Administrative Tools and Student Resources

General Information

All financial transactions must be run through the club treasurer/budget manager, allowing them to record the deposit or withdrawal.

Provide the correct funding information. Errors cannot be corrected (ie. using your IRA fund instead of letting us know this was meant to be a CP Connect purchase).

Cal Poly is NOT tax exempt, state taxes will be applied.

If a vendor requests a W-9, please contact the AERO office.

Cal Poly’s fiscal year is July 1 – June 30.

To request a trial balance, transaction list, or question, please contact AERO office.

Purchasing a Gift Card. Include a Hospitality Form (pdf).

Printing shirts with logos or Cal Poly branding: Follow the directions at UCM Trademark Licensing. Include a Hospitality Form (pdf).

Making a Club Deposit

Your club treasurer or president should be the only person making a cash/check deposit.

Please schedule an appointment with AERO office to make the deposit.

Be prepared to verify the cash and/or checks totaled.

IRA Renewal

Every March, the dean’s office sends out information to the clubs to remind them to renew their IRA. Detailed information, along with the forms, can be found through Academic Program.

Work directly with your faculty advisor to complete the IRA renewal application.

Turn in completed applications to the AERO office. The department chair’s signature will be obtained for your club and then submitted to the dean’s office.

IRA allocations are deposited into your club’s fund between September – October.

Accepting a Donation

If you receive a check donation to your club, bring the check to the AERO office in 41-134 to complete a gift form and have the check deposited into your club account.

If your club has been offered a physical gift, (gift-in-kind) please contact the AERO office before you accept a physical gift.

If you would like a list of donors who have given to your club, please contact Elise Erb in advancement in the CENG Dean’s office (192-310)

It is important to declare your concentration to ensure your Degree Progress Report and Academic Progress Level is up to date for registration.

In order to declare your concentration, please:

• Complete the Concentration Declaration (e-form).

Field trip guidelines:

Conduct a pre-trip evaluation using the Pre-Trip Evaluation Worksheet (available at the Risk Management Field Trip and Activity Information page) and submit the worksheet to the department. This may require a site visit, which can be omitted if the field trip leader can demonstrate and document sufficient knowledge of the field trip site. This could be accomplished by reviewing online, examining published materials, or contacting the site to discuss the visit.

Complete the leader portion of the University Field Activities Notification and distribute to students, preferably on the first day of class but definitely before the start of the field trip (available at the Risk Management Field Trip and Activity Information page).

Ensure that students initial and sign the student portion of the University Field Activities Notification, preferably on the first day of class but definitely before the start of the field trip. If a student refuses to sign the form, print his/her name on the form, indicate in the signature area that he/she received a copy, and date the form.

Ensure that students sign Release of Liability, Promise Not to Sue, Assumption of Risk and Agreement to Pay Claims form (available at the Risk Management Field Trip and Activity Information page). The Release of Liability and Field Activities Notification are part of the same document.

Submit copies of all required forms to the department/college, if the field trip is domestic, or the International Center, if the trip is international.

Provide a plan to accommodate any students with special needs. For assistance, contact the Disability Resource Center.

Provide training for any equipment that may be used.

Provide an alternate assignment for students unwilling to accept the risk of participation for "serious and compelling" reasons (for defined reasons, see Academic Senate Resolution AS-103-80-IC.pdf). Note: In a major where the field trip is a part of the degree requirements, this provision applies to the specific field trip but not the degree requirement. In practice this means that a student may opt out of a field trip to one site, but the student must complete the requirement by participating in another field trip either at another site or time, if required by the program.

Comply with the CSU Use of University and Private Vehicles Policy Guidelines. See Administration and Finance, "Driver Safety & Training." For additional information, see the Risk Management Vehicle Use GuideBook.pdf.

Take roll at the beginning and end of the field trip; attach the roll sheet to the Travel Request Form 1A at the completion of the trip. Students leaving during the field trip should sign out on the Field Activities Sign Out Release Agreement; attach the agreement to the Travel Request.

Arrange all chartered air or bus travel through AFD Contracts and Procurement.

Please note that the request must be filled out by your faculty advisor.

AERO Lab Access Request Form

Please read through and follow these directions before filling out the Purchase Request form:

Preferred Vendors: 1) Please check Amazon first to see if they have your items. Prime delivery allows you to save on shipping costs. 2) Ordering from a domestic company will save you on shipping, import fees and duty tax.

Multiple vendors: You should use one purchase request for multiple vendors. Group items from the same vendor together on the form.

Shopping carts: If you have the option of assigning a shopping cart on a vendor site, create the cart and include the cart link on the purchase request. The site must allow you to share a cart (look for a share or email icon). Simply putting your items in a cart will show as empty to other users. Please list the items in your cart on the purchase request so faculty can view them. Note: You must use a cart for McMaster-Carr and DigiKey.

Amazon orders: Amazon does not support sharing a cart directly from its site. Note: If you are ordering more than one item from Amazon, use the plugin Share-A-Cart. Create the cart and include the Share-A-Cart link on the purchase request. Include a brief description of requested items in the comments section and the total dollar amount.

Purchase in person: Get approval from your advisor and then request reimbursement. Home Depot does not allow certain items (e.g., lumber) to be purchased online; they must be bought in-store. Note: If the office is able to place your order online at Home Depot, you will need to pick it up from the SLO store.

Purchasing a Gift Card: Follow the directions at Gift Cards – Procure to Pay – Cal Poly. Email the Gift Card Request Form to the AERO office. Include a Hospitality Form (PDF).

Apparel: For printing shirts with logos or Cal Poly branding, follow the directions at University Brand – Trademark Licensing. Include a Hospitality Form (PDF).

Shipping rate: The least expensive shipping rate will be chosen unless indicated otherwise. If ordering outside of the U.S., your purchase may be subject to import fees and duty tax.

Budget: The office does not track your budget. When planning your project budget, please remember that taxes and shipping will be added to the final cost.

Machining: To set up CNC machining with Mustang ’60 Machine Shop, follow the directions at Machine Shops. Please refrain from buying any material before talking to the technician you are working with. You will need to provide: student name, phone, address, signature, org key or fund number for billing (ask your faculty).

Ship-to Address: All orders will be shipped to the AERO office. It is your responsibility to pick up your order when you have been notified by email.

Place Your Order: Complete an AERO Purchase Request form (for goods up to $2,500) to have the office purchase your requested items with the department procurement card. By submitting this order, you are confirming that you have read the above directions and understand your responsibilities.

Use your Cal Poly email to initiate the form. An agreement from Adobe Sign will be emailed to you. Open the document and complete all required fields.

AERO Purchase Request (Adobe Sign)

Returns/issues with your order: If you need to return an item, first contact the company regarding its return policy. Once you have the information needed to make the return, email the AERO office with the details. Based on the vendor's return policies, you will most likely need to box the item in its original packaging and drop off the package at the nearest shipping store.

A request to hire an ISA must be made by faculty or a supervisor. The form will not be processed if submitted by the student.

Hiring Process:

A request to hire an ISA must be made by faculty or a supervisor. Once faculty submits a hire request, the department office will initiate two forms, which will be routed to the student for signature via Adobe Sign.

• ASE 101: Agreement between faculty and student outlining job responsibilities.
• ISA 101: Payroll appointment record with rate of pay.

Faculty: AERO ISA Student Hire Request Form

New Student Employee: Once you complete your section of the ISA 101 hiring form in Adobe Sign, you will receive an email from I-9 Tracker.

• Fill out page 1.
• Using the link provided, schedule your intake appointment with Payroll to complete a Student Employment Request Form (SERF) and I-9.

Note: You must meet with Payroll Services no later than your first day of employment. You cannot be paid for any time prior to your intake being completed.

Please bring the following with you for your intake appointment:

• Your original Social Security card (this is a CSU requirement).
• Acceptable Documents to Complete I-9 (PDF).

Getting Paid:

1. Enter hours worked on your online timesheet. A student may not work more than 20 hours per week in all student jobs combined. If you work for multiple faculty within the same department, enter them together. See instructions for entering time.
2. Use the screen print function of your web browser to download a copy of your timesheet for your records. This does not need to be submitted to the office.

Once you have entered your hours for the pay period, the office will approve them and your pay will be issued within the regular pay cycle. Students are paid approximately on the 15th of the following month.

Students can sign up for direct deposit to their bank account (you will need to provide your bank account and routing numbers to Payroll) or pick up their paycheck at the Student Accounts window in Building 1, Room 211. Bring a photo ID when picking up your paycheck.

Late Timesheet:

If you miss the deadline to submit hours using the online form, you will need to submit a late timesheet and your pay period will be interrupted. Late ISA timesheets submitted to Payroll Services by the 15th of the month are paid approximately on the 25th.

Email the completed late timesheet to your faculty member and the department office. Faculty will email back with approval, and the office will submit the form to Payroll for processing. See Late Student Timesheet and Instructions.

More Information:

Students – Payroll Services – Cal Poly

Student Employee Handbook (PDF)

Calendar Deadlines for Entering Time

Cal Employee Connect – Payroll Services – Direct deposit, W-2 information and Cal Employee Connect login.

Please fill out form completely. After the form is signed by your instructor and the department chair, you’ll receive an email from the department administrator providing you a permission number to enroll in the course.

Special Problem Form

Domestic Student Travel

Travel must be discussed and approved by faculty two weeks before travel. Please read the following directions and initiate the AERO Travel Pre-Authorization Adobe Sign form.

International Student Travel

Students representing Cal Poly, whether paid by university funds or not, must register with the International Center to ensure proper duty of care and insurance are in place for the traveler.

Defensive Driver Safety Program

Complete this section if you will be driving.

If you are not driving, skip to the Travel Pre-Authorization section below.

If you will be driving your personal vehicle or a rental, you must complete all steps of the Driver Safety Training before traveling. You are not authorized to drive until you have received notification of approval from Risk Management.

Due to high request volume, please submit applications and supplemental documentation at least 30 days before travel. Note: Students must complete Driver Safety Training each academic year.

1. Required Documentation

Volunteer Assignment: In the Adobe Sign form fields "Requester" and "Volunteer," use your Cal Poly email. In the "Department Head" field, enter emehiel@calpoly.edu (for review and delegation to chair).

EHS-Volunteer Assignment Form (Adobe Sign)

Authorization to Use Privately Owned Vehicles on State Business:

RM-STD261 (Adobe Sign)

Once both forms are signed, download a copy and submit them with your Request to Operate a Vehicle (ROV) application. For additional information, visit Environmental Health and Safety and Risk Management – Driver Safety.

2. Complete Driver Program

For complete program information, refer to the Defensive Driver Program. The training module below is for volunteers and anyone without access to the Learning Hub.

Defensive Driver Training (California Department of General Services)

3. Complete ROV Application

Request to Operate a Vehicle: In the form field "Driver's Supervisor," enter kbubert@calpoly.edu (for review and delegation). On page 1 under "Driver Assignment," check the "Personal Vehicle" box.

Request to Operate a Vehicle (Adobe Sign)

You will need to attach the following to your application:

• Both sides of your driver's license.
• Driving record if you have an out-of-state license.
• Copies of certificates for completed training, including your full name and date.
• Signed Volunteer Verification form.

Travel Pre-Authorization

All travelers must complete this section.

You must receive pre-authorization to travel using Cal Poly funds.

Use your Cal Poly email to initiate the form. An agreement from Adobe Sign will be emailed to you. Open the document and complete all required fields.

Download and save a copy of the approved and signed form to submit with your travel claim.

AERO Travel Pre-Authorization (Adobe Sign)

Travel Guidelines

These guidelines apply to all travelers.

Make travel arrangements once your pre-authorization is approved. Check with faculty about your budget and funding source. Allowable expenses may vary depending on the project you are working on. The following amounts are maximum allowable expenses.

• Meals: Meal allowances are determined by faculty based on available funding and budget. Ask faculty what the budget is for your trip. If meal expenses are allowed, they are calculated using the state per diem rate of $68 per day. The first and last days of travel are reduced to 75% of the allowable per diem rate. Meals provided to the traveler are factored in. Meals are not reimbursed for travel lasting less than 24 hours.
• Hotel: $333 maximum, excluding taxes. Itemized receipts are required.
• Personal Vehicle: Complete the Defensive Driver Safety Program steps above.
• Rental Vehicle: Complete the Defensive Driver Safety Program steps above. Work with the BMED office to book a rental.

Notes:

• Travel packages containing airfare, hotel accommodations and/or car rentals should not be purchased unless itemized receipts are available.
• If travel is within 25 miles of home or Cal Poly, a claim cannot be filed.
• Travel using state funds: University Travel Guidelines.
• Travel using CPP funds: CPP Travel Guidelines.

Travel Claim

Complete this section if you are seeking reimbursement for travel expenses.

Within 10 days of returning from your trip, copy and email the following information and applicable documents to the AERO office:

Traveler Information

• Name:
• Mailing address:
• City:
• State:
• ZIP code:
• Travel start date:
• Travel end date:

Expenses

Add totals for applicable expenses.

• Total miles (roundtrip):
• Lodging cost: $
• Did faculty approve a meal allowance (yes/no):

Notes

• Who was the approved driver:
• Passengers who traveled with the approved driver:
• Who paid for the hotel:
• List all room occupants, first and last names:
• Were any meals provided for you? If so, which meals and on what dates?

Documents to Attach

• Travel Pre-Authorization: Include your approved and signed Travel Pre-Authorization.
• Google Maps: If you drove and are claiming mileage, download a copy of the map showing your route and total miles.
• Receipts: Attach receipts for expenses of $75 or more. Receipts must show the final cost, an itemized list of purchases, proof of payment and date of purchase.
• Proof of Payment: Bank statement showing charges for expenses of $75 or more. Personal information should be redacted.

When Will I Receive My Check?

Travel claim reimbursements typically take two weeks to process once approved by the BMED office for payment. The check will be mailed to the address listed on the claim.

For more information, visit University Travel.

Travel Grants ($500):

Undergraduate Application – Faculty member completes.

Graduate Application – Student completes.

Students who purchase project materials using their own funds may request reimbursement. This process should only be used if the department procurement card is unavailable and a purchase request has been submitted and approved by the department chair.

Note: Reimbursement is not guaranteed. Only use this process if you are sure your purchase complies with eligibility requirements.

Please keep all receipts and wait to submit your reimbursement request until all project purchasing is complete.

Reimbursement Form: Ask your faculty member whether your funding comes from state or CPC funds to determine which reimbursement form to use.

State Funds: Download the Reimbursement Form, complete it and email it to the AERO office in its original Excel format. The office will complete the chartfields in Step 4. You will receive an email when your reimbursement check is available for pickup at the AERO office.

CPC Funds: Download the Check Request Form (Excel) and review the Cal Poly Corporation Forms and Instructions. Complete the form and email it to the AERO office in its original Excel format. The office will complete the org key and object codes. Your reimbursement check will be mailed to you.

Receipts: Number your itemized receipts or invoices. Photos or scans are acceptable. Receipts must include the following information:

• Date of purchase
• Vendor or payee name
• Amount paid, showing shipping and tax separately
• Proof of payment (cash, credit card or personal check)
• Description of items purchased
• If you are missing a receipt for a purchase using state funds, complete a Lost Receipt Form.
• If you are missing a receipt for a purchase using CPC funds, complete a Missing Receipt Form.

Proof of Payment: Attach proof of payment in the form of a bank statement or screenshot of the charges on your credit card. Personal information may be redacted.

Hospitality Expenses: If your reimbursement request is for an event or hosting expenses, including food, beverages or merchandise, submit a Hospitality Form (PDF) with your request.

Submit Your Request: Email the completed form in its original Excel format and all required documentation to the AERO office. The office will route the request for signature approval and submit it for payment processing.

Reimbursements typically take two weeks to process once approved by the AERO office for payment.