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ECS Student Organizations College of Engineering & Computer Science

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College of ECS IRA

What is IRA?

The Instructionally Related Activities (IRA) program supports educational experiences conducted outside the classroom. This includes costs for eligible club activities, program supplies, student travel, and conference fees. For more details, refer to the full IRA Guidelines and Procedures.

Note: ECS club eligibility to access and spend IRA funds is contingent upon active participation in ECSJC meetings and the ECS Expo.

25-26 IRA Process Updates

Purchasing Supplies

*Students are no longer eligible to receive a reimbursement for supply purchases.

Supply purchases will need to be completed by an ECS Department ASC (staff). Students will need to submit a "Purchase Request Form" via AdobeSign. Once approved, the purchase request will be routed to the appropriate ECS Staff to complete the purchase.

Travel

*Students are eligible to receive reimbursements for travel related expenses.

Students traveling for conferences/competitions will need to submit a "Travel Request" via AdobeSign at least 30 days before traveling. Travel related expenses (airfare, hotel, etc.) are paid for out-of-pocket. To get reimbursed, students will need to submit their travel related receipts within 60 days after traveling via email to s.gilson@csus.edu.

Eligible Expenses

Eligible expenses include:

  • Travel and Lodging (students only)
  • Mileage
  • Supplies
  • Conference/Registration Fees

Purchase Requests

How to Submit a Purchase Request

Students must complete and submit an Purchase Request Form through AdobeSign. Be sure to include any required documentation (quotes, receipts, or supporting materials).

Note: All purchase requests must be pre-approved by your club advisor before submission.

After Submission

  • Approved requests will be sent to your club’s affiliated department ASC (staff).
  • The requester, club president, and advisor will be cc’d on the email sent to the department ASC.
  • Tangible items will be delivered to Sac State and the club will be notified. Clubs are responsible for coordinating pick-up of delivered items.

Cross-Disciplinary Clubs

If your club is cross-disciplinary (e.g., SWE, NSBE, SHPE, etc.), purchases will be coordinated directly with the ECS Administrator (Sam Gilson). Cross-disciplinary clubs are still responsible for submitting the Purchase Form Request and following the submission process.

Purchasing Policy

Students may not be reimbursed for supply purchases made using personal funds. All supply purchases must be processed through the approved IRA purchasing channels.

Planning Ahead

Please plan your club purchases well in advance. Last-minute requests may not be processed in time for your project or activity.

Travel Requests

Before You Travel

Students must submit a Travel Request Form at least 30 days prior to traveling. Note: Traveling without an approved request may result in denied reimbursement.

Required Forms

All student travelers must complete the Vendor Data Form before submitting a travel request.This form allows us to identify you in Concur and process your reimbursement after travel. Note: This form only needs to be completed once.

If you plan to drive your personal vehicle or rent a car, you must also complete the Driver Authorization Packet before submitting your travel request.

How to Submit a Travel Request

  • Students must complete and submit a Travel Request Form at least 30 days prior to traveling via AdobeSign.
  • Be sure to include any required documentation, such as the Vendor Data Form and Driver Authorization packet (if driving).

After Submission

  • After submission, the request will be created in Concur by an ECS Admin and submitted for approval.
  • Once approved, students are permitted to travel.

Reimbursement Policy

  • Students CAN be reimbursed for eligible travel-related expenses.
  • Receipts and documentation must be submitted within 60 days after travel to qualify for reimbursement.

Required Documentation May Include:

  • Receipts: Itemized receipts showing amount paid and the student’s first and last name (registration fees or trip-related expenses).
  • Proof of Attendance: Photo of student name badge or other supporting documentation.
  • Flight Itineraries: Copies of travel confirmations showing student name and travel dates.
  • Conference Agendas: Copy of agenda showing participation and relevance of trip.

Once reimbursements are submitted and approved through Concur, students will receive a check to the address on file or can sign up for Direct Deposit.



Important Deadlines

Last day to submit purchase requests: May 1, 2026

Last day to submit travel receipts for reimbursement: June 15, 2026

Contacts for Assistance

For any questions or help with your purchase/travel request, reach out to:

Samantha Gilson

ECS Student Leadership & Outreach Coordinator

Riverside Hall 2014

s.gilson@csus.edu

(916) 278-4214