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SEMTE Support Services

Business Office

Business Office overview

The Business Office provides business services for the School for Engineering of Matter, Transport and Energy including processing all order/purchase requests, reimbursements, travel claims, invoice payments, order follow-ups, state and local account reconciliation and fund verifications.

Need help or have a question for the SEMTE front office? Feel free to e-mail us at semte.frontdesk@asu.edu, call us at 480.965.9710, or visit us in ECG 301. The SEMTE front office provides numerous services to SEMTE faculty, staff, and students.

  • We help redirect general inquiries to the appropriate office or staff member
  • We oversee the shipping and receiving of SEMTE mail and packages
  • We provide equipment checkout and currently offer projectors, laptops, laser pointers, and carts
  • For teaching faculty and graduate teaching assistants, we provide a free copying service provided that the request is made at least 24 hours in advance

Equipment checkout

The SEMTE front office in ECG 301 provides equipment for SEMTE faculty, staff, and students to check out. Our inventory currently includes laptops, projectors, laser pointers, a timer, a dolly, and push-carts for moving boxes and smaller equipment.

Off-campus equipment loan

Laptops, tablets, and smart devices may be taken off campus only after the Off Campus Equipment Loan form has been approved and submitted.

Off-campus use of equipment authorization

Public purposes

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 Smith to replace outdated computer.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.

Purchasing

How to place an order

Place your order using one of the methods below.

Submit a purchase request form

Email semte.purchasing@asu.edu 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.

SEMTE Pcard process and policy

Susan Baldi will be your primary contact for PCard transactions, receipts and reconciliations. Receipts should be sent directly to semte.pcard@asu.edu.

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 semte.pcard@asu.edu 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 Susan Baldi.
  3. PCard purchases made by a non-authorized user constitutes a violation. A current Delegation of Use form should be on file with Susan Baldi. 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 Susan.Baldi@asu.edu or semte.pcard@asu.edu 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 semte.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

Reimbursements

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.

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.

Room reservations

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 SEMTE@asu.edu

List of rooms which may be reserved

Shipping and receiving

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
ATTN: (Receiver's Name, e-mail address, phone)
501 East Tyler Mall, ECG 301
Tempe AZ 85287-6106

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.

Travel

Before you travel

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

Group Travel or instate travel over 50 miles can be completed on a paper form if preferred.

All travel must be pre‐authorized by your post‐award RAA and SEMTE’s Authorizing Travel Official (ATO). Online travel requests should identify Shannon Pete (spete1) as Department Manager and Mariah Pacey (mpacey) as ATO.

The ASU Travel website includes a travel guide https://cfo.asu.edu/travel-guide which includes important information for you to review before you travel.

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

After your trip

Upon return from your trip, please complete the travel claim information online or paper within 30 days of the end of the trip. Paper forms should be completed and submitted to the Business Office in ECG 301, along with all required original receipts.

Business Office Contacts

School for Engineering of Matter, Transport and Energy
Arizona State University
Engineering Center, G-Wing 301
501 E. Tyler Mall
Tempe, AZ 85287-6106

Phone: 480.965.9710
Fax: 480.727.9321
Email: semte.frontdesk@asu.edu