Guidelines and links for faculty, staff and students to request a purchase, to request travel on behalf of the university, and/or to receive a preapproved reimbursement.
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 advisor for their approval and the associated faculty administrator for processing. The following will be required before filling out the form:
A supplier quote (if applicable) needs to be attached to the form.
A supplier web address must be provided if the purchase is to be made online.
A chemical review is required for all chemical orders BEFORE submitting the Purchase Form. To request a chemical review, email [email protected]
A software/hardware review is required for all software and hardware orders BEFORE submitting the Purchase Form. Request a software/hardware review.
Fill out the Purchase Form found at this link – ECEE Purchase Request Form. Use a desktop or laptop, as the form doesn’t work as well on phone browsers. Contact information for Faculty Advisors and Faculty Administrators for your requests is located at the bottom of this page.
Once the purchase form is completed and ready to submit, please enter faculty advisor’s email and the faculty administrator’s email when prompt for routing.
Reimbursement
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 7-60 days of the date 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. A strong justification for any reimbursement over the $1000 threshold must be indicated on the form.
Proof of payment must be attached at the same time the form is submitted to the faculty advisor for their approval. Acceptable forms of proof of payment are the following:
an email receipt showing payment (last 4 digits of CC).
food/beverage receipts must be itemized showing what food and beverage were purchased.
a copy of a bank statement may be included for further proof of payment when payment does not show last 4 digits of CC.Steps
Steps:
A software/hardware review is required for all software and hardware reimbursements BEFORE submitting the Reimbursement Form. Request a software/hardware review.
The Reimbursement Form can be found at this link – ECEE Reimbursement Request Form. Use a desktop or laptop, as the form doesn’t work as well on phone browsers. Contact information for Faculty Advisors and Faculty Administrators for your requests is located at the bottom of this page.
Once the reimbursement form is completed and ready to submit, please enter faculty advisor’s email and the faculty administrator’s email when prompt for routing.
Travel
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). The hotel and conference registration may be purchased outside of the Concur system. Please contact the faculty advisor’s administration for assistance or please reference the My ASU TRIP Manual (PDF) for assistance with entering a travel request and completing an expense report.
The Travel Form can be found at this link – ECEE Travel Authorization Request Form. Use a desktop or laptop, as the form doesn’t work as well on phone browsers. Contact information for Faculty Advisors and Faculty Administrators for your requests is located at the bottom of this page.
Once the travel form is completed and ready to submit, please enter faculty advisor’s email and the faculty administrator’s email when prompt for routing.
