College of Letters, Arts and Social Sciences

Music Board Documents and Instructions

Documents, Information, & Instructions


Documents (Click to download)


Information

The Music Board funds events that fall under the following categories: Master Classes & Workshops, Production, and Tours & Festivals.

Below are instructions for categories mentioned above as well as specific instructions on filling out paperwork.

Student Representatives click here for information specific to you as a member of Music Board.

Below are quick guides on getting the proper paperwork completed for any IRA funded event you will be having. Each of these documents is available to download from this page. Please do make a note to fill out any paperwork in Blue Ink. If you are printing any document that is completed via a computer, make sure it is signed in Blue Ink. If there are any questions that arise do not hesitate at all to contact your student representative assigned to your ensemble.

Master Classes & Workshops

  1. For master classes you will need the following: a W-9 form, an Invoice form, a sign-in sheet, and a flyer of the event.
  2. It is highly suggested prior to the event to have the following documents completed: W-9 & Invoice forms. If unable then either before the start of the event on that day or following soon after the event should those documents be completed.
  3. There is now a sign-in document that can be downloaded and filled out for your event. It is highly recommended to print out this document.
  4. Soon after the event gather the following completed documents: the W-9, the invoice, the sign-in sheet, and a flyer of the event. Please be aware that the flyer should be no larger than 8 ½ x 11. If unable to obtain a flyer then you may use the master class template listed in the documents section.
  5. Once you have these documents contact your ensemble representative (click here to locate your representative if unaware) and have the ready documents for them to pick up, process, and submit to the ASI Business Center.

Production (Basic Payments)

Most production line items result in basic payments for goods or services required for the production.

Basic Payments
  1. For basic payments you will need the following: a W-9 form, an invoice, and a flyer of the event.
  2. NOTE: if this is not for Music Theatre Workshop then you also need a sign-in sheet.
  3. Have the individual or company fill out the W-9 form and an Invoice. It is suggested to have these documents completed during discussion of the good or service that is being requested. Please remember that the W-9 form contains sensitive information.
  4. After the goods have been delivered or services completed gather the following documents: the W-9, the invoice, and a flyer of the event. Please be aware that the flyer should be no larger than 8 ½ x 11. If unable to obtain a flyer then you may use the master class template listed in the documents section.
  5. Once you have these documents contact your ensemble representative (click here to locate your representative if unaware) and have the ready documents for them to pick up, process, and submit to the ASI Business Center.

If a purchase order is needed then follow the instructions below. Please be aware of your own funds when completing a purchase order as it acts as a place holder for the future purchase.

Purchase Orders
  1. For purchase orders you will need the purchase order form which can be found in the documents section.
  2. Fill out the form and be as detailed as possible when filling out the form.
  3. Contact your student representative to collect the form, process the form, and have it submitted to ASI Business Services and the company requesting the purchase order.
  4. Once conformation has been given from your student representative complete the steps in the basic payment section above this section. Of course this is to be completed when the goods or service have been completed.

Tours & Festivals

When it comes to tours Cal Poly Pomona is strict on deadlines. We in the Music Board are strict as well. ALL documents MUST be submitted NO LATER than ONE MONTH prior to to the event. Please make sure to have each student read each document carefully so they understand why they are signing the documents. If you have any questions about the Per Diem costs for the travel forms do no hesitate to contact your student representative for that information.

Travel for Tours & Festivals
  1. For any travel outside of Cal Poly Pomona, travel forms must be signed. The forms that are needed are the Authorization to Travel forms for all students and any faculty and the Liability Activity Release form for all students and any faculty.
  2. These forms must be completed within a month prior to the event date. It is heavily suggested for you to have your students complete these forms in class to assure that they are completed.
  3. Each student must sign an Authorization to Travel form and a Liability Activity Release form. Any student that might be under the age of 18 must also complete the second page of the Liability Activity Release form as soon as possible.
  4. If you are requesting reimbursement for mileage then do fill out a Mileage Reimbursement form as well, otherwise this is not necessary.
  5. Once you have these documents contact your ensemble representative (click here to locate your representative if unaware) and have the ready documents for them to pick up, process, and submit to the ASI Business Center.
Festivals
  1. For festivals that are held here at Cal Poly Pomona follow the basic payments guide under the production section to pay for any entry fees that might be required.
  2. For festivals that are held outside of Cal Poly Pomona, follow the basic payments guide under the production section and also the travel for tours & festivals section above.

Instruction

Here you will find instructions on filling out the necessary documents when running an IRA funded event. Please be aware that there is sensitive information on some of these documents, so handle with extreme caution. Remember to sign all documents in BLUE ink.

W-9 Forms

  1. Print out the W-9 form for the clinician to complete. The W-9 form contains several pages that are recommended for the person filling out the form to read. It contains information about the form. Only the first page is necessary when completing your packet for your student representative.
  2. This form contains its own specific instructions on the second page of the PDF. Otherwise have the clinician fill out the first page. The document is self explanatory.

Invoice

  1. Print out the invoice template that is provided from this page site. The Excel spreadsheet already contains some information needed.
  2. Have the clinician fill out their name, address, date, and phone number.
  3. In the description section, make sure the description gives enough information on what the master class is for. Simply writing “Master Class” is not sufficient.
  4. Have the clinician fill out the amount, subtotal, and total.
  5. Once completed, review the document then have the clinician sign where it states “Payee Signature”.

Sign-In Sheet

  1. Print out this sign-in sheet.
  2. In the past, the sign-in sheet was simply any piece of paper with the student’s names, of those who attended the event, to display attendance. To become more professional and organized there is a new sign-in sheet document that can have up to 40 students sign.
  3. The document is simple to fill out: simply fill out the event name, location of the event, and date, then have the students that attend sign the sheet.

Master Class Template

This document is self explanatory to complete. Simply download the document and make the necessary changes, save the document and print.

Purchase Order

  1. To complete a purchase order you must have an invoice or quote from the service provider. This is necessary to process a purchase order with ASI Business Services.
  2. Fill out the vendor information with the company’s information that you are doing business with.
  3. Complete the justification for purchase with as much detail as you can apply.
  4. Fill out the quantity, description, unit price, and total amount accordingly.
  5. Assure that the subtotal and total are filled out. The document that you are downloading is an Excel spreadsheet with pre-configured equations, all that is needed is to plug in the numbers and excel will compute the rest.

Staff/Student Authorization to Travel Form

  1. Only concern yourself with the Request for Auth to Travel form in Excel.
  2. Fill out the name & location of the conference/seminar/event, etc..
  3. Fill out the date (dates) away from the office (this is the event date(s)).
  4. Fill out the justification. Be as detailed as possible, simply putting “So our students can travel” is not acceptable.
  5. Regarding the total trip estimate, this information can be found by contacting your student representative or ASI Business Services. Generally this amount is how much students would be accountable for food or other necessary items that the IRA fund will not cover. If unsure what number to fill in, contact your student representative.
  6. The following must be filled by the traveler: prospective traveler and traveler’s signature.

Liability Activity Release Form;

  1. Fill out the activity section of the form.
  2. Fill out the activity date(s) and time(s)
  3. Fill out the activity location(s).
  4. Have your students read the form and sign at the bottom. They must also print their name and date the paper where indicated.

Mileage Reimbursement Form

  1. Fill out only the name and date section on the top of the form.
  2. Fill out the table as needed. It is best to complete this form in excel as it calculates the amount for you. Simply fill out the date of travel, starting location, ending location, transportation, and total miles.
  3. Fill out the purpose with a detailed purpose for the reimbursement.
  4. Print out and sign the paper