Staff Contacts

Purchasing and Travel

Purchasing

To place an order please follow the steps below

  1. Submit a Purchase requisition. Choose the appropriate form based on the amount of purchase. 
  2. For all purchasing requests, please fill out the Physics Purchase Request Form (REQ) and submit to the Business Office. The completed REQ form may be delivered to the Business Office in person or via email:
  3. Please fill out the REQ form completely.  You must provide an account number that will be used for the purchase. Please verify that your account will have sufficient funds.
  4. All REQ forms must be signed by the Faculty member that is approving the order OR EM approval must be attached. 
  5. Have additional questions, please review the purchasing procedure manual
  6. For larger equipment purchases, additional forms if applicable. Please work with business team or Research Administrator. 
Vendors: If you are using a new vendor that is not currently in our system, please provide us with as much information about the vendor as you can (name, address, phone, fax, website).

Reimbursements

What items do we need for reimbursement?

  1. Reimbursement Form
  2. Business Meals Form
  3. Itemized receipt(s) along with the paid receipt(s)
  4. Please fill out forms completely. You must provide account number and approval. Submit to PSF 470 or email to Physics.Financial@asu.edu. When emailing, include account number and Reimbursement in subject line.
  5. All reimbursements must be submitted within 30 days of purchase date.

Important notes:

  • Alcohol will not be reimbursed and should not be on the receipt submitted for reimbursement.
  • Gratuity is not, under any conditions, to exceed 20 percent.
  • Those attending a lunch or dinner anticipating reimbursement must be ASU personnel or have a business-related justification for attending the event.
  • All food and beverage must be submitted on an itemized receipt from the restaurant along with the paid receipt for proper reimbursement. It is the responsibility of the party seeking reimbursement to obtain the proper receipts from the restaurant.

There will be no exceptions to any of the policies and procedures above.

Failure to follow any of the policies and procedures stated above may result in the reimbursement not being processed.

Restricted Purchases 

Restricted purchases are not eligible for reimbursement and may not be purchased with personal funds.

  • Computers 
  • Laptops 
  • Tables and like equipment 

Shipping

Please complete the following form, with account number and approval, and submit to Physics.Financial@asu.edu.

PDF icon Physics Shipping Form

FedEx envelopes and boxes are available in the mail room.

Travel

Travel will be approved on a case-by-case basis. To initiate the travel process, submit your Travel Request Form to Physics.Financial@asu.edu. Staff will coordinate Department Chair, Dean, and Provost (for international travel) approvals, and documentation needs. Next, your My ASU TRIP Request must be fully approved prior to booking any part of your travel. 
*ASU will not reimburse travel expenses incurred without the required pre-authorization and booking process. 

For assistance and processing requests, please contact the Physics staff at Physics.Financial@asu.edu.