Business services for faculty, staff and students

The purchase form is used to request purchases from a supplier website by supplying supplier catalog numbers or descriptions or by providing a supplier quotation. The form should be filled out as much as possible before routing to the appropriate faculty advisor for approval and their associated business specialist for processing. The following will be required before filling out the form:

1. A supplier quote needs to be attached to the purchase form if applicable.
2. 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.
3. A supplier web address must be provided if the purchase is to be made online. 
4. 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.
5. 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. Request type — Choose “Security“; Security Request — Choose “FSE Security Review“.
6. Fill out the purchase form using a desktop or laptop computer, as the form doesn’t work well on phone browsers.
7. 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.

The reimbursement form is used to request reimbursement for items purchased on behalf of the university. The form should be filled out as much as possible before routing to the appropriate faculty advisor for approval and their associated business specialist for processing. 

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:

1. A detailed cash receipt.
2. A detailed credit card receipt showing payment (last four digits of the credit card number).
3. An email receipt showing payment (last four digits of the credit card number).
4. Food and beverage receipts must be itemized, showing what food and beverages were purchased.
5. 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.
6. Software and/or hardware reimbursements: A review is required for all software and hardware reimbursements and must be attached to the reimbursement form. Request a software/hardware review. Request type — Choose “Security“; Security Request — Choose “FSE Security Review“.
7. Fill out the reimbursement form using a desktop or laptop, as the form doesn’t work well on phone browsers.
8. 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.

The FedEx shipping request form must be used to request having a package shipped on your behalf using the ECEE FedEx account.

1. The form must be filled out where applicable and where required.
2. A separate form will be required for multiple packages.
3. If your package is irregular or oversized, the FedEx “dimensional weight calculator” will be used to correctly determine the shipping costs and this cost will be entered into the shipping airbill at time of shipment.
4. Once the form has been fully approved, you will be notified that you can bring your package to the ECEE main office located in GWC (Goldwater Center) room 208.
5. Please note that the cut off time to ship a package is 1:00 pm Monday-Friday.
6. Fill out the shipping form using a desktop or laptop computer, as the form does not work well on phone browsers.
7. 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.

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.

Faculty and staff needing to book a conference room can request to do so online. Fill out the fields in the form link, then submit the form to complete your request.

The Capstone Senior Design purchase request form is used only by students currently enrolled in EEE488 Senior Design Lab I and/or EEE489 Senior Design Lab II. If you are not enrolled in either of these courses, please select the PURCHASING drop down box for that form. The Capstone Senior Design Purchase Request form should be filled out as much as possible before routing to the appropriate Capstone Senior Design mentor advisor for approval.

Please note that some of the fields are required.

1. All student information fields are required and must be provided.
2. A detailed description of the supplies to be ordered and related purpose is a required field.
3. At a minimum, the Vendor Name and Vendor website are required fields.
4. If applicable, a vendor quote needs to be attached to the Capstone Senior Design Purchase Request Form.
5. If no quote is attached to the Capstone Senior Design purchase request form, then a catalog/part # with description, quantity, etc., should be entered on separate lines of the form.
6. Chemical Orders delivered MTW ONLY: 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 Capstone Senior Design Purchase Request Form. To request a MTW chemical review, please fill out the forms.
7. 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. Request type — Choose “Security“; Security Request — Choose “FSE Security Review“.
8. Fill out the Capstone Senior Design purchase request form using a desktop or laptop computer, as the form doesn’t work well on phone browsers.
9. After completing the form, click submit. Then assign “participant 2” as your Capstone Senior Design mentor advisor, and assign “participant 3” as Talia Medina [email protected] when prompted for routing.

The FURI/MORE order request form is used only by students currently participating in either the Fulton Undergraduate Research Initiative (FURI) or the Master’s Opportunity for Research in Engineering (MORE). If you are not in either of these programs, please select the PURCHASING drop down box for that form. The form should be filled out as much as possible before routing to the appropriate FURI or MORE mentor advisor for approval. Please note that some of the fields are required. The following information will be required before filling out the form:

1. All student information fields are required and must be provided.
2. A detailed description of the supplies to be ordered and related purpose is a required field.
3. At a minimum, the Vendor Name and Vendor website are required fields.
4. If applicable, a vendor quote needs to be attached to FURI/MORE Order Request Form.
5. If no quote is attached to the FURI/MORE Order Request Form, then a catalog/part # with description, quantity, etc., should be entered on separate lines of the form.
6. Chemical Orders delivered MTW ONLY: 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 FURI/MORE order request form. To request a MTW chemical review, please fill out the forms.
7. 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. Request type — Choose “Security“; Security Request — Choose “FSE Security Review“.
8. Fill out the FURI/MORE order request form using a desktop or laptop computer, as the form doesn’t work well on phone browsers.
9. After completing the form, click submit. Then assign “participant 2” as your FURI or MORE mentor advisor, and assign “participant 3” as Talia Medina [email protected] when prompted for routing.

Please review the recording trainings and supplemental documents for reference. For additional support, please contact [email protected].

ECEE business operations onboarding, Fall 2024 (PowerPoint document)

Business purpose guide (pdf)

Student onboarding presentation, Fall 2024 (video, 39:24)

Creating a daily allowance in Concur (video, 1:14)