Forms & Procedures

General Information

Resource Revised Date
Glossary of Terms Mar 2011
Business Office Contacts Dec 2015

 

Travel

Resource Revised Date
State 1A Travel Request Form (xlsx)
Travel Expense Claim
Travel Policy (pdf) Jan 2011
Travel Insurance Requirements (pdf) 2010
Travel Guidelines Dec 2015
Travel Guidelines Presentation (pdf) 2016
Estimate of Travel Expenses (xls) 2016
Enterprise Car Rental Portal 2011
P Card Travel Guidelines Jan 2012

 

Payroll

Resource Revised Date
Payroll Calendar 2017 2016
Payroll Calendar 2016 2016
Time Card Quick Reference 2010
Cal Poly Corporation Regular Late Timecard (xls) Nov 2013
Cal Poly Corporation Multiple Account Late Timecard-Regular (xls) Nov 2013
Cal Poly Corporation Student Late Timecard (xls) Nov 2013
Cal Poly Corporation Multiple Account Late Timecard-Student (xls) Nov 2013
Cal Poly Corporation Payroll Direct Deposit Enrollment Form (doc) Nov 2013
Exempt Exception Timesheet (doc) Nov 2013
Missed Meal & Break Form (doc) Sept 2016
Makeup Time Request Form (doc) Nov 2013
CPC Pay/Kronos Hours Adjustment Log(xls) 2013
CPC Pay/Kronos Prior Period Adjustment Form (xls) 2013
CPC Sponsored Programs – Volunteer Time Card (xls) Nov 2013

 

CPC Pay/Kronos

Resource Revised Date
CPC Pay/Kronos Employee Quick Reference Guide for Students/Intermittent/Additional Compensation Employees (docx) 2015
CPC Pay/Kronos Employee Quick Reference Guide for Benefitted Employees (docx) 2015
CPC Pay/Kronos Employment Quick Reference Guide for Managers (docx) 2015
CPC Pay/Kronos Prior Period Adjustment Form (xls) 2013
CPC Pay/Kronos Hours Adjustment Log (xls 2013
Employment Policy and Procedure Quick Reference Guide 2013
New Hire, Adding Additional Accounts and Payroll Procedures (docx) 2014

 

Finance – General Information and Forms

Resource Revised Date
Accountable Plan Mar 2011
ACH Enrollment Form (xlsx) Apr 2014
Campus Food Service Policy 2012
Cell Phone Policy & Procedure July 2015
Cell Phone Reimbursement Pre-Authorization Form Mar 2017
Cell Phone Reimbursement Request Form Mar 2017
CPC Deposit Form (xls) May 2012
CPC Facsimile Form (xlsx) Jan 2012
CPC Fixed Asset Property Transfer May 2016
CPC Fixed Asset Property Disposal Form (xlsx) Jan 2015
CPC Signature Authorization Form (xlsx) Jan 2017
ONESolution Object Codes Mar 2011
Merchant Application (xlsx) 2010
Stipend Tax Reporting 2015
Stock Gifts 2010

 

Finance – Hospitality

Resource Revised Date
Hospitality Matrix 3/15/17
Hospitality Justification Form 3/15/17
Hospitality Policy 3/15/17

 

Finance – Purchasing Information and Forms

Resource Revised Date
CPC Check Request Form (xls) Aug 2014
CPC Check Request Quick Reference Aug 2014
CPC Check Request Form Instructions Mar 2012
CPC Sole Source Purchase Justification Form (xlsx) Aug 2014
CPC Sole Source Purchase Justification Guidelines Mar 2013
CPC Requisition Form (xlsx) Feb 2017
CPC Requisition Quick Reference Aug 2014
CPC Requisition Form Instructions Aug 2014
CPC Requisition Phone Quote Worksheet Form (xlsx) Aug 2014
CPC Purchase Order Amendment/Supplement Form (xls) Jan 2017
CPC Purchase Order Amendment/Supplement Form Instructions Aug 2014
Management Guidelines for the Corporation Purchasing Policy Mar 2011
CPC Petty Cash Form (xls)
CPC Petty Cash Form Quick Reference
May 2012
CPC Guest Lecturer Form (xls) Mar 2011
CPC IRS Form W9 (pdf) May 2011
Missing Receipt Form (pdf) Nov 2016

 

Finance – Purchasing Related Taxes

Resource Revised Date
Sales and Use Tax Explained (xls) Mar 2012
Withholding Taxes (docx) Mar 2014

 

Finance – Independent Contractors and Insurance

Resource Revised Date
Independent Contractor Requirements (docx) 2014
Independent Contractor Agreement – Template (docx) 2014
Certificate of Insurance – Instructions (docx) 2014
Instructional Guide for Insurance Company (docx) 2014

 

Finance – Raffle Information

Resource Revised Date
Raffle Application (doc) (Quick Reference) 2013
Raffle Application Process FAQ 2010
State Document – Final Raffle Report (pdf) 2010

 

Human Resources – Benefits

Resource Revised Date
AFLAC
 AFLAC – Basic Information 2011
 AFLAC – Supplementary Dental Insurance 2011
 AFLAC – Direct Deposit Form 2011
 AFLAC – Personal Accident Indemnity Plan 2011
 AFLAC – Personal Cancer Indemnity 2011
 AFLAC – Specified Health Event 2011
Dental Insurance
 Anthem Blue Cross Dental Complete 2016
 Dental Broker Information 2016
 Anthem Dental Evidence of Coverage 2016
 Dentist Network 2016
Employee Benefits Summary 2016
Fee Reimbursement Program 2016
Fee Reimbursement Application (Word) 2016
Flexible Spending & Dependent Care Accounts
 FSA/DCA Enrollment Forms 2016
 FSA/DCA Reimbursement 2013
Life Insurance
 Optional Life Insurance Information 2016
 Life Insurance Broker Information 2016
 Optional Life Insurance Enrollment/Increase 2016
Medical Insurance
 2016 Medical Plans and Premiums 2015
 2017 Medical Plans and Premiums 2016
 2017 Medical Plan Summary of Covered Services 2016
 CalPERS 2017 Health Benefit Summary 2016
 2017 Health Ins Open Enrollment Information 2016
 2017 Medical Insurance Plan Change Form 2016
 Evidence of Coverage for all Medical Plans 2015
 Coastal Communities Physician Network 2013
 Physicians Choice Medical Group of SLO 2013
Retirement – CalPERS Pension Plan
 How to Register for MyCalPERS Access 2016
 CalPERS Website 2016
 CalPERS Retirement Class Enrollment Instructions 2016
Retirement – Supplementary Plans
 457 – Plan Information 2016
 457 – Enrollment Form 2016
 457 – Change Form 2016
 457 – Beneficiary Form 2016
 403b – Enrollment Form 2016
Vision Insurance
 Vision Benefits 2016
 MetLife Vision PPO 2016
 Vision Broker Information 2016
 MetLife Vision Evidence of Coverage 2016
 Vision Network 2016
Wellness Program 2016
 Wellness Incentive Claim Form 2015

 

Human Resources – Employment

Resource Revised Date
Background Check Policy Requirements and Checking Practices (pdf) 2016
Background Check Request Form (docx) 2016
Employment Quick Reference 2013
E-Verify 2011
Personnel Information Form (PIF) (docx) 2016
Student Intermittent Application (SIA) (docx) 2015
New Hire Instructions 2015
I9 – Employment Eligibility Verification* (pdf) 2016
I9 – Instructions for Completing I-9 (pdf) 2016
State Tax Form (pdf) 2016
W-4 Form (pdf) (optional; default is S-O) January 2017
Supervisor’s Checklist for New Employees (doc)) 2013
Supervisor’s Checklist for New Students (doc) 2013
Missed Meal & Break Form (doc) 2016
Address Change Form (pdf) 2016
Mustang Jobs Guide (doc) 2011
Parent Authorization for Emergency Medical Treatment (doc) 2011
Volunteer Forms (pdf) 2014
Holiday Schedule 2017

*Bolded items are required paperwork for new hires.

 

Human Resources – Performance Evaluations

Resource Revised Date
Regular Benefited Performance Evaluation (Non-Management Salary Plan) (pdf) 2016
Regular Benefited Performance Evaluation – Instructions (Non-Management Salary Plan) (docx) 2015
Management Evaluation Form (pdf) 2016
Management Evaluation Form – Instructions (Management Salary Plan) (docx) 2015
3-6 Month Evaluation Instructions (NMSP & MSP) (docx) 2015

 

Human Resources – Federal Work Study

Resource Revised Date
Federal Work Study Procedures 2010
Mustang Jobs Guide (doc) 2011
Federal Work Study SERF Form (MUST BE TYPED) 2013
Federal Work Study SERF Sample (pdf) 2010

 

Human Resources – Safety

Resource Revised Date
Safety Manual 2014
Supervisor’s Injury/Illness Report (pdf) 2010
Workers’ Compensation Claim Form (DWC-1) (pdf) 2013
University Link to Workplace Violence Prevention Program 2010
Workers’ Compensation Injury Reporting Packet (pdf) 2015

 

Human Resources – Recruitment

Resource Revised Date
Interview Evaluation Record (docx) Mar 2011
Legal Restrictions on Interview Questions (pdf) Mar 2014
Reference Check Comments (docx) Mar 2011
Reference Checking Procedures (docx) Mar 2011
Recruitment Procedures for a Benefited Position Mar 2011
Recruitment Requisition (docx) Mar 2011
Recommendation For Employment Selection (docx) Mar 2011
Sample Format of a Position Description (doc) Feb 2017
Employee Benefits Jan 2013

 

Human Resources – Other

Resource Revised Date
Emergency Contacts (doc) 2015
Cal Poly Information Security Awareness and Training – Full (pdf) 2015
Cal Poly Information Security Awareness and Training – Minimal (pdf) 2015
Policy Against Harassment 2016
Property, Security, Privacy, Searches and Use Policy (docx) 2015
Affordable Care Act (ACA) Requirements and Notifications 2013
Personnel File Inspection/Copy Request Form 2016
Employee Counseling Notice 2016

 

Campus Programs

Resource Revised Date
Request for New Account (pdf) 2015
Account Definitions 2015
BOE Quick Start Guide (pdf) 2010
BOE Frequently Asked Questions 2010
Campus Food Service Policy 2012
Professional Development Guidelines 2017

 

Information Technology

Resource Revised Date
Cal Poly Information Security Awareness and Training – Full (pdf) 2015
Cal Poly Information Security Awareness and Training – Minimal (pdf) 2015
Third Party Vendor Security Questionair (xlsx) 2015
Identify Finder User Guide (pdf) 2015
Introduction to SRS (pdf) 2010
CPC New Account Request Form (docx) 2010
Request for ONESolution Access (docx) 2016
Request for BOE Access (docx) 2015
Authorization for BOE Access to HR/Payroll Reports Non-PI/Director (docx) 2010
ONESolution
User’s Guide (pdf)
2015
BOE InfoView Quick Start Guide (pdf) 2012

 

Sponsored Programs

Cost Share Report (doc) 2010
Cost Transfer Request Form (xlsx) 2013
Cost Transfer Request Form Instructions 2013
Personnel Activity Report (PAR) – Faculty (xls) 2010
Personnel Activity Report (PAR) – Staff (xls) 2010
Proprietary Information Agreement (doc) 2010
BiTech User’s Guide for PI’s (Grant Management Reports) (doc) 2010
Signature Authorization – Sponsored Programs (doc) 2010
Stipend, Scholarship, Fellowship Guidance Document (doc) 2011
University Link to 107 Release/Assignment Forms 2010
CPC Sponsored Programs – Volunteer Time Card (xls) Nov 2013
Protected Health Information (PHI) Confidentiality Agreement Feb 2014