Budget & Finance
Guides
In the Academic Affairs Division, all purchases of $10,000 or more using State funding require division-level approval.
Procure-to-Pay (P2P) and Concur purchases will be routed for division approval automatically. Please send all other approval requests to the Academic Resources email address: AR@cpp.edu. If Adobe Sign is being used, please prepare the document with MLPanis@cpp.edu as an “Approver” and LMRotunni@cpp.edu as a “Signer.”
Complete packets should be forwarded for approval if the purchase will be made through:
- Direct Pay
- Facilities Service Request
Advance approval should be requested through a written communication describing the intended purchase and funding chartfield string for the following:
- P-Card purchases where the total to a single vendor is $10,000 or more
- Computer purchase through the IT & IP portal
- Increasing the authorized dollar amount by $10,000 or more for an existing Purchase Order
- Purchases through the Bronco Bookstore
- Payments by invoice to the Cal Poly Pomona Foundation
- Payments by Cash Posting Order to the CSU
Division-level approval is NOT needed for invoices that are payments on a Purchase Order. These can be sent directly to University Accounts Payable.
Approval must be received before making a commitment of funds. Invoices that do not have an established PO will be sent back and can only be processed through a “Confirming Order” memo and division-level approval at any dollar amount. A different funding source, possibly a non-State source, may be required.
This expenditure process does not apply to transactions in the Cal Poly Pomona Foundation and the Cal Poly Pomona Philanthropic Foundation, which continue to follow their own board-approved policies.
The format and routing for specific request types is described below. When a request is received, the Academic Resources team will assure that requests are complete or request additional information as needed. A copy will be provided to the originator when items move forward in the routing.
- Direct Pay Packets
- Direct Pay Form with approval signature for the chartfield string
- Quote, event flyer and/or other appropriate purchase request documentation
Approved packets will be forwarded directly to University Accounts Payable for processing. Note that the Direct Pay process is limited to specific types of transactions. Procure-to-Pay (P2P) is the appropriate mode for purchases of goods and most services.
- Direct Pay Packets for Faculty Relocation
- Packets must be sent to the Provost’s Office for review BEFORE coming to Academic Resources.
- Direct Pay Form with signature approval for the chartfield string
- Approved Travel Claim
- Invoice, receipt(s), and other appropriate purchase request documentation
- Offer Letter
- Certification for Reimbursement of Moving/Relocation Expenses
- The Provost’s Office will forward to Academic Resources. Approved packets will be forwarded directly to University Accounts Payable for processing.
- Facilities Service Request
- Information about the purpose of the request and the expected total cost
- Service request form with chartfield string for funding and appropriate approval signature
Approved requests will be forwarded directly to Facilities Planning and Management for processing.
For Pre-Approval needs, please provide an expenditure request memo or email describing the planned purchase.
The request should include:
- Information about what will be purchased and the expected total cost
- The chartfield string for the funding and appropriate approval signature
Pre-Approval will be returned to the department as a signature on the request memo, to be routed as follows for each type of request:
- P-Card Reconciliation Packets: Attach pre-approval when sending to procurement.
- IT & IP Portal Computer Purchase: Upload pre-approval to the order portal.
- Increasing value of an existing P.O.: Attach the pre-approval to the email request to University Procurement to increase the value.
- Bookstore Purchase: Retain in department and provide to University Accounts Payable upon request.
- Foundation Invoice: Attach pre-approval to payment request forwarded to University Accounts Payable.
- Interagency Financial Transaction (IFT): Attach pre-approval to email reply to University Budget Services when payment chartfield string is requested.
What is a Purchase Order (PO)?
A purchase order, or PO, is an official document issued by a buyer committing to pay the seller for the sale of specific products or services to be delivered in the future. The advantage to the buyer is the ability to place an order without immediate payment.
The advantage to the seller is a guarantee that if the products or services are delivered, payment will be made.
Procurement can assist with changes to a PO if they are appropriate to the contract with the seller.
How long will the funds be encumbered?
Funds for a PO will remain encumbered until the services are completed, the cost is invoiced, and the vendor is paid. The encumbrance remains across fiscal years if this does not all happen in one year.
If a PO was issued during a previous fiscal year, and if that PO is no longer needed, cancelling or reducing the PO will return funds to the department.
What to do with Purchase Orders during Midyear?
If the Purchase Order is completed and the vendor is fully paid:
If it is a multi-line PO, each line has a balance that is allocated for specific service/item. The PO is not completed until all the lines are invoiced. It should stay open if more invoices are expected.
What to do with Purchase Orders during Fiscal Year Closure?
Verify that all open POs are needed in the next fiscal year.
If the PO is no longer going to be in use, contact Procurement to reduce or cancel the PO to return funds to the department.
If you know the final invoice amount, and the invoices will total a lower dollar amount than the encumbrance, amend the PO to the lower amount and return funds to the department.
i.e., discounts, credits, etc.
For the Division of Academic Affairs, computer purchases for new staff/faculty and necessary replacement computers will be managed by Academic Resources from a central budget. Academic Resources initiates the purchasing process for computers that are 5 or more years old. Requests outside the refresh cycle are processed on a flow basis for new employees or broken equipment. Please note that as the end of the fiscal year approaches, the budget may be exhausted.
To submit a request to replace a computer or purchase a computer for a new hire, please submit the request here: Computer Request Form
- Academic Resources will review the request and open an eHelp ticket if the purchase is approved. This will trigger the rest of the process, including IT/ATI approvals and setup scheduling. You will be notified along the way of the status of your request.
- Computer accessories that don’t come with the initial computer purchase, such as, mice, keyboards, web cameras, etc. are to be ordered by the department requesting them. Monitors can be requested using the computer request form above.
Turn in laptops for vacant positions to Academic Resources.
- Please do not return the device to IT.
- To arrange a return, please complete the Computer Return form. We will make sure the device gets cleared and reimaged.
The Center for the Advancement of Faculty Excellence (CAFE) offers programs that provide funds for participation and completion of projects. Examples include New Tenure Track Faculty and New Lecturer Orientations, faculty learning communities, the eLearning Summer Institute, and faculty teaching mini-grants, workshops, seminars, and one-on-one assistance services to faculty. Watch for announcements via email or visit CAFE. Internal seed funding for research and scholarship is available through two competitive programs: Research, Scholarship and Creative Activities (RSCA) and Strategic Interdisciplinary Research Grant Program (SIRG). Each expense type has detailed processes that must be followed. All State purchases of $10,000 or more need the approval of the appropriate Vice President. Please route packets through the dean’s office for approval. These guidelines apply to P2P, Direct Pays, and P-Card purchases where the total is $10,000 or more. Please work with your academic department office or dean’s office.
Faculty Start-Up funds support new faculty research and academic development.
Tracking individual faculty allocations
Nine different class codes were created to track faculty start-up funds: C3600 through C3609
There are multiple codes because there may be more than one new faculty member in a department. The college keeps track of which faculty member is assigned to what code. The codes are just for tracking purposes and are not considered designated.
Recommended Steps for assigning Class Codes:
- When the College has a new faculty member, the College Budget Analyst will internally assign the next available code within the department to track the start-up.
- Transfer allocated funds into the assigned code and charge all the costs for that faculty member to that code.
- When the balance is gone in that class code and department, the faculty member has used all their start-up funds.
- The code for that department will then be available to be assigned to someone else in another year.
At any given time, people in different departments might be using the same code. Progress to higher numbers if you are tracking multiple people in the same department.
Example:
Dept A Garcia: C3600
Dept B Martinez: C3600
Dept B Nguyen: C3601
In this example, since Garcia and Martinez are in different departments, their class code will be the same. Nguyen must have a different class code than Martinez because they're in the same department.
SPICE is a grant initiative funded by the Student Success Fee to enhance student learning by either innovating the classroom experience or modernizing classroom equipment.
Awards are made through an annual competitive process to support faculty in efforts to improve the learning environment for Cal Poly Pomona students.
SPICE website
Tracking SPICE allocations
Different class codes were created to track SPICE allocations:
For Classroom Innovative Instruction Awards, use class codes - C3506, C3511 through C3515
For Classroom Modernization Awards use class codes - C3507, C3516 through C3519
There are multiple codes because there may be more than one SPICE allocation in a department. The college keeps track of which SPICE award is assigned to what code. The codes are just for tracking purposes and are not considered designated.
Recommended Steps for assigning Class Codes:
- When a faculty member has a new SPICE award, the College Budget Analyst will internally assign the next available code within the department to track the award.
- Transfer allocated funds into the assigned code and charge all the costs for that SPICE award to that code.
- When the balance is gone in that class code and department, the faculty member has used all of their SPICE award.
- The code for that department will then be available to be assigned to someone else in another year.
At any given time, different departments might be using the same code. Progress to higher numbers if you are tracking multiple SPICE awards in the same department.
Example:
Dept A Garcia: C3511
Dept B Martinez: C3511
Dept B Nguyen: C3512
In this example, since Garcia and Martinez are in different departments, their class code will be the same. Nguyen must have a different class code than Martinez because they're in the same department.
Funding for RSCA faculty mini-grants is provided by the Chancellor’s Office to support faculty scholarship.
Tracking RSCA allocations
Six different class codes were created to track these allocations:
C1005, C3440 through C344 (POS fund code)
There are multiple codes because there may be more than one RSCA grant allocation in a department. The college keeps track of which grant is assigned to what code. The codes are just for tracking purposes and are not considered designated.
Recommended Steps for assigning Class Codes:
- When a new grant is assigned, the College Budget Analyst will internally pick the next available code within the department to track the grant.
- Transfer allocated funds into the assigned code and charge all the costs for that grant to that code.
- When the balance is gone in that class code and department, the faculty member has used all their grant funds.
- The code for that department will then be available to be assigned to someone else in another year.
At any given time, different departments might be using the same code. Progress to higher numbers if you are tracking multiple grants in the same department.
Example:
Dept A Garcia: C3440
Dept B Martinez: C3440
Dept B Nguyen: C3441
In this example, since Garcia and Martinez are in different departments, their class code will be the same. Nguyen must have a different class code than Martinez because they're in the same department.
Academic Affairs Glossary of Terms - Coming Soon!
Forms
Please download the appropriate form to fill out as a pdf document. Submit to Provost's Office Portal as a Personnel case.
Leave credit tracking template (xls) - for use by an individual to track and project leave credit accrual and use.
This Mid-Year budget review template (xls) is designed to help an individual monitor and manage their college budget.
The FTES Taught for College Year Dashboard can be used to collect and organize the information needed for budget tracking.
Student Success Fee Expenditures
The Cal Poly Pomona Student Success Fee provides support to academic departments to create opportunities for students to become engaged with their department, peers, and discipline to promote academic and future success.
Among the many possibilities, funds may be used for:
- Guest speakers student support activities, and/or other events;
- Opportunities for students to network with faculty, alumni and working professionals;
- Peer tutoring, advising, or mentoring activities;
- Fall fairs and welcome receptions to connect students with the campus and department.
Student Success Fee funds are State dollars. Expenses must conform to established University guidelines. Student scholarships and stipends are not allowed.
All expenditures must follow the Divisional Spending Process.
Distribution of Funds
The budget for the fiscal year is based on enrollment as of the last day to add:
- Fifty percent (50%) of the total is distributed equally among all departments.
- Thirty-five percent (35%) of the total is distributed based on the number of majors enrolled in the fall term within each department.
- Fifteen percent (15%) of the total is distributed based on the enrollment in department courses, measured as full-time equivalent students taught.
- Closing balances do not return to the department.
- Available carryforward may be reallocated based on prior year expenditures.
Current Year Allocations (pdf) - The allocation is for expenses posting between July 1, 2025, and June 30, 2026.
Current Year Supplemental Allocations (pdf) - Additional 2025-26 funding for departments that spent more than 60% of their 2024-25 funding.
Each department is expected to provide a brief annual report on activities supported by this fund. Please complete the Student Success Fee Funds form for the report due April 30 of the report year.
Hospitality Expense
These funds can be used to provide refreshments for students to encourage attendance at activities. The department’s efforts to increase engagement are official university business and are covered in the hospitality expense policy and procedures. It is essential when processing paperwork for expenditure or reimbursement to provide clear documentation of the university business purpose for the activity:- Have an agenda that clearly describes the student engagement purposes and activities
- Have sign-in sheets with separate sheets for students, faculty members and external visitors, so that it is easy to understand the attendees of the event(s)
- Adhere to the dollar maximums per person listed in the campus hospitality expense procedure (pdf).
- Can the funds be used to pay for food?
- Can the funds be used to pay for field trips or student travel?
- Can the funds be used to pay for faculty meals at a student-centered event?
- Can the funds be used for club activities?
- Can the funds be used for scholarships, gifts or swag?
- Do the funds roll over to the next year if they are not used?
SPICE Awards for Innovative Instruction or to Modernize Classroom Equipment are funded through the campus Student Success Fee.
Awards are made through an annual competitive process to support faculty in efforts to improve the learning environment for Cal Poly Pomona students.
SPICE website
Detailed processes must be followed to spend your SPICE Award. Please work with your academic department office or dean’s office to ensure complete and appropriate paperwork.
SPICE funds are state dollars spent using state policies, processes, and deadlines. See "Divisional Spending Process" in the Guides section above.
All tangible purchases must be received at Cal Poly Pomona Distribution Services. No items may be delivered to faculty or staff residences.
Awarded funds must be used for the purposes budgeted in the original proposal.
For changes, request approval from the SPICE Committee via email at spicecommittee@cpp.edu.
Expenditures may begin on July 1 after receiving your award notice.
Budget will be posted in the department as part of the annual budget process. Funds which have not been spent by the end of the fiscal year (June 30) will be reverted to the Student Success Fee fund for future SPICE projects.
Links to Other Areas
International Travel:
University information on International Travel
Academic Affairs information on International Travel
Note: All international travel for faculty and staff requires approval by the Provost.
Domestic Travel:
Tableau Resources
Access via Institutional Research, Planning, and Analytics (IRPA)
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