Purchases not requiring a Purchase Order

日本一本道a不卡免费The table lists specific purchase types and any restriction on the amount that can be purchased without a purchase order.

To receive payments from ASU for goods, services and other payments that are not related to employment, suppliers and individuals, including students must register and be entered into the ASU Financial Management System, Workday. Prior to conducting business with a company or individual, please verify whether the supplier exists in Workday. 

Departments may initiate the supplier registration process by sending the supplier the appropriate registration link. Detailed instructions are on the Supplier Set Up tab of the Procurement Guide

日本一本道a不卡免费If you want Procurement to take care of the supplier registration for a Purchase type from the Non-PO list, skip the step above and: 

  1. Complete the supplier request form.

  2. Procurement will assess the supplier set-up request and send the supplier a link for registration.

Purchase type Instructions Support Required FIN reference
Affiliation , Collaboration and Intergovernmental Agreements Some of these agreements may not require a purchase order. Please contact Procurement at Purch-Q.    
ASU Foundation Departments will enter invoices related to ASUF. Invoice or contract supporting the payment of goods and or services. FIN-422-01
Awards and scholarships Awards and scholarships will be paid by creating supplier invoices. For awards, include invitation to enter contest, award email showing amount won, and a flyer documenting the contest results. For student support, include direct student financial support payments certification, award letter and a description of the program.  
Building Leases Real estate may create supplier contracts for building leases in the FMS if the department needs an encumbrance. Email invoices to Accounts Payable. Indicate the contract number and contract line on the invoice. If a supplier contract is not used, use the Create Supplier Invoice task to pay the invoice. If paying from a contract, indicate the contract number and contract line on the invoice. If a supplier contract is not used, use the Create Supplier Invoice task. Attach a copy of the lease agreement and the invoice if available.   
Debt services No purchase order required regardless of dollar amount. Asset Manager will enter invoices related to Debt Services. Support is provided by Debt Management.   
Department of Homeland Security Departments will enter the invoices for the Department of Homeland Security. Fee schedule and justification for the request. The supplier invoices should be coded EP and checks must be picked up from the AP front desk.   
Employee and student reimbursements      
Business meals and food-related expenses - employee reimbursements Reimbursements should be initiated in the FMS Expenses module. Do not submit a Non-PO supplier request form. No supplier set up is required. Receipts and public purpose. FIN-420-02
Student reimbursements Reimbursements should be made in the FMS Expenses module. Do not submit a Non-PO supplier request form. No supplier set up is required. Receipts.  
Petty cash Reimbursements should be initiated in the FMS Expenses module. Do not submit a Non-PO supplier request form. No supplier set up is required.  Receipts and public purpose.  FIN-403
Interviewee expenses - Direct pay to the interviewee Reimbursements should be initiated in the FMS Expenses module. Do not submit a Non-PO supplier request form. No supplier set up is required.  Interviewee expense form, receipts supporting any expenses paid; receipts not required for $50.00 and under.  FIN-420-01
Gammage      
Artist fees and guarantees No Purchase Order required regardless of dollar amount. Departments will enter invoices related to artist fees. Signed agreement.  
Garnishments Departments will enter the invoices related to garnishments. Support is maintained by Commitment Accounting.  
Global Launch Commissions No Purchase Order required regardless of dollar amount. Departments will enter invoices related to Global Launch Commissions. Signed agreement specifying the fee and copies of enrollment schedules to support the payment calculation.   
Freight bill charges - incoming and outgoing only FedEx and UPS UPS and FedEx will be paid directly; all others require a Purchase Order. Supplier Invoice.   
Legal services for Office of General Counsel For legal services initiated by OGC payments will be made through supplier invoice.  Supplier Invoice.  
Library materials and subscriptions  No Purchase Order required. Orders processed via the ALMA system for the acquisition of materials to be included in the library collection, including books, microfiche, microfilm, periodicals. Departments may enter the invoices for these orders. Supplier Invoice.   
Note takers

If payment is $100 or less, set up as an External Committee Member, no supplier set up is required.

日本一本道a不卡免费If payment is over $100 supplier set up is required; submit a Supplier Invoice. 

Includes support showing name, address, dollar amount and date of service.   
Postage Departments will create invoices related to postage. Fee schedule or spreadsheet showing dollar amount calculations.   
Research subject and payments

If subject payment is $100 or less, set up as an External Committee Member, no supplier set up is required.

日本一本道a不卡免费If subject payment is over $100 supplier set up is required; submit Supplier Invoice.

Expenses are allowed in both of the above situations.

日本一本道a不卡免费Include the following regardless of whether the payment is made as an External Committee Member or Supplier Invoice: subject name, whether the individual is a U.S.. citizen, permanent resident or a non resident, the name of the research project and dates of participation, the amount the subject is receiving as a subject fee payment and the amount and details of any expense reimbursement, dated recipient signature and dated signature of an ASU project person with responsibility for records retention. 

FIN-421-05
Stipends-Student, fellowships Departments will work with the Accounts Payable manager to set up recurring invoices for stipend payments occurring for at least six consecutive payments. Non-recurring payments submit a supplier invoice.  Award letter sent to student,payment calculation and direct student financial support payments certification form. Include recurring supplier invoice form for payments extending six months or more.  FIN-422-01
Study Abroad Office | SAO No Purchase Order required for Pass-through Program fees, regardless of dollar amount. Departments will create invoices related to Study Abroad Pass-through Program fees.  Invoice; contract with program details specifying program costs, dates of trip and roster of students attending; Study abroad program service agreement; current Study Abroad prepayment authorization form signed by the Associate Vice President of University Business Services and Vice President of Finance and Deputy Treasurer.   
Sun Devil Athletics Guarantees No Purchase Order required for Sun Devil Athletics guarantees. Department will create invoices related to guarantees.  Signed agreement.   
Sub-agreements Departments will create a sub-recipient supplier contract in FMS. Accounts Payable will enter the sub-agreement invoices. Email invoices to Accounts Payable. Indicate the contract number and contract line on the invoice. Supplier invoice with PI approval email from Awards Management. Include Workday supplier contract number and line or lines the invoice must be paid from.  
Supplier expenses/payments      
All Cellular Service Departments will enter invoices related to cellular service.  Supplier Invoice.  
Freelance Writers for ASU Publications No Purchase Order is required if the Purchase is $1000 or less per article. Supplier Invoice.   
Hotel accommodations for interviewee-direct pay to the hotel No Purchase Order is required if the purchase is under $10,000. Supplier Invoice. FIN-420-01
Meal Plan Payments Send Aramark dining contract invoices to Accounts Payable with supporting documentation.  Supplier Invoice with accounting information.   
NCAA Allowable Meals Sun Devil Athletics will enter invoices for team meals including officials, umpires, ice purchased for games, meals for potential student athletes and student, staff game promotions. Completed Athletic Requisition Management System form.   
Royalties and copyrights Departments will enter invoices for royalties and copyrights. A copy of a letter to the payee indicating the royalty amount and the purpose of the payment and a copy of a signed agreement.   
Participant support Submit a supplier invoice request. Participant support certification form and proof of attendance such as a sign in sheet, flyer, conference program, webpage about the event.   
Speakers, artists, performers including Honorariums

Do not issue a Purchase Order for a speaker, artist or performer.

 

Complete the Speaker, Artist and Performer Agreement, obtain a signature in accordance with Contract Signature Authority and attach a supplier invoice request. The agreement must be completed prior to services being provided and is required regardless of the dollar amount. 

 

日本一本道a不卡免费Pay Without a Speaker, Artist, Performer Agreement Approval form may be used if necessary.

 

If paying expenses only, reimbursements should be made in the FMS Expense Module via External Committee Member- Guest Speaker/Lecturer Reimbursement or using a Non-PO supplier invoice. Please note that ECM expense payments do not require a Non-PO supplier request form as no supplier set up is required.

 

Departments may request a waiver of the insurance requirements by completing a Request for Waiver of Insurance

Speaker, Artist and Performer Agreement and Contract Signature Authority.

 

Pay Without a Speaker, Artist, Performer Agreement Approval

 

Independent Contractors Expense Reimbursement Form 日本一本道a不卡免费and receipts.

Volunteer Form.

 
Water, gas, waste, electric Departments may create supplier contracts to encumber estimated costs for utilities. Accounts Payable will enter invoices related to utility contracts. Email invoices to Accounts Payable. Indicate the contract number and contract line on the invoice. Departments will enter invoices for all other utilities. If a Supplier contract is not used, use the Create Supplier Invoice task to pay the invoice.  Invoices with the SCON number and line or lines to be paid.   

 

Note: For any of the Purchase Types above where a payment is being made to a foreign individual, the following documentation is required Alien Data Collection Form, Passport and I-94 or Visa showing relevant entry stamp. For any of the Purchase Types above where a payment is being made to a foreign supplier or individual, they must be set up as a supplier and paid with a supplier invoice. If payment type is wire, a request for wire transfer form must be email to AP Wire