Business services

The purchase form is used to request purchases from a supplier website or submit a supplier quotation. The form should be filled out as much as possible before routing to the appropriate faculty advisor for approval and the associated faculty administrator for processing. The following will be required before filling out the form:

1. A supplier quote (if applicable) needs to be attached to the form.
2. A supplier web address must be provided if the purchase is to be made online.
3. A chemical review is required for all chemical orders BEFORE submitting the purchase form. To request a chemical review, please fill out the forms on this page.
4. A software and hardware review is required for all software and hardware orders BEFORE submitting the Purchase Form. Request a software/hardware review.
5. Fill out the purchase form found at this link. Use a desktop or laptop, as the form doesn’t work well on phone browsers.
6. After completing the form, click submit. Then assign “participant 2” as your faculty advisor, and assign “participant 3” as the faculty advisor’s administrator when prompted for routing. Their emails are shown below.

The reimbursement form is used to request a 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 their approval and the associated faculty administrator for processing. Reimbursements should be properly requested within seven to 60 days of the date of purchase per IRS accountable plan rules.

Reimbursement purchases after more than 60 days MUST 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. For software and hardware reimbursements: A software and hardware review is required for all software and hardware reimbursements BEFORE submitting the reimbursement form. Request a software/hardware review.
7. The reimbursement form can be found at this link. Fill it out 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 administrator when prompted for routing. Their emails are shown below.

The travel form MUST be used by all students requesting business travel on behalf of the university.

The travel form is used to request authorization to travel 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 the associated faculty administrator for processing.

Completion of the Authorized Driver Program and a justification is required if a rental vehicle is being requested. All travel with an overnight stay needs to be completely approved PRIOR to making any purchases for the trip.

After your travel request has been completely approved, airfare and rental vehicles MUST be purchased in the travel system (Concur). Hotel reservations and conference registration may be purchased outside of the Concur system.

Please contact the faculty advisor’s administration for assistance or reference the My ASU TRIP Manual (PDF) for assistance with entering a travel request and completing an expense report.

Fill out the travel form at this link. 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 administrator when prompted for routing. Their emails are shown below.