Reimbursement Process
reimbursement form will close on May 30th.
please submit any receipts along with
your credit card statements prior to this date.
Note: These instructions are for CPE student reimbursements. Faculty submit reimbursements via Concur.
If this is your first time submitting a request or you are unsure about how to prepare/submit your reimbursement request, please read these instructions over completely before proceeding. Incorrect submittals may result in your request being delayed or returned.
Reimbursement Amounts
Students | Use this process to submit reimbursements for projects (typically capstone or senior project). Request amounts must be $50 minimum to be processed. Maximum reimbursement allowed per project is $200 without additional approval. If you are submitting a reimbursement exceeding $200 please allow additional time for the approval process.
Faculty | Please check with CPE Office regarding reimbursement limits.
Overview of the Reimbursement Process
Steps to Submit your Reimbursement
- Submit your Reimbursement (see instructions below).
- Sign your Reimbursement Form in Adobesign.
- Pick up your check from the CPE Office.
How to Submit a Reimbursement
The form prompts you to indicate if your reimbursement is over or under $50. Reimbursements of less than $50 will not be processed.
Click Next.
- Personal Email (if contact via your Cal Poly email is no longer feasible)
- Empl ID
- Cell Phone
- Instructor/Advisor’s name
- Instructor’s Email
- Project Name & Brief Description
- Total Reimbursement Amount
Provide the mailing address you would like your check mailed to in the event you cannot pick it up at the office:
- Address
- City
- State
- Zip
Download the spreadsheet of purchases (follow the screen instructions) and fill out the spreadsheet requested. Click on the link below for complete details on filling our your spreadsheet.
Upload your completed spreadsheet detailing your purchases.
Indicate how your purchases were made (Purchase Type).
- Online | Note: Both receipts and credit card statement will be required
- In-Store | Note: Only receipts required
- Both
For Online Purchases (upload the following):
- Receipts
- Bank Statements
For In-Store Purchases (upload the following):
- Receipts
For Both On-Line/In-Store Purchases:
- Upload receipts for the different purchase types and bank statements at the appropriate prompt.
For more information about uploading your purchase receipts and credit card/bank statements, see links below.
After your receipts and statements (if needed) are uploaded, submit your reimbursement for processing
After submitting your reimbursement, your form will be prepared by the CPE Office. You will receive an email generated by AdobeSign inviting you to sign your reimbursement form. Please check your clutter/junk folders as these emails often end up there. Please note: If your reimbursement is for a capstone project, you will not need to sign a form.
Note: Submissions can take 10 days to 3 weeks to process and payout
During the academic year, the CPE Office will email you when your check is ready to pick up. Please note: If your reimbursement is for a capstone project, your check will be mailed to you directly.
Note: If your check arrives during the summer months, the office will send it to the mailing address you provided on the reimbursement submittal.
Ready to Submit an Reimbursement Request?
How to Prepare your Uploads
Spreadsheet of Purchases
Please provide the following information on your spreadsheet of purchases:
- Date
- Project Budget (provided in your capstone senior project class)
- Funds Spent to Date
- Instructor Name
- Student Name
- Project Name
- Project Description
For the Reimbursement, please provide the following:
- Vendor
- Item
- Item Description
- Qty (if applicable)
- Total Price/Amount (please make sure it matches the receipt)
If you are not sure which option to select, please contact the CPE Office.
Please refer to examples below for more detail.
Receipt & Credit Card Documents
Receipt Upload | Submit all original acceptable receipts compiled in a single PDF. Number and order each receipt so it corresponds with the appropriate spreadsheet line number. For online purchases, you will also need to provide your credit card statement showing the purchases made (See below for full explanation and examples).
Credit Card Statement Upload | Submit all original acceptable receipts compiled in a single PDF. Number and order each receipt so it corresponds with the appropriate spreadsheet line number. For online purchases, you will also need to provide your credit card statement showing the purchases made (See below for full explanation and examples).
To get reimbursed, you need to submit ORIGINAL receipts for each purchase!
Please list each itemized receipt(s) for this reimbursement. Only itemized receipts shall be accepted; submitting receipts only with a total will cause delays in processing and payment since the form will be returned and not accepted until appropriate backup (itemized receipts) is provided. Itemized receipts are receipts that clearly indicate the amount for: each item purchased, taxes paid, and shipping and handling fees (if applicable); all of these things will be broken out.
Number each receipt so it corresponds with the appropriate spreadsheet line number.
IN-STORE PURCHASES | For any in-store purchase (e.g., Home Depot, Miner’s Ace Hardware, RadioShack, etc.), prepare receipt by taping the it to a blank 8.5×11 sheet of paper. You can tape more than one per page if you have multiple store receipts. Scan this as a document.
ONLINE PURCHASES | For any online purchase (e.g., Amazon, EBay seller, etc.), print the receipt or invoice you received from the seller. Your receipt must say the word “receipt” or “invoice”. If it says, “order confirmation”, that’s not the correct one. You must also include a copy of your credit card/bank/Paypal statement showing the purchase and amount. This statement should include 1. Your name, 2. The last 4 digits of your CC number, and 3. The line showing the purchase. You should mark out all other personal information. If it’s a PayPal purchase, print the transaction page from PayPal.
Scan and compile all receipts and supporting credit card statements into a single PDF.
