SEMTE Support Services

All purchases, reimbursements, pcard transactions and travel authorizations require a public purpose per FIN119.

Please see the examples below specific to each procurement method and contact the SEMTE Business Office if you have any questions.

Purchasing

Example 1
Toner cartridge needed for research office in order to print out research related documents, proposals and other department related correspondence and forms. This purchase benefits the school by allowing me to provide accurate necessary documentation.

Example 2
QIAprep Spin Miniprep Kit will be used for antibody sequencing and library construction in regards to our research project funded by EPSRC.

Example 3
New laptop for Prof. Smith to replace outdated computer. Laptop will be used for instruction, research and university business.

Reimbursement

Example 1
Lunch meeting with NAU Research Director, Bob Miller. This meeting was required during the lunch hour due to conflicting schedules and provided valuable interaction to promote research findings pertinent to ASU funded projects.

Example 2
Purchased book for Prof. Smith to learn about recent trends and research developments in the field of robotics in order to secure future funding for related research.

Travel

Example 1
Traveling to Los Angeles, CA to present autism research findings at National Science Foundation conference. Will help promote SEMTE & ASU and benefit the school by presenting latest research to colleagues and other researchers.

Example 2
Airline ticket purchased for trip to Seattle, Washington for Prof. Smith to attend the American Chemical Society conference where he will present his latest research findings.

How to place an order

Place your order using one of the methods below.

Submit a purchase request form

Email [email protected] with the following information or attach a completed purchasing form:

• Quote or list of items to order
• Complete business purpose for each item
• PI approval
• Account # to charge

Purchase Form for lab supplies
Purchase Form for chemicals and orders needing refrigeration

ASU Sunrise system

Sunrise is an online ASU system in which orders can be placed with various vendors. It is highly recommended that researchers obtain access to the ASU Sunrise purchasing system. This method is beneficial in avoiding discrepancies with orders and ensuring accuracy, especially chemical orders.

• Guide: How to Request Access to SunRISE
• ASU SunRISE Portal

SEMTE Pcard process and policy

Daniel Skaggs will be your primary contact for PCard transactions, receipts and reconciliations. Receipts should be sent directly to [email protected].

In addition, SEMTE has adopted the following policies that will go into effect July 1, 2013. These policies are in addition and/or in parallel to ASU and Fulton polices. In an effort to ensure your accounts are properly managed, the below policies help to ensure transactions are legitimate, allowable and authorized.

We try to avoid cost transfers and thus by having the receipts within 3 business days, we can ensure your accounts are charged correctly for the expenses.

The policies below are intended to ensure SEMTE PCard use not only could withstand public scrutiny but also be compatible with the limited staffing in SEMTE employed to handle PCard purchases and questions. We very much appreciate everyone adhering to the policy and as usual encourage feedback.

SEMTE PCard policy effective July 1, 2013

1. Documentation must be sent to [email protected] within 3 business days of transaction and should include: public purpose for all items purchased, PI (or account manager) approval and confirmation of the account the purchase should be expensed to. Receipts submitted outside of 3 business days constitutes a violation.
   1. Documentation of purchase can include: order confirmation, receipt, invoice, and/or email from vendor.
   2. Documentation needs to include the actual cost that will be charged to the PCard. If the confirmation does not include this, a paid invoice or receipt will need to be submitted upon receipt from the vendor.
2. PCards used to purchase restricted items (including accidental use) constitutes a violation of the policy. A list of restricted transactions can be found at http://www.asu.edu/purchasing/forms/restrictlist.pdf. If you have any questions regarding a restricted item, please contact Daniel Skaggs.
3. PCard purchases made by a non-authorized user constitutes a violation. A current Delegation of Use form should be on file with Daniel Skaggs. Forms should be updated for new individuals you authorize to use your card or at minimum, the beginning of each fall semester.
4. If you need to make a purchase that totals over $5,000, please contact [email protected] or [email protected] for instructions and assistance.
5. Cardholders are limited to 3 violations per fiscal year. Cardholders will be notified following each violation. After the third violation, the PCard limit will be reduced to $1 until additional training is completed.

Additional prohibited purchasing note:

“Attempting to alter or connect any computing or networking components (including, but not limited to, bridges, routers, DHCP servers, wireless access points, and hubs) on the ASU network without approval of the UTO is prohibited.” http://www.asu.edu/aad/manuals/acd/acd125.html

Important information regarding orders

All requests are processed within a 48 hour turn-around due to the high volume of requests we receive. Make sure to allow enough time for processing and shipping when placing orders. Please avoid waiting until the last minute to turn in requests. At times you may need to process an order from a vendor that we have not previously ordered from. This may delay the order by a few extra days as we communicate with the vendor to get their information into the ASU system. Please be very specific when supplying us with the information regarding the vendor.

Computer/Software purchases

Please contact asksemte.it@asu.edu prior to making any computer or software purchase requests.

Please do not purchase a computer or laptop outside of ASU with the expectation of being reimbursed for your expense. All computers need to be purchased through ASU and paid directly through an ASU account.

Equipment orders

If you are placing an order for equipment that is over $1000 exclusive of tax and shipping, and this item will be used for research only, it is possible that it will be tax exempt. Please include a completed tax-exempt form (PDF) with your purchase request.

Orders over $5000

If you would like to process an order over $5000.00, please contact the business office as additional forms may be needed and is determined on a case-by-case basis depending on the details of the order and quote provided from the vendor.

Arizona State University Shared Resources site

This is a portal to tools and services available through more than 100 core facilities, labs, shops, clinics, museums, and collections that support ASU research – sharedresources.asu.edu

If it is necessary for you to make a purchase using personal funds, please turn in the original itemized receipt(s) along with the completed reimbursement form to the Business Office.

• Reimbursement form

Reimbursements over $1000 require additional approvals by the Dean, Vice President and the Director of ASU purchasing. These should be avoided by submitting your purchase requests through the Business Office.

Reimbursements must be submitted within 60 days of the receipt date, in accordance with financial services policy FIN 420-01. It is preferred that anything that needs to be ordered online, be completed by the Business Office, however if ordered personally, all items must ship to ASU and not a residence or a third party.

Reimbursements for food

To get reimbursed for food, please include an itemized receipt and a completed Business Meals form with your request. Alcohol expenses will not be reimbursed as they are prohibited on ASU accounts.

• Business meals form

Faculty, staff and students needing a room for school-related meeting and events can do so via the Room reservation form.

Conference rooms and classrooms listed below can be scheduled through Outlook by our office and can be processed immediately since these reservations only involve our office. All other classroom requests take longer to process since our office is simply submitting a request on your behalf that needs to be approved through University Classroom Scheduling. Note that the Provost’s office asks for a MINIMUM of 72 hours to process requests to University Classroom Scheduling; thus, requests made within 72 hours of your event might not be scheduled.

Please know that our office will always do the best we can to complete your request in a timely manner. 

When your request is submitted, you will receive automated notification.  Once your request is complete, we will send you an email confirmation.

If you need to change or cancel your reservation, please provide as much notice as possible by contacting [email protected]. 

List of rooms which may be reserved

What is the physical address for shipping FedEx, UPS, or DHL packages to ASU?

Please use the following shipping and receiving address to ensure a successful delivery. Please note that the SEMTE front office in ECG 301 cannot receive or send chemicals.

Shipment address (non-chemical deliveries):

Arizona State University
School for Engineering of Matter, Transport and Energy DC: 6106
ATTN: (Receiver's Name, e-mail address, phone)
734 W Alameda Drive
Tempe AZ 85282

Shipment Address (chemical deliveries):

Arizona State University
Chemistry Stockroom SVS
ATTN: (Receiver's Name, e-mail address, phone)
551 E University Dr., PSG 106
Tempe AZ 85287-1604

For U.S. Mail:

Arizona State University
School for Engineering of Matter, Transport and Energy
(Receiver's Name)
P.O. Box 876106
Tempe AZ 85287-6106

ASU mail services delivers mail and picks up outgoing mail on a daily basis at approximately 10:00 am. There is also a USPS mailbox located on the north side of the ASU Bookstore on Orange Street. Pick-up for the bookstore mailbox is 12:30 pm Monday thru Friday.

For Federal Express Shipments

If you need to have a package sent out, please have it prepped and brought to ECG 301 by 2:00pm.

FedEx packages may be dropped at the following locations:

• FedEx Kinko’s Office and Print Center, 933 E. University Dr., Tempe, AZ 85281
  (Located just East of the corner of Rural and University)
  Hours: Last Express drop off 5:15 pm, Monday thru Friday and 3:00 pm on Saturday
  Last Ground drop off: 6:00 pm, Monday thru Friday
  Phone: 480.894.1797
• Envelopes and packs only may be dropped at the box located on the Corner of Cady and Tyler Mall, Deadline: 5:00 pm
• 3002 East Old Tower Rd., Phoenix, AZ, 95034, (Near Airport) Deadline 6:45 pm
• 2405 W. University Dr., Tempe, AZ 85381, Deadline 6:00 pm
• The main number for FedEx is 1.800.463.3339 if you have any questions

Who handles outgoing US Mail pick up?

Incoming and outgoing US mail is handled by the SEMTE front office in ECG 301. Pick-up varies from day to day, but is usually around 10:00 am. There is also a US mailbox located on the north side of the ASU Bookstore on Orange Street. Pick up for the bookstore mailbox is 12:30 pm Monday thru Friday.

Before you travel

Travel requests must be submitted through MyAsuTrip https://cfo.asu.edu/myasutrip  and approved prior to leaving for your trip. This is extremely important for insurance and funding purposes, even if you are not going to be claiming any expenses for a reimbursement. Note: No cost in-state travel that is less than 50 miles from ASU does not require a prior authorization. Any travel requests estimated over $5000 must have approval from the Dean’s office.

Group Travel needs to be submitted in Concur with a completed copy of the group travel form and instate travel over 50 miles but not in overnight status can be completed on a paper form if preferred.

• Group Travel: Travel Authorization/Claim Team/Group Travel Form
• In-state travel: https://www.asu.edu/fs/forms/AP_Reimb_MileageParkingTaxi.pdf

All travel requiring pre-authorization must be reviewed and approved by the business office, your post‐award RAA and SEMTE’s Authorizing Travel Official (ATO). Online travel requests should identify Tae O’Connor as Cost Center Manager and Daniel Skaggs as ATO.

The ASU Travel website has important information for you to review before you travel as well as a handy travel guide for creating and submitting travel authorization and expense reports https://cfo.asu.edu/traveler-resources .

The Fulton Schools of Engineering allows Pcards to be used for registration only. Lodging or any other expenses are NOT allowed on the Pcard.

After your trip

Within 30 days of returning from your trip, please complete the travel expense information online.