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Project Resources

Administrative Tools for Student Projects

If you are currently enrolled in a project, refer to the following information to learn about the process. 

Ordering Project Supplies

OPTION 1:  Have the company or organization that is sponsoring the project purchase the materials needed utilizing their own funds and sent to you.

OPTION 2:  Complete a Purchase Request Form (excel) to have the BMED Department purchase your requested items with the department procurement card.

  • Fill out the Purchase Request electronically and email to your project advisor for approval.
  • Project advisor will review, approve, and submit the request to the Project Support Coordinator.   
  • Orders will be placed in the BMED office as soon as possible, but students should plan ahead.
  • Student will be notified via email when materials are available for pickup in the BMED office.
  • All procurement orders will be shipped to the following address: 
Attn: Advisor Name/Student Name
California Polytechnic State University
c/o Department of Biomedical Engineering 13-260
1 Grand Avenue San Luis Obispo, CA 93407

 

OPTION 3:  Student purchases project materials utilizing their own funds and request reimbursement with a Cal Poly Direct Buy form.

  • Attach itemized receipts. 
  • Tape down all cash register receipts to an 8.5 x 11 sheet of paper.
  • A Missing Receipt Form must be turned in for missing receipts for any amount greater than $40.  
  • Attach proof of payment in the form of a bank statement (any personal information can be blacked out).
  • Submit Direct Buy form and all required documentation to Project Support Coordinator in the BMED office.

Travel Procedures

Before planning travel for your project please discuss with your faculty. They will advise on budget and what travel expenses are allowable.

Before your trip: At least 1 week prior to travel, turn in your completed Travel Pre-Authorization Form to 13-260.

After your trip: Complete and sign the Travel Claim Form.

  • Attach a copy of your Google Maps route.
  • Attach applicable hotel receipts and receipts for any expense over $40.
  • Missing Receipt Form must be turned in for missing receipts for any amount greater than $40. 
  • Attach proof of payment in the form of a bank statement (any personal information can be blacked out).
  • Turn in completed travel claim forms to 13-260.

For more information about university travel policy and reimbursement rates, see the University Travel guidelines. If you have any questions about the form, please contact the Project Support Coordinator in the BMED office.

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