Business services
for faculty, staff and student employees
Purchasing, travel and reimbursements
Below are guidelines and links for faculty, staff and students to request a purchase, request travel on behalf of the university or to receive a pre-approved reimbursement.
For additional help, please contact [email protected].
Purchasing
- A supplier quote needs to be attached to the purchase form if applicable.
- If no supplier quote is attached to the purchase form, then the supplier catalog # with description, quantity, etc., should be entered on separate lines on the purchase form.
- A supplier web address must be provided if the purchase is to be made online.
- MacroTechnology Works, or MTW, chemical purchases: A chemical review is required when chemicals are to be delivered to MTW (MacroTechnology Works, 7700 S. River Pkwy., Tempe, AZ 85284). You must attach the MTW chemical review to the purchase form. To request a MTW chemical review, please fill out the forms.
- All software and/or hardware purchases require a review. The software and/or hardware review must be attached to the purchase form. Request a software/hardware review.
- Fill out the purchase form using a desktop or laptop computer, as the form doesn’t work well on phone browsers.
- After completing the form, click submit. Then assign “participant 2” as your faculty advisor, and assign “participant 3” as the faculty advisor’s business specialist when prompted for routing. Their emails are shown below.
Reimbursement
Reimbursements should be properly requested within seven to 60 days of the date of purchase per IRS accountable plan rules. Reimbursements that are requested after 60 days of the date of purchase will be processed through the employee’s payroll and will be considered taxable income.
NOTE: The reimbursement threshold is $1,000. Reimbursements over the $1,000 limit should be avoided. A strong justification for any reimbursement over the $1,000 threshold must be indicated on the form.
Proof of payment must be attached at the same time the form is submitted for faculty advisor approval. Acceptable forms of proof of payment are the following:
- A detailed cash receipt.
- A detailed credit card receipt showing payment (last four digits of the credit card number).
- An email receipt showing payment (last four digits of the credit card number).
- Food and beverage receipts must be itemized, showing what food and beverages were purchased.
- A copy of a bank statement may be included for further proof of payment when payment does not show the last four digits of a credit card number.
- Software and/or hardware reimbursements: A software and/or hardware review is required for all software and hardware reimbursements and must be attached to the reimbursement form. Request a software/hardware review.
- Fill out the reimbursement form using a desktop or laptop computer, as the form doesn’t work well on phone browsers.
- After completing the form, click submit, assign “participant 2” as your faculty advisor, and assign “participant 3” as the faculty advisor’s business specialist when prompted for routing. Their emails are shown below.
Travel
The travel form MUST be used by all students, research employees, and post docs requesting business travel on behalf of the university.
All travel with an overnight stay needs to be completely approved PRIOR to making any purchases for the trip.
The travel form is used to request travel authorization for university business BEFORE the start of travel. The form should be filled out as much as possible before routing to the appropriate faculty advisor for their approval and their associated business specialist for processing.
If a rental vehicle is requested, the traveler must be an authorized driver for ASU and provide justification for the need of a rental vehicle for their trip. If the traveler is not authorized, they must complete the Authorized Driver Program.
After your travel request has been fully approved in My ASU Trip, you may book and purchase airfare, lodging, rental cars and other business travel through the travel system (Concur), Anthony Travel, and/or through another booking platform. If booked on another platform, the traveler must manually enter the flight, hotel and rental car itineraries in Concur so the university may fulfill its duty of care responsibility to ASU travelers. Instructions on manually entering itineraries in Concur can be found in the ASU itinerary guide.
Please contact the faculty advisor’s business specialist for assistance or reference the My ASU TRIP Manual (PDF) for assistance with entering a travel request and/or completing an expense report.
Fill out the travel form. Use a desktop or laptop computer, as the form doesn’t work well on phone browsers.
After completing the form, click submit, assign “participant 2” as your faculty advisor, and assign “participant 3” as the faculty advisor’s business specialist when prompted for routing. Their emails are shown below.