Purchases Policies

An eForm is required when requesting to purchase food, goods or services or when requesting an employee reimbursement.

 

All Goods

  1. All purchases must meet a University need and have a clear public purpose, see FIN 119: Public Purpose Served.
  2. Some goods and services are limited or prohibited, see FIN 401–03: Prohibited Transactions
  3. Sales tax applies to most physical goods, see FIN 108: Sales Tax  

Food Purchases:

  1. Should be limited, and are under strict audit scrutiny. See FIN 420–02: Business Meals, Food, and Related Expenses.
  2. Tips cannot exceed 20%
  3. The maximum allowable cost per individual per meal is $40 without prior approval
  4. If food is purchased for ASU staff &/or faculty ONLY (no students or non-ASU people), explicit justification must be included to ensure that food is really necessary to conduct business
    1. Events, large group trainings, conferences, etc. are typical examples of when food is purchased
    2. Small meetings, repetitive staff meetings, group discussions, etc. should not require food purchases
  5. Going-away parties, receptions, holiday parties, special occasion parties, etc. are typically not paid for using University funds.
    1. Exceptions include large unit celebrations, recognition for departing employees in high ranks or with the University for over 5 years.
  6. Submit a Purchase/Reimbursement eForm with attached Business meal form and itemized receipts. Send a copy of the e-form, original Business meal form and original itemized receipts to OFA mail code 3520.
    1. For Aramark, Catering Services at the MU and the University Club see Business Meals And Related Expenses Form Instructions 

**If you are requesting a reimbursement and exceed these limits without prior approval, you cannot be reimbursed for the excess amount

Specialty Purchases

  1. New Furniture, submit a Furniture Request eForm and OFA will arrange a meeting with Target to meet with you to provide a quote. For more information, see Furniture Services.
    1. Kat Turner with Target Interior is ASU’s contact for all furniture needs. She can be reached at Kat.Turner@TCIInteriors.com.
    2. Ordering Copiers, ASU has a strategic alliance with Canon who handles all of ASU printing equipment needs. For more information, see ASU-Canon Strategic Alliance Partnership.
    3. Vehicles purchase process is outlined in PUR 401–07: Vehicles. Departments are required to work with ASU’s Fleet Manager.
    4. For a list of other uncommon purchases and ASU preferred vendors, see SunMart and Purchasing and Business Services Manual