Reimbursement Process

Review the steps below before starting your reimbursement request. Provide all required information as accurately as possible and upload the required documents to help avoid processing delays.

Important: The reimbursement submittal form closes on April 15, 2027. Please submit all receipts and required credit card or bank statements before this date.

Reimbursement Request Instructions

Note: These instructions are for CPE student reimbursements. Faculty submit reimbursements via Concur.

  1. Complete the online submittal form, including cost, contact info, team and project information (see instructions below). Please note: Reimbursement limitations are amounts between $50 – $200. Reimbursements are capped at $200 per project. Any requests over this amount will not be processed.
  2. Provide your purchasing receipts and bank statements (if required).
  3. Sign your Reimbursement Form in Adobesign.
  4. When notified, pick up your check from the CPE Office. 

Provide Details About Your Reimbursement and Submit Your Request

Reimbursement Submittal Form

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.

The form prompts you to indicate if your reimbursement is for food or catering. Food reimbursements require a hospitality information form.

Click Next.

Download the hospitality information form and fill it out.

You will be asked to provide the following:

  • Name of the Department/Organization hosting
  • Date of the Event
  • Title/Name of the Event
  • Location/Venue
  • Attendee Type (student, donor, faculty/staff, etc.)
  • List of Attendees (please list the name and affiliation Cal Poly)

Click Next.

Upload your completed form with event and attendee and details.

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 form to list your purchases (follow the screen instructions) and fill out the form requested. Click on the link below for complete details on filling our your spreadsheet.

List of Reimbursement Items Instructions

Upload your completed reimbursement list 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.

Purchase Receipt Upload Instructions

Credit Card/Bank Statement Upload Instructions

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. 

Note: If your check arrives during the summer months, the office will send it to the mailing address you provided on the reimbursement submittal.

How to Prepare your Uploads

Reimbursement Purchases List

Please provide the following information on your list 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.