Administrative Tools for Current Senior Project Students

Tracking Expenses

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

Travel Procedures

Cal Poly has suspended all non-essential international and domestic travel for all faculty, staff, students through June 30, 2021. 

See for more information.

Ordering Project Supplies

  • Option A: Sponsor Purchase (Preferred Method for external sponsors)
    Have the company or organization that is sponsoring your project purchase the supplies/materials you need for the project and ship them to you at the Mustang '60 Machine Shop (or to your home if you are not coming to campus).
  • Option B: Cal Poly ProCard Purchase
    If you have funds managed by the ME dept, you can have Meredith Rubin purchase your items using a department procurement card (ProCard):
    1. Complete a ProCard Purchase Request Form (Excel).  On the form:
      • Be specific about the items (item number, description, quantity) and source(s). 
      • Clearly state your Project Number (e.g. F53) and a descriptive title.
      • All required fields must be completed including the delivery address.
      • If you have any special discounts, clearly state how to get them.
      • Use this shipping address (get advisor approval if you want to have items shipped to any other address):
             Your Name (& e-mail address & cell number)
             1 Grand Avenue
             Cal Poly Mustang '60 Machine Shop
             San Luis Obispo, CA  93407
    2. Update your Project Budget Sheet to include past and current purchases (including taxes and shipping costs).  State your original on-campus budget and calculate the total amount remaining.
    3. Email your Approver:  If your project has an "Approver" (see the list in Purchasing Info on Canvas), email your Purchase Request and Project Budget to your Approver and ask them to forward these back to you confirming they approve the purchase. [skip this step if your project has no "Approver"]
    4. Email your Advisor:  Forward the Approver's response with the two documents (Project Budget and Purchase Request) to your project advisor and ask them to forward these to Meredith Rubin at with their approval.  Please include the words "Purchase Request" and your Project Number (e.g. F22) in the subject line.
    5. After your advisor forwards your request, Meredith will place your order and notify you by email. 
      • ProCard Restrictions:
        — The ProCard is NEVER to be used for Ebay.
        — The ProCard can be used for single purchases up to $2,500.
        — Anything over $2,500 needs to be processed as a purchase order. Please work with Meredith Rubin ( to do this. 
  • Option C: Cal Poly Reimbursement
    If you have funds managed by the ME dept, you may choose to make small
     (<$100) purchases from local vendors and request reimbursement. Read the Reimbursement Procedure, below, before making any purchases.

Reimbursement Procedures for supply purchases

  1. Before making any purchase, confirm:
    • Your project has funds managed by the ME dept.
    • Your senior project Advisor (and Approver, if applicable) approves your purchase
    • The purchase will be local (not online), and less than $100.
  2. Complete your purchase.
  3. After purchasing the item, complete the Reimbursement Request form (PDF).   Clearly state your Project Number (e.g. F53), descriptive title, and Advisor. 
  4. Scan and attach itemized receipts/invoices for your purchases.  All receipts must include the following information:
    • Date
    • Vendor or payee name
    • Amount paid, showing shipping (if applicable) and tax
    • Proof of payment (cash, credit card, check) with Balance $0.00 or Paid in Full
    • Description of the item(s) purchased 

      If any of this information is missing, please attach proof of payment reflecting the charge in the form of a bank/credit card statement (any personal information can be blacked out).  If you are missing a receipt please fill out a Lost Receipt Form.
  5. Email your reimbursement request and all required documentation to Meredith Rubin at  Meredith will route the packet to your advisor for electronic signature and on to the appropriate financial offices.  Reimbursement Checks typically take 2-3 weeks to be processed and issued.



For more information about ME senior project administrative procedures, please contact Meredith Rubin at 

ph: 805-756-6368  or 
Office Hours 1pm-5pm 

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