Enterprise Technology Budget and Finance

1. Submit a ticket through ServiceNow and follow the steps outlined in the automated request form. 
   1. 
      For most requests, you will need to submit a copy of the quote, proposal, SOW (Statement of Work), invoice or receipt and supplier contact information. For software purchases, please be prepared to submit a copy of the Security Review. Purchase requests can be made on behalf of other ET staff members.
       
2. Attach the appropriate documentation. (Missing documentation could delay the request). 
    
3. Input an approver on the form.
    
   1. The approver is the person responsible for the requester’s team/chapter budget. The approver on the order must approve the purchase request in the ServiceNow system or the request will not route to the ET Purchasing Team for processing.  
       
4. Submit the request. The requester will receive updates throughout the purchasing process and when the order is complete, via ServiceNow. The requester is responsible for making sure the approver has reviewed and approved the order in the system.
    
5. After the request is approved, the ticket is assigned to the ET Purchasing Team to process the order. Requests will be processed within 24-48 hours (1-2 business days) or based on the team’s existing workload.

Complete a Business Meal Form (BMF) and attach the itemized receipt to the form.  Include on the form the list of attendees and their relationship to ASU or if they are an ASU employee.  Or provide an attached list of attendees. Make sure to include a business purpose on the form.  This form will need to have the signature of the requestor (the one seeking the reimbursement) and their supervisor’s signature/or approval. All BMF forms must also be signed by the Executive Director, Budget + Finance. Submit the form for reimbursement on ServiceNow.

Complete an In-State Travel form. Submit the form for reimbursement on ServiceNow.

All receipts must be submitted within 60 days.

Receipts for travel reimbursement will need to be submitted in Concur, ASU’s Travel System.

$1000.00. 

Sun Mart has lists of contracted suppliers who can provide business quotes for goods and services at ASU.

A procurement vehicle is essentially a way or method to buy something. Some examples of purchasing vehicles could be an existing contract with the State, County or other public institution. It could be based on a cooperative agreement.

In essence, a cooperative agreement is when several companies come together to bundle their buying power and use their larger volume to get obtain greater deals and prices. Another method of procurement might be if another university has already gone through a request for proposal to find a viable supplier.

In short, ASU can "piggyback" off of any of these methods that already exist. The University does not always have to complete a formal solicitation (a.k.a. RFP) for goods or services.

For purchases between $25K-$100K, without an existing contract or procurement vehicle, a justification (IQS) or three quotes are needed to complete the purchase.

For additional questions, please contact: ETPurchasingRequest@asu.edu.

Business Meal Form, to be used for employee reimbursement for work-related meal reimbursements.

In-State Travel form, to be used for employee reimbursement for work-related parking and/or mileage reimbursements.

Procurement Quick Reference Guide, a guide that shows ASU’s Procurement dollar thresholds on purchases.

SOW (Statement of Work): an example of what is needed in an SOW.

Informal-Quote Summary Sheet (IQS), to be used for purchases $25,001 - $100,000 with no procurement vehicle.

Sole Source form, to be used when no reasonable alternative source exists and is truly a sole source.

Engaging Speakers, Artist, Performers form: Detailed information regarding the selection and process of requesting speakers, artists or performers.

Speaker, Artist, Performer Agreement form: An agreement form to be used following completion of the necessary components to the Engaging Speakers, Artist, Performers form.