate the machining needs and assign you a shop tech.  The tech assigned to you will complete the proper paperwork and send the bill to the ME department for processing when the work is completed.  Please refrain from buying any material before talking to the tech you are working with. Considerations could need to be made for holding the material in the machine beyond the outer dimensions of the parts themselves.

You will need to provide:

    • student name, phone, address, signature
    • org key or fund number for billing (ask your faculty)

This process is only to be used if the department procurement card is not available and approved by your project advisor. Student purchases project materials utilizing their own funds and request reimbursement. Note: Reimbursement is not guaranteed, only to be used if you are sure that your purchase complies with eligibility requirements. 

Please hold all receipts and wait to submit for reimbursement until all your project purchasing is complete.

Reimbursement Form: Please ask your faculty where your funds are coming from, State or CPC, to select the correct reimbursement form.

→ If you are utilizing State FundsReimbursement Form. Please download, fill out and email the form to the office in its original excel format. The office will fill in Chartfields on Step 4. You will receive an email when your reimbursement check is available for pickup in the ME office. 

→ If you are utilizing CPC FundsCheck Request Form (Excel), Cal Poly Corporation Forms and Instructions. Please download, fill out and email the form to the office in its original excel format. The office will fill in Org Key and Object Codes. Your reimbursement check will be mailed to you or you may pick up at Bldg. 15. 

Receipts: Number your itemized receipts/invoices (photo or scan is acceptable). 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
  • If you are missing a receipt using State funds, please fill out a Lost Receipt Form.
  • If you are missing a receipt using CPC funds, please fill out a Missing Receipt Form.

 

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

Please submit a Hospitality Form (PDF) with your reimbursement request if this is for an event/hosting (includes food, beverages, or merchandise).

Email form and all required documentation to the ME office who will route it for signature approval and submit it for payment processing.  

A request to hire an ISA must be made by faculty/supervisor. The form will not be processed if submitted by the student.

Hiring Process:

Faculty submits a Student Hire Request: Faculty: ME ISA Student Hire Request Form

ME office will proceed with hiring once the Hire Request Form is submitted and initiate ASE 101 and ISA 101 paperwork.

Forms will be routed to students, faculty and department chair for approvals via AdobeSign.

If you are a new student employee, you must meet with Payroll Services no later than your first day of employment. Once you complete your section of the hiring form in AdobeSign, a Payroll staff member will contact you to schedule a virtual Zoom intake. Please Note: First time student employees are required to completed a Student Employment Request Form, documents to complete an I-9 and their original Social Security Card no later than the first day of employment for pay. Students who have already worked at Cal Poly are not required to fill out any forms to be hired into concurrent or subsequent positions. You cannot be paid for any time prior to this intake being completed. For more information: Students – Payroll Services – Cal Poly

Getting Paid:

Steps to Complete:  

Enter hours worked on the online timesheet located at: https://afd.calpoly.edu/payroll/students/. Please note: the SA timesheet is different from the ISA timesheet. Be sure to click on the correct link in your portal for access to your online timesheet.

Use the screen print function of your web browser to print/download a copy of your timesheet for your records.  

Once you have entered your hours through Payroll your hours will be reviewed by your advisor and the office and pay will be issued within the regular pay cycle.

Calendar deadlines for entering time (published calendar) 

Late Timesheet

If you miss the deadline to submit hours using the online form, you will need to submit a late timesheet and your pay period will be interrupted. Late ISA timesheets that are submitted to Payroll Services by the 15th of the month are paid on approximately the 25th. Please email the completed late timesheet to your faculty and the office.  Faculty will email back with approval and then the office will submit the form to payroll for processing. Late Student Timesheet and Instructions.  

Please read through and follow these directions: All travel must be discussed and approved by your faculty prior to travel. There are different allowable expenses depending on the project you are working on.

Reserving Department Vehicles and Trailers:

    • 10-passenger Chevrolet van
    • 4-5 passenger Chevrolet Silverado truck
    • 10-ft trailer
    • 24-ft trailer

 

Department vehicles are reserved on a first come, first serve basis. Each vehicle reservation request must be emailed to the ME office a minimum of 2 weeks before trip.

Driver’s forms must be completed before the reservation can be confirmed. Allow 2 weeks for processing driver paperwork.

One set of driver forms are required for each fiscal year for each club member who intends to drive. 

Arrange for vehicle key pick-up with Jim Cullins

Please return vehicle clean and full of gas. 

Return keys to key drop outside of 13-128. 

 

Reserving a Charter Bus: Your club may directly book with the list of Bus Charters contracted with Cal Poly. Please DO NOT pay for a bus charter yourself.  

 

Before your trip: At least 2 weeks prior to travel:

 

After your trip: Within 10 days from the return of your trip complete and email the office the following together:

    • Travel Claim Form: Complete the form and email it to the office in the original excel format. It will be routed back to you for signature.  
    • Google Map: If you will be claiming mileage, download a copy of a map showing your route and miles. 
    • Travel Pre-Authorization: Include your approved/signed Travel Pre-Authorization.
    • Receipts: Attach receipts for expenses $40 or more. Receipts must show final cost, itemized list of what was purchased, proof of payment, and date of purchase. If you no longer have a copy of a receipt then a Lost Receipt Form must be turned in for expenses $40 or more. 
    • Proof of Payment: Bank statement showing charge (personal information may be blacked out).

 

Travel Claim Guidance: Review the Travel Claim Guide (pdf)

    • Items highlighted yellow need to be answered. 
    • Hover over the highlighted area for details of what to include.

 

University Travel Policy:  University Travel 

International Travel: International Center