Administrative Tools for Current Senior Project Students

University Release Form (DocuSign)



1. Budget Template

2. Travel Procedures

3. Ordering Project Supplies

4. Shipping Information

5. Reimbursement Procedures


1. Budget Template

Use this budget template (Excel) to track your expenses through the term of your project. Make sure you stay within your project's budget. Keep track of all your invoices and receipts.

2. Travel Procedures

A) Before your trip: At least 1 week prior to traveling, turn in your completed (1A) Travel Authorization Form (PDF) to 13-263. If you are driving a personal or state vehicle during your trip, you also need to complete the Driver Authorization Packet (PDF).

B) After your trip: Complete and sign the Travel Claim Form (Excel) for your mileage reimbursement. Be sure to include your project fund/account number, and attach a copy of your Google Maps route as well as any applicable receipts. Turn in completed travel claim forms to 13-263.

C) For more information about university travel policy and reimbursement rates, see University Travel Guidelines.

3. Ordering Project Supplies

OPTION 1: (Preferred Method) - Have the company or organization that is sponsoring your project purchase the supplies and materials you need for the project.

OPTION 2: Procurement - Complete a P-Card Purchase Request Form (PDF) to have the ME Department purchase your requested items with a department procurement card*. Include your project funding information, and have your senior project advisor sign the form to approve the order request. Turn in your completed form to 13-254.

Once your order has been placed, you will receive a confirmation via email. All procurement items will be delivered to the Mustang '60 Machine Shop in Bonderson Building, Room 114.

*For order requests from Amazon, Home Depot, McMaster-Carr, Digi-Key, or any other vendor that allows you to share a shopping cart, please forward the entire list to the department purchaser instead of sending individual item links. This allows for faster service and helps ensure accuracy of your order.

OPTION 3: Purchase your project supplies directly, either online or at a local vendor (such as or Home Depot), and request reimbursement. See item 5 below for detailed rimbursement procedures.

4. Shipping Information

All procurement orders will be shipped to the following address:

California Polytechnic University
1 Grand Avenue
Mustang 60 Machine Shop
San Luis Obispo, CA 93407

 5. Reimbursement Procedures (for supply purchases).

Complete the following form, attach all your itemized receipts, and turn in to 13-263: Reimbursement Request form (PDF). Also, please tape down all cash register receipts to an 8.5 x 11 sheet of paper. This makes it easier for scanning and helps prevent the receipts from being lost.

For any travel-related reimbursements, please refer to the "Travel Procedures" section above.

For more information about ME senior project administrative procedures, please contact Kim McCann at 805-756-6339 (192-206) or email

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