Administrative tools for students

The ME Office would prefer to buy your materials for you, rather than have you buy them and be reimbursed. Keep in mind that reimbursements can take a month or more to process. If you can, please submit a Purchase Request. 

Reimbursement is not guaranteed! You must have approval from your project advisor. If you have questions, contact me-purchase@calpoly.edu. 

Overview 

To submit a reimbursement request you need four things: 

1. 1. The “account” (fund or org key) that we will use to reimburse your expenses 
   2. Reimbursement or Check Request form in its Excel format. 
   3. Receipts (or Lost Receipt form) 
   4. Proof of Purchase (Bank or credit card statements)

Email all of these items to me-purchase@calpoly.edu. We will finish the forms, send them for signature, and submit them for processing and payment. 

If your reimbursement request involves an event or hosting (includes food, beverages, or merchandise), please submit a Hospitality Form (PDF) as well.  

Depending on the form, we will email you when your check is ready, or it will be sent to you.  

ACCOUNT & REIMBURSEMENT FORMS 

We have two different reimbursement forms. Which form you’ll use depends on the “account” (State Fund or CPC Org Key) that is reimbursing you. Once you have permission to get a refund, ask your advisor or club treasurer for the account number and which form you should use. If they don’t wish to give you the account number or are unsure themselves, they can email me-purchase@calpoly.edu. 

State	Corporation
All University Campus Programs (UCPs)  All Instructional Related Activities (IRAs)	All Cal Poly Corporation (CPC) accounts
Form: Reimbursement Form	Form: Check Request
REIMBURSEMENT FORM INSTRUCTIONS	CHECK REQUEST FORM INSTRUCTIONS
We will email you to pick up your check at the ME office when it is available.	Choose whether to have your check mailed, or pick it up in Building 15 when it is ready.

RECEIPTS 

Number your itemized receipts/invoices (photo or scan is acceptable). They must include the following information: 

1. 1. Date 
   2. Vendor name 
   3. Amount paid, showing shipping and tax separately 
   4. Description of the item(s) purchased 

Missing Receipts 

We have two different “missing receipt” forms. Use the one that corresponds with your reimbursement form.  

If you’re using one of these forms, you do not need to obtain signatures in advance. We can get all necessary signatures when we send the completed reimbursement form for signature.  

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).  

Each proof of purchase should match the same amount on your invoice or receipt. Some vendors (like Amazon) will break charges up, so while you expect a $40 charge, you might instead have two $20 charges. Be sure your Proof of Payment totals match your receipts and the charges you’re claiming on the reimbursement or check request.  

Reimbursement and check request form Instructions 

Step 1: Gather Documents 

1. 1. Ask your Advisor or Club Treasurer for permission to get a refund. Remember that refunds are not guaranteed.  
   2. Ask your Advisor or Club Treasurer for the “account” (fund or org key) that will pay for your reimbursement. Ask if this is a “State” or “Corporation” fund. If your Advisor or Club Treasurer doesn’t know, they can email me-purchase@calpoly.edu.  
   3. Take a scan or picture of your recipes (if necessary). Make sure the vendor, items, prices, and totals are all visible.  
   4. Find your “proof of purchase” for each receipt, which could be a bank statement, credit card statement, or screen capture from your bank or credit card. 
   5. Make sure that your name and the charge is visible, but you can redact your bank account number, other charges, or any other private information.  
   6. Make sure that the amount on each receipt matches the amount on each proof of purchase.  

Step 2: Fill out the Reimbursement or Check Request Form 

1. 1. Download the appropriate reimbursement form. 
   2. For “State” Reimbursement forms: 
      1. Mark your role with X.  
      2. Enter your name and Cal Poly ID number. 
      3. List the receipts you’re claiming, with their amount. 
      4. If you have multiple receipts, number each receipt and proof of purchase with the line number on the reimbursement form. You can put this number in the document title or add it to the picture or pdf with the editor of your choice. 
   3. For “CPC” Check Request forms: 
      1. Enter the date, your name, and your address.  
      2. Check the box to mark your role. 
      3. List the receipts you’re claiming, with their amount. 
      4. If you have multiple receipts, number each receipt and proof of purchase in order. You can put this number in the document title or add it to the picture or pdf with the editor of your choice. 
      5. Select whether to pick up your check or have it mailed. 
   4. You do not need to fill out the accounting section on the form, but be sure to send us the “account” (Fund or Org Key) in the body of your email. 
   5. Do not sign the form, as we will send it to you for signature when the form is processed.  

Step 3: Email us your Documents 

1. Email me-purchase@calpoly.edu with the following:  
   1. payment account (fund or org key) 
   2. Excel Reimbursement or Check Request form 
   3. Receipts 
   4. Proof of payment 

Reimbursement FAQ 

• • If you have filled out the form incorrectly or are missing information, we will email you and tell you exactly what we need. We will not submit an incomplete form.  
  • If you are routinely making purchases, please submit at least one reimbursement form per quarter. Also, consider filling out a Purchase Request form instead.  
  • If you fill out the wrong form, you can just copy and paste your information into the correct form. 
  • The ME office does not cut reimbursement checks, we only facilitate the process. We can reach out to Business Services to get information, but we cannot speed up their processing times. 
  • If you cannot pick up your check, the ME Office will mail it to you.  

• • You cannot request a reimbursement for someone else or put someone else’s purchase on your reimbursement form- this is fraud. Everyone requesting a reimbursement must submit their own form.