Admin Tools and Project Resources

Administrative Tools and Project Resources

Please refer to the following information to learn about opportunities and processes. If you have additional questions contact the BMED office for project support via email or schedule a virtual appointment.  Send forms to the BMED office: sjenki03@calpoly.edu

Students: If you have been asked by faculty to sign a form for lab safety and access procedures, please review and sign the appropriate form below.

192-330 Access Agreement (Adobe Sign)

BMED 410 Student Lab Safety Form (Adobe Sign)

BMED 460 Student Lab Safety Form (Adobe Sign)

BMED 561 Student Lab Safety Form (Adobe Sign)

 

 

Please note that this request must be submitted by your Faculty Project Advisor.

BMED Lab Access Request Form

Once you have placed your order, please submit the details to the office for payment purposes.  If this information is not submitted the charges on the invoice will be disputed/not paid, possibly leading to a hold on the account and a delay in receiving future orders.

Linde (formerly Praxair) Ordering Form

Hannah-Forbes funds hands-on biomedical engineering senior theses and senior design projects at Cal Poly.  Students can apply for up to $500 to cover project-related expenses. 

Hannah-Forbes Fund

Complete a Purchase Request Form (excel) to have the office purchase your requested items with the department procurement card.

Please read through and follow these directions:

Fill out the Purchase Request electronically and email to both the BMED office and your project advisor for review and approval. Your advisor will email back with account number, approval or modifications.

Clearly state if this is for Senior Design, Interdisciplinary Design, Masters, Club, or MEDITEC (MEDITEC students, please refer to the MEDITEC website for the ordering process).

You may use one form for multiple vendors. Please group items from same vendor together on the form.

If you have the option of assigning a shopping cart, please create the cart and have it emailed to the office. If possible include the cart link on the purchase request. Utilizing the shopping cart feature ensures accuracy.

If you need to have an item manufactured uploading your own files/specs, please set up your account with the company and add in all information for the order up to the point of payment.  Then submit a purchase request with all corresponding information for the order (login and password if needed) or share a shopping cart.  The office will complete your order by making payment.

Home Depot does not allow for certain items (lumber) to be purchased online, they must be bought in-store. If you need to purchase an item in person, you will need to get approval from your advisor and then request reimbursement.

Purchasing a Gift Card: follow directions at: Gift Cards – Procure to Pay – Cal Poly. Email the Gift Card Request Form to the BMED office.  Please note: Reimbursement is not allowed for gift card purchases. Payment Services will not process any reimbursements after October 1, 2021 regardless when purchased.

Printing shirts with logos or Cal Poly branding: Follow the directions at University Brand – Trademark Licensing (calpoly.edu)

The least expensive shipping rate will be chosen unless indicated otherwise.

When planning your overall project budget, please remember that taxes and shipping will be added to the final cost. The office does not track your budget, it is the students responsibility to keep track of all costs.

When your order has been placed, you will receive an email confirmation from the office. All emails from the vendor regarding your order (confirmation, shipping, final invoice) will be forwarded to your Cal Poly email.

Ship-to Address:

    • → If your order is for a BMED project it will be shipped to the department office, BMED 13-260.
    • → If your order is for Inter-D it will be shipped to Cal Poly Mustang’60 Machine Shop.

If you have ordered an item that is temperature sensitive/needs refrigeration, it is your responsibility to track your package and ensure that you are able to properly take care of it upon delivery.  

Due to the sheer number of orders placed in the office it is the students responsibility to keep track of any items on backorder and contact the BMED office immediately when an issue arises.

Returns / Issues With Your Order:  If you need to return an item, please first contact the company regarding their return policy.  Once you have the information needed to make the return, email the BMED office with the details.

Mustang 60 Machine Shop: To set up paying for CNC machining in Mustang 60 you will need to contact Bryan Neill, acting CNC Supervisor. He will evaluate the machining needs and assign you a shop tech.  The tech assigned to you will complete the proper paperwork and send the bill to the ME department for processing when the work is completed.  You will need to provide:

  • student name, phone, address, signature
  • org key or fund number for billing (ask your faculty)

Please refrain from buying any material before talking to the tech you are working with. Considerations could need to be made for holding the material in the machine beyond the outer dimensions of the parts themselves.

Please note that this process is only to be used if the department procurement card is not available and approved by your project advisor. Student purchases project materials utilizing their own funds and request reimbursement. Please hold all receipts and wait to submit for reimbursement until all your project purchasing is complete.

Reimbursement Form: Please ask your faculty where your funds are coming from, State or CPC, to select the correct reimbursement form.

If you are utilizing State Funds: Reimbursement Form. The office will fill in Chartfields on Step 4. You will receive an email when your reimbursement check is available for pickup in the BMED office. Please email the form in its original excel format.

If you are utilizing CPC Funds:  Cal Poly Corporation Check Request Form.  The office will fill in Org Key and Object Codes. Your reimbursement check will be mailed to you. Please email the form in its original excel format.

Receipts: Number and attach itemized receipts/invoices (photo or scan is acceptable). They must include the following information:

  • Date
  • Vendor or payee name
  • Amount paid, showing shipping and tax separately
  • Proof of payment (cash, credit card, personal check)
  • Description of the item(s) purchased

If you are missing a receipt please fill out a Lost Receipt Form.

Proof of Payment: Attach proof of payment in the form of a bank statement or a screenshot of the charges on your credit card (any personal information may be blacked out).

Please submit a Hospitality Form (PDF) with your reimbursement request if this is for an event/hosting (includes food/beverages).

Email form and all required documentation to the BMED office who will route it for signature approval and submit it for payment processing.  

Shipping Labels: If you need to ship project related materials the office can email you a shipping label generated through UPS CampusShip. Email the BMED office the following information:

  • Name of faculty, class, project title, fund account (if known)
  • mail to address
  • ship from address
  • type of package it will be mailed in (small box, bubble mailer, etc.)
  • weight of the package
  • dimensions of the package (height x length x width)
  • value of the package
  • will you need a return label (if the package will be mailed back to you)

Once that information is received a PDF shipping label will be emailed back to you.  Your package can then be dropped off at a local shipping store.

All travel must be discussed and approved by your faculty prior to travel. There are different allowable expenses depending on the project you are working on. As a general rule, only mileage is reimbursed.  

Please read through and follow these directions:

All forms must be filled out electronically.

Before your trip: At least 1 week prior to travel, fill out and email the forms below to the office who will route them back to you for your signature through Adobe Sign:

→ Pre-authorization Form: Complete fields highlighted in yellow. Must be completed for all student travelers.

→ Traveler’s Acknowledgement of Risk Guidance: Read and digitally sign. Must be completed for all student travelers.

→ Authorization to Use Privately owned Vehicles on State Business (STD 261) Form [PDF]: Complete only if you will be using your private vehicle to drive on University business.

After your trip: Within 10 days from the return of your trip complete and email the office the following together: 

→ Travel Claim Form: Complete the form and email it to the office in the original excel format.  It will be rerouted back to you for signature.  For guidance on filling out the Travel Claim Form please review the Travel Claim Guide (pdf). Items highlighted yellow need to be answered.  Hover over the highlighted area for details of what to include.

If you are claiming mileage please include a Google Map showing your route with mileage.

If additional expenses have been approved prior to travel from your faculty:

→ Attach all receipts for items over $40.  Receipts must show the final cost, itemized list of what was purchased, provide proof of payment (shows how was it paid) and include the date of purchase.

Proof of payment in the form of a bank statement (any personal information may be blacked out).

Missing Receipt Form must be turned in for missing receipts for any amount greater than $40. 

For more information about university travel policy and reimbursement rates, see the University Travel guidelines.

All international travel must start with the International Center.

BS Biomedical Engineering

  1. Please follow the directions at Digital Commons to submit your senior project. No further action is required through the BMED office.

MS Biomedical Engineering (Blended and MS)

  1. Follow the steps outlined by the Graduate Education office here.
  2. Schedule your defense with your committee and complete the form here.
  3. After successfully defending, complete the Thesis/Project Approval Form and submit your thesis/project report.
  4. Thesis and project reports not subject to IP protection, please follow the directions at Graduate Education for your Masters thesis. (Publication may be “embargoed” or delayed for 2-5 years)