Purchases and Reimbursements

Rev.

Purpose

This Process Guidance is designed to assist you with your Purchasing and Reimbursement needs.  Compliance with ASU policies and Barrett guidelines is essential to the smooth processing of all items that support the programming for Barrett students. Demonstrating leadership in the appropriate use of all public and private funding to support programming helps students to become good stewards of the funds made available to them. 

Items Covered

• P-Card Purchases
• Purchase Requests
  • Important Purchasing Notes
  • Amazon Orders
• Reimbursement Requests
  • Mileage/Parking Reimbursements
• Invoices / Payables Requests

References

• Create Expense Report
• FIN 420-01 Faculty and Staff Reimbursements
• FIN 420-02 Business Meals, Food, and Related Expenses
• Financial Services Manual
• P-Card Restricted Purchase List (note: this list is updated regularly–check regularly before using your P-Card)
• P-Card Users Guide
• Purchasing and Business Services Manual
• Barrett Processes: Travel Card
• Barrett Processes: Contracts and Procurement
• Barrett Processes: P-Card
• Barrett Processes: Receipts
• Barrett Processes: ASU Branded Merchandise

Forms

View all forms on our Forms page.

• Business Meals Form
• Delegation to Use Form
• Mileage, Parking Reimbursement Request Form
• Purchases, Reimbursements, and Payables Request Form
• P-Card Purchase Coversheet

Communicating with Suppliers

• An itemized Invoice/Quote will be needed from them and must include: 
  • Addressed to: ASU/Barrett and the person coordinating the event (ie, ASU/Barrett, attn: John Smith)
  • Business name, mailing address, Email, and phone number - must match the way in which they register in ASU's Financial Management System

  • Description and date/s of services provided

     

  • Itemized expenses including taxes, fees and expected gratuity (NTE 20%) 
    • If a deposit is requested, TWO invoices must be submitted. One for amount of deposit, and one for the final balance due
    • Deposits are generally 50% up to 2 weeks prior to event (must have processed PO or SAP far enough in advance to manage this). If the supplier requires something other than this, work with the Business Office to determine what can be done to support the request. 

    • Final payments are made after successful completion of the event. The Purchase Order (or SAP) is ASU's commitment to pay. If a supplier is requesting other items such as a wet signature on their contract and does not accept your explanation of the PO, please reach out to the Business Office for assistance. 

       

Process Steps

1. Event Coordinator works with Supplier to secure necessary services.
2. Event Coordinator advises Business Office of Supplier via Purchase Request and submitting all necessary backup documentation in one email (see Purchase Request section below).
   1. If the supplier is NEW to ASU, invitation to register in PaymentWorks will be sent to Supplier by Business Office. Business Office manages all communication with supplier about this unless we reach out to Event Coordinator for assistance. 
3. Business Office creates Requisition for submission through Procurement, and a Purchase Order (PO) will be issued.
   1. The PO is sent to the person/email address the supplier registered under.
   2. The PO is ASU's commitment to pay, and ASU does not sign individual contracts. The PO is signed by the head of Procurement  for ASU
4. Event is held (successfully, we hope!) and the Business Office reaches out to the Event Coordinator for approval of final payment. 
5. Final payment is submitted to AP. Checks may take up to 2 weeks to process; ACH is usually within one week. 
   1. The Business Office monitors all payments. If a supplier indicates they have not received payment and expresses concern, please advise the Business Office for follow up with the supplier. 

Purchase requests

All purchases are subject to ASU purchasing policies found at Purchasing and Business Services

The Business Office can assist you with items that you need to purchase for your department or Professional Development. Submit requests and/or questions to Barrett Business Office. You will receive a response within 24 hours. 

Requests will need the following documents based on what is being requested

1. All Requests require a completed Purchases, Reimbursements, and Payables Request form, along with any supporting documentation (i.e. an itemized invoice) to assist with the purchase 
2.  Food Purchases require:
   1. Business Meals Form -   required for ALL consumables, regardless of use - list of attendees must include both first and last name of attendee as well as affiliation (student, faculty, staff) - if event is open, simply list anticipated number of attendees and describe event (ex: pop up event to hand out popsicles, est. 150 Barrett students)

   2. Catering/Restaurant Food Pick-up/Drop-off:
      Food Safety and Health (READ THIS to determine what is required for your food purchase)
      Maricopa County Health Inspection screenshot
      Food Exception Request Form (if not using an ASU contracted supplier i.e. Aramark)
      Temporary Food Establishment Permit (ex: food trucks)

       

      Certificate of Insurance - see Type 2 on-site preparation on the Food Safety and Health page for more information

       

3. Additional Event Related Documentation:
   1. Supplier Invoices/Quote - so a requisition can be started.

      1. Separate invoices are needed if a deposit is required in advance. 

          

         1. Invoice to show full amount due minus deposit = remaining balance due.  AND
         2. Invoice to show deposit amount due. 

          

          

         Invoices to include the following information:

          

          

         Business name
         Remit-to address of the business
         Bill to (Barrett, The Honors College / Arizona State University / Coordinator Name)
         Description/listing of items/service being provided
         Full amount due (one for deposit, one for final payment)

4. Special Events Registry

    

5. Approval needed for attendees over 250 Event Planning: Purpose-Date-Approvals.
6. Event Advertisement (PDF Flyer, Honors Digest ad, Email invitation, other form of  advertisement).
7. Contract (If applicable, if signature is required DO NOT SIGN - this is completed through the request process when it is submitted to Procurement. Other contract signatures will be routed through the Business Office as needed. 

8. SWAG Purchases: 

    

   1. Must route through Barrett's Marketing department for:
      1. compliance with  ASU-Branded Merchandise policies and suppliers. 
      2. written approval from Barrett Marketing Department must be included with request for purchase.
9. Amazon Purchases:
   1. Amazon purchase may only be made by submitting a request (either direct through Workday or via a Purchase Request form).
      1. If you place an Amazon order directly through Workday, you will receive the Amazon communication. If the order is canceled, refunded, delayed, or there are questions, forward all communication to Barrett Business Office for assistance in updating the PO. 
      2. If items need to be returned, it can only be facilitated by the person who ordered it on their Workday account. 
   2. Amazon purchase requests may take up to 48 hours to process - there is no overnight or next-day/two-day shipping guarantee. Plan ahead!
   3. Attach a completed Business Meals Form for all consumable items.
   4. Amazon Step by Step Instructions

   5. Amazon Video

       

Reimbursement requests

All requests are subject to ASU policies on reimbursements for faculty, staff and students. Refer to https://public.powerdms.com/ASU/documents/1558529 and https://public.powerdms.com/ASU/documents/1558902 for further guidance.

Reimbursements must be turned in to the Barrett Business Office within no more than 45 days from the date of purchase to allow for processing. Items that exceed 60 days may be denied or processed as additional salary and taxed accordingly. 

Employees and Students may request reimbursement for items/services paid for that serve a public purpose and are permissible by the rules and regulations set forth by ASU’s Financial Policies and Procedures and are approved within the budget (see referenced policies above) and were allowable under the budget guidelines.

Best practice:

• Reimbursement requests should be used only as a last resort, or in consultation with your purchasing contact or Business Operations.

• Reimbursements must be accompanied by appropriate documentation:

   

  • Purchases, Reimbursements, and Payables Request
  • Itemized receipt that contains: Date, Purchased Items, Vendor, Method of Payment (last 4 of credit card) If purchaser name does not appear with CC information, a picture of the credit card-only showing full name and last 4 digits or a bank statement may be necessary to prove card holder information (Refer to Receipts section on this website under Barrett Processes>Business & Finance to ensure your receipts will be accepted!)
  • Flyer of event, if applicable.
  • Completed Business Meals Form  with attendee list including first/last names, and ASU affiliations (i.e., student, staff, guest, etc.) for consumable purchases.
  • Other documentation that supports the request. 
  • Maricopa County Health Inspection screenshot if applicable (refer to Food Safety and Health website for more information). 

Employees may submit a request in two ways:

1. Self

• Using ASU’s Financial Management System (Workday), enter your request and attach backup documentation. 
  • This process does NOT require completion of the Purchases, Reimbursements, and Payables Request form.
• Refer to instructions Create Expense Report for step by step Workday instructions found in Workday under the Work Instructions and Information Worklet.

2. Other

• Employees can complete the submit their request to the Barrett Business Office for processing.
• Once the request is entered into the system, requestor will receive an email from Business Operations to review the entry for their approval/submission.
• Once approved, the request moves forward for budget approval. If there are any adjustments required, the request is returned and the process begins again.
• Reimbursements are direct deposited within approximately 2 weeks of a completed Workday submission or mailed to your address on record if you are not on Direct Deposit with ASU. 

Mileage/parking reimbursements

Mileage and parking reimbursements are reserved for activities beyond an employee's regular commute and parking expenses.

• All Reimbursement requests must contain the following documents, whether submitted through Workday directly or by the Business Office on behalf of the requester:

  • Completed and signed Mileage, Parking Reimbursement Request Form
  • Mileage should be turned in monthly, at the end of each month. Requests exceeding 60 days may be considered as taxable salary under FIN 420-01 Faculty and Staff Reimbursement policy.
    • Form must contain Employee signature (create a line for Employee Signature in the space at the bottom of the form) and Employee’s Supervisor signature (on the Department Approval signature line).
    • Attach maps for mileage that is not pre-indicated on the form (between campuses).
      • Maps should include location of departure and destination, route options, and total mileage. DO NOT include turn-by-turn directions. 
      • Route should be most direct/economical.
    • Include any other supporting documentation that provides legitimacy to the requested expenses (ex, meeting agendas at other campuses, invitations to attend college fairs, etc.
    • Parking receipts should be attached. If no parking receipt is available, document the parking expense with a photo, proof of payment via bank card, etc.