Financial services information

The Purchase Form is used to request purchases from a supplier website and/or by submitting a supplier quotation. The form should be filled out as much as possible before routing to the appropriate faculty supervisor for their approval. 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, email Guy.Boyd@asu.edu.
4. A software/hardware review is required for all software and hardware orders BEFORE submitting the Purchase Form. Request a software/hardware review.

Once you’re ready to start your Purchase Form, please select your faculty advisor’s email and their administrator’s email from the list below and access the ECEE Purchasing Form.

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 supervisor for their approval. Reimbursements should be properly requested within 7-60 days of purchase per IRS Accountable Plan Rules. Reimbursement purchases over 60 days MUST be processed through the employee’s payroll and will be considered taxable income.

NOTE – Reimbursement threshold is $1000. Reimbursements over the $1000 limit should be avoided. If a reimbursement over the $1000 threshold is being requested, a “strong” justification for purchasing out of pocket must be attached to the form. The following will be required before filling out the form:

1. Proof of payment must be attached at the same time form is submitted to faculty supervisor for their approval. Acceptable forms of proof of payment are the following:
   1. detailed cash receipt.
   2. detailed credit card receipt showing payment (last 4 digits of CC).
   3. an email receipt showing payment (last 4 digits of CC).
   4. food/beverage receipts must be itemized showing what food and beverage were purchased.
   5. a copy of a bank statement may be included for further proof of payment when payment does not show last 4 digits of CC.
   6. an ASU account number for funding the reimbursement. If unknown, can leave blank on form.
2. A software/hardware review is required for all software and hardware reimbursements BEFORE submitting the Reimbursement Form. Request a software/hardware review.

Once you’re ready to start your Reimbursement Form, please select your faculty advisor’s email and their administrator’s email from the list below and then access the ECEE Reimbursement Form.

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 for university business travel BEFORE the start of travel. The form should be filled out as much as possible before routing to the appropriate faculty supervisor for their approval. Completion of the Authorized Driver Program and a justification is required if a rental vehicle is requested. All travel with an overnight stay should be authorized by an ATO prior to the trip start date and/or before expenses are incurred. Please reference the My ASU TRIP Manual (PDF) for assistance with entering a trip authorization (pre-travel) and an expense report (post travel). Once you’re ready to start your Travel Form, please select your faculty advisor’s email and their administrator’s email from the list below and then access the ECEE Travel Form.