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Delicious coffee without the waste

All ASU departments can now participate in the Reusable K-Cup® Program. This follows a successful 2024 pilot in the University Services Building with over 300 employees on the Tempe campus.

View the Reusable K-Cup Checklist to learn more about implementing the program in your work area. To qualify for the grant, departments should have at least 30 regular coffee users. Email University Sustainability Practices with questions about program eligibility. Submit a Reusable K-Cup Program interest form to get started. 

Submit your request

The first 10 departments that sign up will receive up to $500 from the Sustainability Initiatives Revolving Fund to cover the costs of a coffee grinder, one month of Fair Trade coffee and one reusable K-Cup per employee. 

Saves money

• Purchase whole beans instead of K-Cup pods and save approximately $0.30 per cup. Small savings add up.
• Lowers recycling costs. In FY 2024, ASU spent nearly $6,000 to recycle 1,645 lb. of K-Cups — roughly 58,000 individual pods.

Encourages sustainability

• Reduces plastic waste. A typical office uses about 2,000 K-Cups annually, sending unnecessary plastic waste to landfills.
• Puts coffee grinds to work. Most units discard grinds when they throw away coffee pods. Reusable K-Cups let you compost coffee grinds, which helps the environment.
• Inspires staff to make other positive environmental changes that support ASU’s sustainability goals.
• Uses fair trade coffee to align with ASU’s Sustainable Purchasing Guidelines and Fair Trade Campus Commitment. 

Email University Sustainability Practices with questions or for more information.

You make an impact on campus

Waste prevention is essential in all aspects of life. The Environmental Protection Agency estimates that each person generates 4.9 pounds of waste every day. Preventing waste is a great way to help achieve ASU's Zero Waste goals.

It is important to note that you do not have to become zero waste overnight. Taking small steps helps to build lasting behaviors that will generate a positive impact. Together we can make a difference.

Most of the decisions you make in a day can impact the planet. The EPA found the average amount of waste a person generates has increased by 0.4 pounds in just one year. There are many ways to create small and large scale changes, and one of the best places to start is at home.

Follow the steps below to achieve a zero-waste residence:

Zero waste off campus checklist 

According to the EPA, an estimated 45% of all municipal solid waste is generated at work. Since one-third of your life is spent in the office, there are many impactful ways you can reduce waste at work. Developing policies and programs to reduce, reuse and recycle items can make a positive impact on ASU’s sustainability goals.

Follow the steps below to achieve a zero waste office space:

Zero waste office checklist 

Plan a zero waste event guide

The average college student generates around 640 pounds of waste a year — Department of Energy and Environmental Protection. Luckily, zero waste strategies can be implemented anywhere waste is generated. You have the ability to make meaningful changes to support ASU’s sustainability goals. 

Follow the steps below and help your residence hall reduce waste:

Zero waste on campus checklist

Help ASU achieve its Zero Waste goal in the following ways:

1. Build sustainability skills through online and in-person professional development opportunities.
2. Consider how much you throw away on campus each day.
3. Follow ASU Zero Waste on Facebook and Instagram.
4. Learn what is recyclable. If you need clarification, ask us.
5. Reduce and reuse as much as possible.

Eco Reps is ASU’s peer-to-peer sustainability engagement initiative, empowering students living in campus residential communities to lead sustainability efforts and demonstrate sustainable lifestyle habits. USP established the program in fall 2022 with grant funding from Coca-Cola.

Over the past four years, the program has engaged thousands of students in adopting eco-friendly practices, helping the university meet its sustainability goals. Collaborating with partners like ASU Zero Waste and Sun Devil Hospitality, Eco Reps are vital in building a campus sustainability culture. Their impact was recognized through ASU’s AASHE STARS ranking, earning points in Campus Engagement under the Student Educators Program.

Watch the Eco Reps mini-documentary and follow USP on Instagram and LinkedIn to learn more about the award-winning program.

You make an impact on campus

Waste prevention is essential in all aspects of life. The Environmental Protection Agency estimates that each person generates 4.9 pounds of waste every day. Preventing waste is a great way to help achieve ASU's Zero Waste goals.

It is important to note that you do not have to become zero waste overnight. Taking small steps helps to build lasting behaviors that will generate a positive impact. Together we can make a difference.

Most of the decisions you make in a day can impact the planet. The EPA found the average amount of waste a person generates has increased by 0.4 pounds in just one year. There are many ways to create small and large scale changes, and one of the best places to start is at home.

Follow the steps below to achieve a zero-waste residence:

Zero waste off campus checklist 

According to the EPA, an estimated 45% of all municipal solid waste is generated at work. Since one-third of your life is spent in the office, there are many impactful ways you can reduce waste at work. Developing policies and programs to reduce, reuse and recycle items can make a positive impact on ASU’s sustainability goals.

Follow the steps below to achieve a zero waste office space:

Zero waste office checklist 

Plan a zero waste event guide

The average college student generates around 640 pounds of waste a year — Department of Energy and Environmental Protection. Luckily, zero waste strategies can be implemented anywhere waste is generated. You have the ability to make meaningful changes to support ASU’s sustainability goals. 

Follow the steps below and help your residence hall reduce waste:

Zero waste on campus checklist

Help ASU achieve its Zero Waste goal in the following ways:

1. Build sustainability skills through online and in-person professional development opportunities.
2. Consider how much you throw away on campus each day.
3. Follow ASU Zero Waste on Facebook and Instagram.
4. Learn what is recyclable. If you need clarification, ask us.
5. Reduce and reuse as much as possible.

Eco Reps is ASU’s peer-to-peer sustainability engagement initiative, empowering students living in campus residential communities to lead sustainability efforts and demonstrate sustainable lifestyle habits. USP established the program in fall 2022 with grant funding from Coca-Cola.

Over the past four years, the program has engaged thousands of students in adopting eco-friendly practices, helping the university meet its sustainability goals. Collaborating with partners like ASU Zero Waste and Sun Devil Hospitality, Eco Reps are vital in building a campus sustainability culture. Their impact was recognized through ASU’s AASHE STARS ranking, earning points in Campus Engagement under the Student Educators Program.

Watch the Eco Reps mini-documentary and follow USP on Instagram and LinkedIn to learn more about the award-winning program.

February 16, 2026

Even as ASU continues to lead in digital-first work, office supplies remain part of everyday operations. Thoughtful, sustainable purchasing choices help departments reduce environmental impacts without affecting day-to-day operations. Purchasers may refer to the ASU Sustainable Purchasing Guidelines for recommendations on sustainable office supplies. Review the following list of standard office items and consider these essential sustainability features:

• Batteries: Choose rechargeable options and avoid those that contain nickel, cadmium, mercury, or lead.
• Binders: Select Forest Stewardship Council–certified options that support responsible forest management, because they are made from trees.
• Paper serviceware: For events and shared kitchenettes, opt for certified compostable serviceware available through ASU Moving and Event Services.
• Paper: Select paper with recognized eco-certifications that contains at least 90–100% post-consumer recycled content or is FSC-certified recycled. Learn more in the Redefining Sustainable Printing article about the impact of printer paper and how ASU leverages its partnership with Canon to reduce environmental impact.
• Pens: Choose refillable pens to help extend product life and reduce plastic waste.
• Toner cartridges: Select cartridges made from recycled materials and submit a surplus transfer request to recycle empty cartridges through ASU’s suppliers.

Some office supplies, particularly cleaning and ink-based products, may contain harmful chemicals. Selecting non-toxic, certified products supports both environmental sustainability and employees’ health.

• Keyboard cleaners: Purchase cleaners that explicitly state they do not contain toxic fluorinated compounds.
• Whiteboard markers and cleaners: Look for products certified by the U.S. Environmental Protection Agency’s Safer Choice Program or Certified Approved Product Non-Toxic.
• Breakroom cleaners: Purchase products certified by Green Seal, UL ECOLOGO or EPA Safer Choice.

ASU prioritizes sustainable products within supplier catalogs in SunRISE. Purchasers can easily identify preferred items from the following awarded suppliers by using sustainability filters and curated lists:

• Amazon: Search for ASU’s premade product lists or choose products with the Climate-Pledge Friendly logo.
• Staples: Search for products with the Eco-ID™ checkmark or search the Eco-ID program.

Beyond purchasing decisions, departments can further sustainability through these shared-office practices:

• Participate in the Reusable K-Cup® Program for office kitchenettes serving 30 or more users.
• Rent event compost, recycling, and landfill bin sets from ASU Moving and Event Services.
• Request compost bins from the ASU Zero Waste department.

Departments across ASU are creating innovative ways to support reuse and waste reduction through sustainability events. For example, ASU Staff Council hosts the annual Fashion Forward event in April to collect gently used clothing for free distribution to students. Departments supported the event by hosting donation bins in their offices. 

The ASU School of Sustainability’s graduate advising team offers another model through its “supply-brary,” located in the graduate lounge. The team encourages students, faculty and staff to leave or take gently used items. With minimal upkeep, the bookshelf helps keep office items in circulation and encourages reuse before they end up in the landfill.

“The ‘supply-brary’ has been a great way for our community to share free home goods, office supplies, crafting materials and non-perishable food. We also maintain a Little Free Library for non-academic books. Our students, faculty and staff like sharing our wealth, and we're happy to keep good items out of landfills. It's fun to see what new items make their way onto the shelves and what gets snatched up quickly," said Lindsey Plait Jones, assistant director, Immersion Graduate Programs, School of Sustainability. 

Achieving ASU’s sustainability goals requires active participation across the university community. Every employee has an opportunity to support sustainability in their day-to-day work, whether through office programs, purchasing decisions or by participating in a shared sustainability culture.

Employees interested in advancing sustainability within their offices can enroll in several training opportunities provided by University Sustainability Practices:

• Climate Resilience training
• Green Devil training
• Seeds of Sustainability training
• Sustainable Event Planner training
• Sustainable Purchasing training

USP hosts a biannual Green Devil Ambassador Sustainability Conference, where employees can connect with sustainability leaders across the university. Visit ASU Events to join an upcoming conference.

“Creating a more sustainable office culture starts with engaging staff where they are and empowering them to take action in meaningful, practical ways,” said Paige Strickland, program manager, University Sustainability Practices. “When employees understand how their everyday choices contribute to ASU’s broader sustainability goals, sustainability becomes part of how teams operate, not an extra task. The Green Devil Ambassador Program helps foster that shared culture by connecting staff, building confidence, and turning individual actions into collective impact.”

Sustainability at ASU is a shared effort. When departments adopt sustainable purchasing practices and support reuse initiatives, they contribute to a university-wide culture that values conservation, innovation and environmental stewardship. Each department has the power to make a meaningful difference.

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

December 18, 2025

Shop energy-efficient electronics

Every purchase your department makes is an opportunity to reduce ASU’s environmental footprint. Laptops, audiovisual equipment and other electronic devices consume considerable energy and generate significant carbon emissions and e-waste. 

By choosing sustainable, eco-certified products, ASU departments can support the university’s sustainability goals and make a positive difference.

ASU tracks its purchasing performance through the Association for the Advancement of Sustainability in Higher Education’s Sustainability Tracking, Assessment & Rating System. Achievement of Electronic Product Environmental Assessment Tool Gold certification by ASU fulfills an AASHE STARS measure that evaluates the share of purchased electronics that meet EPEAT Gold or equivalent standards.

ASU achieved a 0.76/1.00 ratio of sustainable to unsustainable electronic purchases — this strong performance reflects our shared commitment to responsible procurement. We can increase that score with mindful everyday purchasing.

In addition to environmental benefits, products that meet EPEAT® and ENERGY STAR® standards are typically more durable, efficient and cost-effective.

EPEAT-certified products are designed to reduce the need for replacement and lifecycle costs, such as:

• Availability of replacement parts for at least five years
• Minimum three-year warranties
• Compatibility with future upgrades and repairs

Refer to the ASU Sustainable Purchasing Guidelines for a list of recognized eco-certifications and purchasing guidelines for IT hardware and appliances. 

Departments can apply for a Sustainability Initiatives Revolving Fund grant to support sustainable electronics purchases. Contact ASU University Sustainability Practices for more information. 

Filter for eco-certified or environmentally friendly options in the ASU supplier catalog, SunRISE, including: 

• Amazon: Filter for climate-friendly items or view IT Peripherals — Sustainable Options for commonly purchased products, including headphones, keyboards and other accessories. 
• Apple: Most current MacBook, iMac and iPad models are EPEAT®-Gold certified. 
• B&H: Select the Go Green banner for environmentally friendly IT peripherals and AV equipment.
• CDW-G: Filter for ENERGY STAR® or EPEAT® within product categories.
• DellEMC: All products in the SunRISE standard configurations catalog are ASU-approved and have ENERGY STAR or EPEAT certifications.
• Staples: Look for products with the Eco-ID™ checkmark or search the Eco-ID program.

Refer to the Business and Finance Information Technology webpage for a list of contracted and preferred suppliers for computer products.

If eco-certified products are unavailable, consider the following when purchasing:

• Items made with recycled content
• Refurbished electronics that meet quality standards
• Requesting reduced or recyclable product packaging

Departments considering bulk purchases of computers or other electronics should work with ASU Procurement to identify sustainable options. 

Choosing energy-efficient, certified electronics helps ASU lead by example in sustainability. Each purchase helps save energy, reduce waste and strengthen ASU’s commitment to a cleaner, healthier future.

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

Services to support your facility’s needs.

ASU-authorized Single Trade Services suppliers provide specialized support for campus projects that require skilled trades, including electrical, HVAC, painting, plumbing and general maintenance.

Contract #ASU RFP 212401

ASU has contracted with the following suppliers for the listed services.

Unlock your recruitment potential with the ASU Talent Acquisition Certification

Recruiting the best talent is essential to the success of every department at ASU. The Office of Human Resources Talent Acquisition offers Talent Acquisition Certification to equip every recruiter and hiring partner with the knowledge, tools and strategies necessary to conduct effective, compliant and equitable hiring searches.

This certification establishes a consistent foundation across the university, ensuring alignment of recruitment processes with ASU’s policies, standards and values.

Sign up for training

Comprehensive, hands-on training 

This training provides practical, hands-on instruction. Participants will learn the latest ASU policies, Workday tips and legal requirements to remain fully compliant with university and state regulations. You will refine your skills in resume screening, learning how to quickly identify the most qualified candidates from your applicant pool. 

You will also gain in-depth guidance on interviewing techniques that allow you to assess candidates fairly and thoroughly while maintaining a positive candidate experience. In addition, the training covers selection strategies designed to help you make confident, well-informed hiring decisions that support your department’s goals.

Benefits of certification

Upon completion, participants earn a certification valid for two years, demonstrating their expertise and commitment to excellence in hiring. This certification enhances your individual skills and contributes to a streamlined, equitable and positive hiring experience for candidates and departments alike.

Whether you are a new recruiter, an experienced hiring partner, or someone who conducts interviews and makes final hiring decisions, this certification ensures you are prepared to make an immediate impact.

Who should attend

The training is open to all members involved in the recruitment process. It is particularly valuable for those responsible for interviewing candidates or making final hiring decisions, but the knowledge and skills gained will benefit anyone participating in recruitment activities. Participants will leave the course with confidence in their ability to navigate Workday, apply best practices consistently, and maintain compliance with ASU recruitment policies and legal requirements.

List of certified ASU hiring managers

Looking to train your team?

Departments can schedule an in-person, tailored group session to provide a focused and collaborative learning experience. These sessions are ideal for teams who want to align their recruitment practices, build shared understanding, and improve efficiency across the hiring process. Contact OHR Talent Acquisition to schedule a session that meets your department’s needs.

Scope 1, 2 and 3 emissions

Since fiscal year 2019, ASU has been carbon neutral for scope 1 and 2 emissions. ASU has achieved this through:

• Energy efficiency
• Green construction
• Offsetting
• Renewable energy acquisition

Commitments to reduction

ASU will work to reduce the need for offsets through its efforts to decarbonize over the next several years. The Achieving Carbon Neutrality at ASU Case Study outlines ASU’s efforts to reach carbon neutrality from 2007 to 2019 and introduces our future goals.  

• Achieve carbon neutrality for Scope 1 and 2 emissions by FY 2025
  • Update: achieved carbon neutrality for Scope 1 and 2 emissions in FY 2019
• Achieve carbon neutrality for Scope 3 emissions by FY 2035
  • Update: in progress, reduced 69% since FY 2007

Achieving ASU’s Climate Positive goal requires transitioning to low-carbon energy sources. In 2024, ASU consumed 2,404,922 gigajoules of energy, of which 1,043,302 gigajoules, or 42% came from low-carbon sources.

Identifying energy waste

ASU uses data from building-level energy monitors to identify energy waste. Two forms of analysis are employed: year-on-year energy data are compared for each building to determine increases in energy use, and energy use intensity is compared across buildings by class to identify outliers with excessively high energy use. The results are used to guide energy efficiency and conservation efforts.

Email Energy Innovations with your suggestions, questions or comments on energy efficiency and conservation at ASU.

ASU Solar

Check out the ASU solar website for more information on ASU’s solar power generation.

Purchasing measures: energy-related

ASU implemented sustainable purchasing policies and practices that have been recognized twice by the Association for the Advancement of Sustainability in Higher Education for top achievement among reporting universities. To minimize emissions, the university requires Electronic Product Environment Assessment Tool Gold status for all computer purchases, the highest EPEAT standard available for television monitors, and Energy Star certification for all products and materials eligible. In practice, over 60% of paper purchased is 100% recycled.

Targets and measurements

ASU is working toward carbon-neutral transportation by 2035. As a milestone on this path and in support of Maricopa County’s Trip Reduction program, ASU aims to reduce single-occupancy vehicle travel to below 60% of total transportation modes.

ASU’s annual Comprehensive Sustainability Survey measures progress toward this target in the “Sustainable Commuting” section of the survey, which asks about the general commuting patterns of students, faculty and staff. Questions include commute modal split, travel distance to campus, level of interest in the different commuting mode options, incentives that would increase the use of a sustainable commuting mode, electric-vehicle-specific questions, and barriers to alternative modes.

As of 2022, ASU has met this milestone, with single-occupancy vehicle travel at 59%. This means that 41% of ASU chose alternative modes of transportation in 2022.

Values collected from this survey also serve to measure the effectiveness of current programs in place and to develop policies and practices to increase sustainable commuting modes.

Promoting sustainable commuting

• Expansion of bike parking spaces and free bike valet program
• Sponsor ride-sharing incentives through Lyft
• Implemented an air travel price on carbon to mitigate emissions equivalent to ASU-sponsored air travel
• Working to electrify ASU’s fleet vehicles
• Installation of electric vehicle charging stations across all campuses
• Offer free intercampus shuttles to reduce single-occupancy combustion engine vehicle use
• Promotion of pedestrian transportation
• Subsidize a free local area shuttle circulator, the FLASH, in partnership with the city of Tempe
• Subsidize Valley Metro light rail ridership

Requirements for operating ASU youth activities

ASU youth activities are programs, activities or events involving minors who will be in care, custody or control of university personnel or volunteers. These activities may take place on or off campus, in-person or virtually.

Departments or units that operate youth activities must complete the following requirements before the activity’s start date. Please plan 30–60 days before the start date to allow time for approvals:

1. Review the requirements. Read the policy and guidelines and procedures before planning your youth activity.
2. Assign an activity manager. The activity manager must register the activity and serve as the primary point of contact for any questions.
3. Meet with YPPO. Contact YPPO to schedule a consultation. This is required for all new youth activities, significant program changes or activities that have not previously met with the YPPO.
4. Register the activity. Register the activity in the youth activity compliance system no later than 30 days before the activity start date.
5. Select designated individuals. Identify university personnel and volunteers who will interact with or supervise minors.
   1. Complete background screening and youth protection training for these individuals.
   2. If volunteers will staff your activity, complete the volunteer process.
   3. If activity staff will use ASU-owned or rented vehicles to transport minors, ensure they are authorized to drive.
6. Register participants. Use the university's designated youth participant registration system to register all minors and collect required forms. Follow the participant registration instructions to request your program registration setup.
7. Develop a youth safety plan and train staff. Develop a safety plan based on the program's size, location and complexity. Find the safety plan template on the youth activity guidelines webpage. 

Register an ASU activity

1. Complete training. The Youth Protection training must be completed annually and before the designated individual's interaction with minors.

    

    

2.  Complete fingerprinting. Fingerprinting must be cleared before the designated individual interacts with minors.

Contact your OHR business partner or Office of Human Resources for fingerprinting questions. 

Review the Background check stage guide for instructions on submitting fingerprint requests in Workday. 

How to access the training

ASU employees and students. Staff with an active ASURITE and ASU email can access the training using single sign-on.

Non-ASU volunteers. Staff who are not affiliated with the university must be assigned an ASURITE and ASU email to complete the training for compliance purposes. The sponsoring department is responsible for requesting an ASURITE and email as part of the onboarding process.

Note: Do not use personal emails or create separate accounts to access the protection of minors training. Training completed using personal accounts will not be recorded or accepted for compliance.

Access Youth Protection training

Additional training 

United Educators offers additional training courses that staff may complete as directed by the activity manager: 

• Boundary Training

• Hiring Staff Who Work with Minors

   

• Heat Illness Prevention

ASU youth activities using independent contractors must review the Independent Contractor Information before allowing the individual to begin their work.

Youth activities using independent contractors — where any of the following apply — are responsible for ensuring the independent contractor has the appropriate insurance before any work with minors:

• An ASU-designated individual compliant with youth protection requirements will not be present during the independent contractor’s interaction with the minors.
• The independent contractor has one-to-one contact with the minor.
• The independent contractor is responsible for the minors' care, custody and control.

Independent contractors must purchase and maintain insurance that meets ASU’s requirements for working with minors. All insurance must name the Arizona Board of Regents, Arizona State University and the state of Arizona as additional insureds. 

The independent contractor must provide a certificate showing this insurance coverage before working with minors. 

This requirement for insurance does not apply if:

• An ASU-designated individual compliant with youth protection requirements will be present during the independent contractor’s interaction with the minors.
• Interaction is a one-time, single-day activity where the independent contractor will never be one-to-one with the minor.
• The K–12 teacher, instructor, coach or counselor is present with the minors during the entire activity.
• The parents or guardians are present with the minors during the entire activity.

Immediately report any incidents or concerns that occur during ASU youth activities, such as injuries, behavioral issues or safety threats.

Annual Capital Plan (ACP)

Purpose: ASU’s Annual Capital Plan (ACP) lists the major capital projects the university intends to start in the next 12 months. For each project, it includes a brief fiscal management plan that is brought to the Arizona Board of Regents (ABOR) for approval. The ACP is distinct from the multi-year Capital Improvement Plan (CIP).

View the FY 2026 Annual Capital Plan.

Annual Cost Containment Report

Purpose: A consolidated report that ABOR submits each year by September 1, detailing cost-management actions taken by Arizona’s three four-year public universities. Required by A.R.S. § 15-1650.03, the report is submitted to the Governor; President of the Senate; Speaker of the House of Representatives; Joint Legislative Budget Committee (JLBC); and a copy to the Secretary of State.

View the FY 2025 Annual Cost Containment Report; pp. 6-10.

Annual Personnel Report

Purpose: A consolidated report that ABOR submits each year by September 1, covering workforce and compensation trends for Arizona’s three four-year public universities. Required by A.R.S. § 41-751, the report is submitted to the Governor and the Legislature, and a copy to the Secretary of State.

View the FY 2025 Annual Personnel Report.

Food equity and access

ASU seeks to ensure the ASU community is connected with the need for food equity, access and sustainable food choices, such as plant-forward, organic and Fair Trade certified options. Starting with Sun Devil Hospitality and incorporated across the enterprise, ASU offers many programs and tools to achieve food system sustainability.

Commitments

• Earn and retain at least 50% of the points in the food-and dining-related credits of the Association for the Advancement of Sustainability in Higher Education Sustainability Tracking and Rating System by fiscal year 2020.
  • Update: In FY 2023, ASU achieved 3.51 out of 8 available points, earning 43.9% of the food and dining-related points.
• Alleviate food insecurity among ASU community members.
  • Update: In-Progress
    • Activities supporting this goal:
      • The Garden Commons free farmstand at the ASU Polytechnic Campus donates fresh, seasonal produce to students.
      • Student Advocacy offers a basic needs resource page to include food security programs offered in the community and on campus. Visit the EOSS Resource Hub website for more information.
      • The Pitchfork Pantry is a student-operated service for students at the Downtown and Tempe campuses, with pop-up pantries at the West and Polytechnic campuses. Provide local, organic gardening opportunities to all university community members by fiscal year 2021.
• Provide local, organic gardening opportunities to all university community members.
  • Update: In-progress.
    • Activities supporting this goal:
      • Adelphi Garden (Tempe campus): Student-run community garden is located on Tempe campus in the Adelphi Residential Complex supported by the School of Sustainably and Residential Life. 
      • Campus Harvest (Tempe and Polytechnic Campuses): There are two main harvests on campus, sour oranges in January-March, and dates in September-November. ASU's Polytechnic Campus is home to the largest date palm collection of any public garden in the nation, with more than 40 date palm varieties. Volunteer opportunities are available in October to assist with harvesting dates, which are then sold to the public.
      • Cultivate Garden Club (Downtown campus): Cultivate Garden Club serves the downtown campus by volunteering their time to work at various local community gardens and tends 3 raised planter beds on campus.
      • Garden Commons (Polytechnic campus): This campus urban garden supports the Food Reconnection Goal by providing hands-on learning and community connection. It features growing beds, vertical planters, a citrus orchard and a composting area.
      • West Valley Gardens (West Valley campus): The West Valley Garden is up and running with fresh produce, ASU Engineering and Barrett Garden Courses, events and activities. The West Valley Gardens strives to have strong ties and collaborate with the broader West Valley Communities. The garden team has given presentations and hosted roundtable discussions for environmental organizations, ASU prep courses and educational conferences. West Valley Gardens has hosted educational workshops, community food distributions and organized garden-centered events that bring people together around sustainability, wellness and connection. 
      • ASU Farm (Tempe campus): ASU Farm transcends mere agriculture; it fosters community and cultivates the character of those who participate in farming practices. As a demonstration project in Principled Innovation, we imbue the cultivation of character and values into the fabric of sustainable farming. At ASU Farm, students and communities participate in a hands-on lab where students and communities come together to shape a more just and sustainable future.

• Sustainable Food Systems Training: This course is designed to increase sustainable food system knowledge and assist faculty and staff when making decisions regarding food-based consumption.
• Engrained Cafe: Engrained is a fast-casual, full-service restaurant designed to be an educational food experience surrounding sustainability, focusing on fresh, organic ingredients or third-party certified ingredients. Engrained Café features both vegan and vegetarian options.
• Fair Trade Designated Campus: ASU is the largest and 50th designated Fair Trade University within the Fair Trade Campaigns Network. We support Fair Trade items throughout the campus with the help of Sun Devil Hospitality in the Pod stores and within the dining halls.
• Kitchen Café: Kitchen Café is a not-for-profit venue and upper-division course staffed by nutrition students in the program's Management of Food Service Systems course.
• Sun Devil Hospitality: Each dining hall offers a vegan food station that includes Beyond Meat options campus-wide and many third-party certified sustainable food choices.
• Swette Center for Sustainable Food Systems: The Swette Center for Sustainable Food Systems develops innovative ideas and solutions to the various challenges in existing food systems. The Center offers two graduate programs; a Master of Science in Sustainable Food Systems and a Graduate Certificate in Food Policy and Sustainable Leadership.

• An Apple A Day Advantage: Eating just one apple a day instead of a less healthy snack is a positive way to incorporate healthy and fresh food into your daily routine. Check out the nutritional benefits with this tip sheet.
• Decidedly Green Catering: This menu offers sustainably sourced catering options from plant-based to vegan and fair trade and sustainably certified seafood.
• Fresh Start to the Week: Reduce the negative impact of the food you eat by committing to try some of the wide variety of non-animal protein options for some of your meals during the week at the Daily Roots station in any dining hall. You can also commit to going entirely vegetarian or vegan.
• Nutrition on a Budget: Learn how to eat healthily and stay within your budget with this easy-to-use tip sheet.
• Student Organization Catering Menu: Decidedly Green Catering is committed to making environmentally and socially responsible decisions in all aspects of special event and catering services.

Sustainable Event Recognition

ASU’s Sustainability Recognition program offers a Green Event Recognition that includes several guidelines related to sustainable food systems for campus events.

Sept. 12, 2025

Plan green events with rentals and compostables.

Event planners can save time, money and effort by renting materials instead of buying new ones. Support ASU’s sustainability goals by choosing reusable items and compostable materials for your university events.

Check out these resources to find reusable decorations, dining ware, equipment and more:

The Ira A. Fulton Schools of Engineering developed the Events Inventory Program to reduce waste and improve access to free reusable event materials. 

ASU employees create an online account to submit, track and even repeat orders. Rentals require a seven-day lead time, and you must pick up and return all rented items. Fees only apply in specific cases; check the rental policy for details.

Users may place unlimited orders from mid-August to late May during the academic year. 

Email the Events Inventory Program team with questions about placing orders. For items unavailable through campus resources, use ASU-authorized external event rental companies and follow ASU’s procurement guidelines when working with external vendors. 

If you want to make your event more sustainable, check out the Greener Gatherings: How Sustainability Enhances Campus Events webpage for these event planning tools:

• Sustainable event planning handbook
• Sustainable materials toolkit
• Sustainable purchasing guidelines
• Zero waste event checklist

Events typically waste 15–20% of the food they produce, according to Lime Venue Portfolio and BCD Meetings & Events. Sun Devils can help reduce event waste by renting compost, recycling and landfill bins from ASU Moving and Event Services for university-sponsored events. Delivery and pick-up are included in the service cost, making for easy setup and cleanup. 

Composting helps keep food waste and plastic serving materials out of landfills. MES also offers these compostable supplies:

• Bamboo cups 
• Cutlery
• Recycled napkins
• Sugarcane plates

ASU vets all products to ensure compatibility with its compost stream. Planners with a packed schedule may also stock up on compostable plates and cutlery at the start of the year.

Event planners can also elevate their events with resources from the ASU Library Makerspace’s Tech Lending program, which offers cameras, photo backdrops, portable speakers and even options for VR competitions or interactive photo booths.

By rethinking event planning through rentals, reusables and compostables, Sun Devils can host gatherings that save resources, cut costs and actively support ASU’s commitment to sustainability.

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

Aug. 1, 2025

ASU and Canon’s commitment to a carbon-neutral future

Driving innovation and sustainability through strategic partnerships

Printing causes significant environmental impacts, from deforestation and carbon emissions to chemical pollution and e-waste. In 2008, ASU partnered with Canon to mitigate those impacts in its print services.

Canon has worked with ASU to reduce its environmental impacts and support sustainability initiatives across the Sun Devil community.

Sustainability is a top priority for Canon. The company set rigorous carbon emission goals independently verified by the Science-Based Target initiative. Canon’s environmental philosophy and commitment align perfectly with ASU’s mission and support the university’s long-term success in sustainability, innovation and social impact.

Canon uses print services and philanthropy to help universities reduce energy and waste beyond ink and paper. In summer 2022, with funding from Canon, ASU purchased and installed low-flow showerheads in three of ASU’s residential communities on the Tempe and West Valley campuses, saving an estimated 763,000 gallons of water per year. Since 2017, Canon’s Higher Education Advisory Team has helped ASU achieve these sustainable milestones: 

• Avoid 3,306 kilograms of carbon dioxide emissions 
• Reduce the number of printers by nearly 32%
• Switch 100% of printers to Energy Star-Certified, multi-function devices 

ASU’s latest fleet of multi-function print devices marks a major sustainability upgrade, with models like the Canon IRA DX 8986I and imageFORCE C7165 using less than one watt in sleep mode, down from 3–5 watts in earlier versions.

Canon has also incorporated recycled materials into its product design, such as electric furnace steel sheets, made from scrap metal that reuses steel from decommissioned devices. Canon’s devices include other sustainability features like default duplex printing and 100% recycled paper. Read more about Canon printers’ specific sustainability features.

ASU is working with Canon to expand the Print Anywhere Program, where print jobs are sent to printers in the queue but are not printed until the sender goes to the machine to release it to print. 

“This initiative will continue to reduce paper waste and allow for more secure printing to a central location,” said Jan Holland-Malcom, assistant director of strategic partnerships, Auxiliary Business Services.

Departments can request a free printing assessment with Canon to boost these sustainable and cost-saving efforts: 

• Assess printing uses to incorporate upgrades and processes that reduce environmental impacts and increase efficiency.
• Identify potential print savings.
• Reduce security risks associated with printing.

New models include better sustainability and improved security features that help avoid unauthorized access, data breaches and more. Departments considering replacing a copier or printer should contact ASU’s Supply Chain Sourcing Team for more information. 

Certified sustainable paper is a key component of responsible printing and requires shared responsibility across campus. ASU departments can reduce environmental impact by aligning purchases with ASU’s Sustainable Purchasing Guidelines.

Departments should order standard copier paper through the Materials Management catalog in Workday. The guidelines prioritize paper with 90–100% post-consumer content, agricultural residue or one of these certifications:

• Forest Stewardship Council
• Green Seal
• Scientific Certification Systems — Recycled Claim Certification
• UL — ECOLOGO or Recycle Claim Certification

These certifications promote sustainable forest management, protect ecosystems and minimize harmful chemical use. Choosing paper that meets these standards helps ASU lower its environmental footprint from printing.

Departments looking to retire old ASU-owned devices should submit a transfer request to ASU Surplus Property. This allows the university to resell old devices to the community at discounted rates. Contact Canon for pickup and recycling of rented devices.

ASU collects used toner cartridges for recycling. Departments can leave cartridges in their outbound mail area, where the mail service team will pick them up. The cartridges are then boxed at the Alameda Warehouse and sent for recycling.

These practices reflect ASU’s longstanding partnership with Canon, grounded in shared values, innovation and a bold vision for a carbon-neutral future. ASU and Canon are minimizing environmental impact and redefining what sustainable printing can look like at universities.

Visit the Print at ASU webpage to learn more. 

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

Ensuring the protection of ASU capital assets

The Capital Asset Management team is responsible for properly tracking, safeguarding, and accounting for all ASU capital assets, maintaining accurate records and controls to support asset integrity and compliance with institutional and regulatory requirements.

These responsibilities include:

• Coordinating the tagging of all movable equipment with a value of $10,000 or more
• Coordinating a biennial inventory of all capital equipment per PCS 601-02
• Maintaining capital asset records in Workday and tracking capital assets from inception to retirement
• Completing annual and ad hoc asset reports
• Responding to auditor and sponsor requests

Arizona State University relies on future research capital assets, ranging from buildings, land and infrastructure to lab equipment and library books to support its research and academic goals. These tasks require the ongoing cooperation of the entire ASU community.

An approved property control system is critical to ASU’s research future. Our cognizant auditing agency, the Office of Naval Research, approves or denies our property system each year. Without the annual approvals, CAM has achieved since 1989, ASU would not be permitted to purchase capital assets on our contracts and grants, significantly affecting our research opportunities and future. Review the additional information below for further details.

Visit the ASU Surplus Property webpage for surplus information.

The following are helpful property control forms:

• Asset cannibalization authorization
• Asset loss certification
• Asset trade-in authorization
• Exiting employee personal purchase authorization
• Fabrication data sheet
• Off-campus use of equipment authorization

Capital equipment — PCS 102 details what constitutes capital equipment. Generally, capital equipment consists of movable items with an acquisition cost of at least $10,000 per unit and a life expectancy of greater than one year. Computer software must be at least $5,000,000.

Disposal of equipment that is no longer needed

• Email CAM for instructions if the equipment is owned by a sponsor — government or not. The sponsor may have provided specific instructions on disposal that ASU must follow.
• As explained in PCS 1002-10, gifted equipment cannot be disposed of within three years of the donation because of IRS tax policy. If you must dispose of gifts within three years of the donation, notify the Financial Services tax unit and the ASU Foundation director of gift processing of the property disposition’s details so the required IRS Form 8282 can be filed.
• Per PUR 205, all equipment no longer needed must be disposed of through ASU Surplus Property. Surplus retirements are requested through Assetworks. Suppose you do not already have access to Assetworks, email CAM for information regarding access and use. Records of your department’s disposals should be maintained for at least three years. If you are unable to locate your equipment in Assetworks, please contact CAM.

Donated equipment — per PCS 206 and PCS 1002-10, all donated equipment must be processed through the ASU Foundation. Donated equipment must remain in ASU’s possession for at least three years because of IRS tax regulations.

Equipment transferred from another institution — per PCS 207, email CAM immediately and forward all pertinent documentation, including a valuation of the equipment, to be properly tagged and recorded.

Fabricated equipment — PCS 004 defines fabricated equipment and when it is capitalized. If the final fabrication cost is expected to be at least $10,000, complete a fabrication data sheet and email CAM to set up a fabrication number. After the number is assigned, include it on all supplier invoices, p-card transactions, and journals related to the purchase of the equipment and use the fabrication spend category Fabricated Equipment Capital for ordering all components of the equipment.

Government-furnished equipment — per PCS 204, when receiving government-furnished equipment, the PI should inspect the equipment to ensure the equipment’s description, quantity, and condition are recorded correctly. If any discrepancies are noted, the PI should work with CAM and the sponsor to resolve them after the GFE is properly received; email CAM, and forward all pertinent documentation, including the equipment's value and the expected return date. CAM will tag the GFE and record it in Workday. Per PCS 1007, once the equipment is returned to the sponsor, CAM must be notified.

Inventory of capital equipment — per PCS 601-02, CAM will coordinate the inventory of each asset once every two years. The department head and an inventory coordinator are identified in Workday as the point of contact. Equipment whose title does not rest with ASU will be inventoried annually or as requested by the sponsor. Various auditing agencies also verify equipment records periodically.

Off-campus use of equipment — PCS 505 defines the permissible use of university equipment off-campus. Generally, equipment may be taken off-campus only for university or sponsored project use. Before removing equipment from campus, departments should complete the top portion of an off-campus loan form and submit it to CAM. The lower portion should be filled out and submitted when the item is returned. For permanent or extended off-campus use, the form must be renewed every two years to satisfy inventory requirements.

Researchers transferring to another university — PCS 1004-01, PCS 1004-02 and PCS 1004-03 relate to the transfer of equipment to other institutions. The transferring equipment process may vary depending on who owns the equipment and how it was originally funded. To ensure the transfer is completed correctly and appropriate approvals are received from sponsors, departments should include CAM in the outset transfer process. To begin the process, email CAM a list of the transferring equipment with tag numbers. CAM will prepare transfer documentation that includes a list of the equipment and its value. The department head must approve the transfer before the equipment can be removed from ASU. ASU property control tags should be removed from the equipment before departure and all shipping and freight charges are paid for by the receiving institution.

Purchasing capital equipment — per PCS 401, once CAM reviews a purchase in WD or is otherwise notified of an acquisition, CAM will contact the department that purchased the equipment to coordinate tagging the equipment with an ASU barcode tag, obtain a picture of the equipment and document the serial number, location, model number, and other needed information and enter the record into Workday. The equipment will then be included in the department's biennial physical inventory. If a department becomes aware of the equipment that meets the capitalization criteria but is not tagged, please email CAM as soon as possible.

Purchase of equipment when retiring from ASU — PCS 1009 allows employees to purchase the equipment they wish to keep when they retire from ASU. Email CAM to obtain a sale price for the equipment that is based on fair market value. Approval of the sale by the department head must be obtained once a sale price is determined. The transaction must be completed before removing equipment from ASU.

Trade-ins — PCS 1006 allows for the trade-in of university equipment. Sponsor-owned equipment cannot be traded in, and trade-ins should not be made substantially less than market value. Before committing an asset to an external vendor, departments should email CAM to confirm that the equipment is titled to ASU. Once verified, complete a trade-in authorization form and submit it to CAM. Departments should also let the ASU buyer know that there is a trade-in involved and provide the ASU Property Control barcode number.

Assetworks is an internal system used to track asset information for both capital and non-capital assets and to enter equipment disposal requests once the equipment is deemed surplus.

Reports have been created in Assetworks that allow departments to review asset records assigned to their department's cost centers. Additionally, departments can use Assetworks to make changes to existing asset records, such as location transfers.

Email CAM for the following reasons:

• Assistance in updating asset records
• Information regarding Assetworks access and use
• Unable to access specific equipment records in Assetworks

CAM provides barcode tags free of charge for normal circumstances to departments requesting to track sensitive non-capital equipment. Email CAM if you need tags. Include in your email your department name, mail code and the number of tags needed. Then, use Assetworks to add, update and track your non-capital equipment.

• Brandi Anderson, accounting manager
• Charles Taylor, accountant principal
• Theresa Taylor, accountant senior
• Peggy Worthen, accountant senior
• Bryce Dahl, accountant
• Mark Simsuangco, accountant

Tempe mailing address
Property Control
PO Box 875812
Tempe AZ 85287-5812

June 2, 2025

Reuse, recycle and repurpose excess property

What happens to desks or laptops when department's no longer need them? Diverting used items from landfills gives them a second chance.

ASU Surplus Property recirculates excess university property to the public through the storefront and the online auction platform GovDeals, diverting items from landfills. Surplus Property offers various items for sale, such as bikes, chairs, desks, laptops, laboratory equipment and more.

ASU policy PUR 205 requires the university to resell excess property back to its own community and the public. Surplus ensures the university fulfills its obligation to responsibly dispose of excess university property through recycling and reuse by other ASU departments or by public sale. 

Reselling items at discounted prices creates cost savings, supports the university’s sustainability goals, reduces waste, cuts emissions, and extends the life of resources.

ASU Surplus Property diverts an average of 400,000 pounds of excess property annually by reselling it instead of sending it to a landfill. Purchasing secondhand items significantly reduces emissions and extends product life. 

According to a life cycle analysis conducted by University of British Columbia students, purchasing secondhand tables from popular furniture brands like Wayfair and IKEA resulted in a 60.51–84.95% reduction in carbon emissions compared to buying new tables.

ASU employees can help keep excess property out of landfills by submitting an approved surplus transfer request to ASU Surplus Property in AssetWorks. After completing the online transfer request process, ASU Surplus Property will coordinate the pickup and transfer of the excess property back to the Surplus warehouse.

“Properly submitting an approved transfer request in AssetWorks for capital assets, tagged and non-tagged assets helps tremendously for accurate reporting and auditing purposes,” said John Ishii, assistant director of Supply Chain Operations.

ASU Surplus and the online auction are open to the public to shop for gently used items.  

“We serve many public organizations in the surrounding community like nonprofits and K-12 educators in addition to the ASU community who are truly in need of items at a discount,” Ishii said.

The cost of items can range from about 25% to 50% off the original price. Surplus shoppers may find the following items available for sale:

• A pre-owned vehicle for your department
• A used bike to make your commute more sustainable
• Lab equipment for a new research lab 
• Refreshing office furniture
• Tech accessories like keyboards and monitors for a new colleague
• Unique athletic gear to wear to the next game

ASU Surplus Property offers a year-round back-to-campus promotion on items intended for university use, such as 50% off furniture and 25% off technology items such as desktop computers, laptops and tablets. Large items can also be delivered directly to specified campus locations for an additional fee. 

Be on the lookout for an upcoming ASU employee surplus sale during the summer to enjoy major discounts on items such as furniture and technology. Follow University Sustainability Practices on Instagram and check ASU Insight for upcoming sales. 

Despite the misconception that secondhand means second-rate, many surplus goods are gently used and well-maintained. Check out USP’s Instagram to see creative ways secondhand items are reimagined. 

The ASU Surplus Store is open Monday through Friday from noon–4 p.m. at 734 W Alameda Drive, Tempe, AZ 85282, surplus door entrance W4. 

Visit the ASU Surplus Property webpage to learn more. 

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

Access the Financial Services forms you need 

Forms are divided by type and content area.

• Cashiering speed type request form
• Customer invoice receipting
• Department input receipts
• Departmental receipting with FMS

Use the links below to request new Program and Gift Worktags in the Financial Management System.

• Instructions to request a new program worktag

   

• Instructions to request a new gift worktag

   

• Create program and gift worktag requests in Workday training

• Business meals and related expenses for suppliers
• Confidential subject pay
• Indemnity agreement — employee
• Indemnity agreement — student
• Indemnity agreement — supplier
• Independent contractor's expense reimbursement form
• Interviewee expense summary
• Mileage: parking reimbursement
• Non-compensatory support certification form
• Pay without speaker, artist, performer approval
• Prepayment authorization
• Recurring supplier invoice request
• Supplier invoice submission quick guide

• Foreign data collection form
• Employee request for refund of FICA taxes
• Form 8233 and instructions
• Form W-8BEN and instructions
• Form W-8BEN-E and instructions
• Independent contractor determination checklist and instructions
• W-7

• Request a student profile for My ASU TRIP
• Airfare purchased outside of My ASU TRIP
• Team: group manifest

• Annual financial certification statement
• Cash verification form
• Credit application
• Data management exception
• Employee annual review — cash and check handling procedures
• Merchant account request and agreement
• Payroll action request
• Technology usage guides

Email Financial Services with questions regarding FS Forms.

May 6, 2025

ASU supports fair labor and sustainability in purchasing decisions.

Our students, faculty and staff proudly wear maroon and gold branded apparel with department logos, the pitchfork, or special events like Pat Tillman’s Run. While many of these apparel items, like T-shirts, hats and bandanas, are handed out for free at campus events, behind each one lies a powerful story of sustainability and ethics that reflects our university values.

Apparel is often manufactured in developing countries with weak labor protections. The Workers’ Rights Consortium has published multiple reports investigating conditions in apparel factories that put workers’ health and safety at risk. ASU enforces a commitment to fair labor and respect for human rights on all branded merchandise, including apparel, by requiring licensed vendors and their contractors to register and comply with the Fair Labor Association Collegiate Licensee Program. Membership requires vendors to meet the international labor standards outlined in the FLA Code of Conduct. 

Purchasing apparel, especially with ASU logos, wordmarks or pitchforks, through a licensed vendor ensures you comply with the university’s commitment to social responsibility, brand standards and trademark licensing. In addition to meeting the requirements of the FLA, licensed vendors also offer sustainable apparel products.

Apparel manufacturing is a resource-intensive process, contributing to environmental issues such as water and energy consumption, pollution, and waste. According to the United Nations, the total greenhouse gas emissions from textile production were estimated at 1.2 billion tons annually, more than those of all international flights and maritime shipping combined.

When purchasing apparel from licensed vendors, look for sustainable product catalogs or products with sustainable attributes, typically featuring apparel made with environmentally preferable fabrics. The ASU Sustainable Purchasing Guidelines prioritize apparel made from certified organic and natural fibers like organic cotton, linen, hemp or Tencel. These biodegradable fibers have lower environmental impacts than synthetic fibers like polyester or nylon, which are made from chemicals and petroleum by-products, essentially plastics. 

The synthetic fabric polyester used in athletic wear has moisture-wicking properties that most natural fabrics do not. When moisture-wicking is needed, choose recycled polyester over new polyester, which produces 50–75% fewer carbon emissions.

In addition, some companies have sought out third-party certifications to verify that chemicals used to treat fabrics, like softeners or dyes, do not contain hazardous chemicals or environmentally harmful substances. Look for the following certifications:

• BlueSign
• OEKO-TEX Standard 100

ASU’s vendors source apparel from manufacturers that support strong labor practices and environmental responsibility. The product’s manufacturer will be listed in the product title or description in the product catalog. 

• Bella + Canvas, or Canvas, only uses bluesign®-approved dyes and chemicals, maintains strict wastewater management and is transitioning its Los Angeles headquarters to solar power. 

   

• Gildan owns its entire supply chain, which means greater transparency in manufacturing. Their textile manufacturing facilities are powered by renewable energy sources like biomass and solar energy, and they are transitioning more products to certified organic cotton and recycled polyester. Gildan also owns the sustainable brand Anvil. 
• Hanes has reduced water use by 8% since 2019 and has converted to 48% renewable energy. Their ComfortWash T-shirts are made with sustainably sourced USA-grown cotton and meet the A-list rating from the Carbon Disclosure Project for integrating Earth-positive decisions into their business model. Hanes also owns the sustainable brand Alternative Apparel. 

By purchasing apparel made by licensed vendors, Sun Devils can wear their ASU pride and uphold the university’s ethical commitment to fair labor. When choosing apparel products, purchase more sustainably by selecting products with eco-certifications, sustainable fabric, or made by sustainable manufacturers. 

Visit the ASU sustainable purchasing webpage to learn more and schedule a purchasing consultation. Contact ASU Trademark Licensing with questions about branded apparel and licensing.

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

Financial security when you're injured and unable to work.

Arizona State University offers short and long-term disability insurance to help protect your income if you experience a non-work-related illness or injury that prevents you from working.

Short-term disability provides income replacement for up to six months. You must elect this coverage within 30 days of your eligibility hire date, a qualified life event, or during open enrollment. Review the short-term disability plan comparison chart for more details about coverage and premiums.

Unum 

• Pays 70% of your salary up to your benefit maximum.
• Learn about the Unum STD plan.

ADOA Plan

• Pays 66 ⅔% of your base salary, up to $70,000.
• Learn about the ADOA plan. 

LTD coverage provides income replacement if you are out of work for more than six months due to non-work-related illness or injury. Review the long-term disability plan comparison for coverage details.

LTD coverage is automatically included with your mandatory retirement plan: 

• Arizona State Retirement System. 
• Optional Retirement Plan.
• Public Service Personnel Retirement System.

Review your LTD plan based on your retirement plan: 

• ASRS LTD Guide.
• ORP and PSPRS LTD Guide.
• LTD plan comparison.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

For detailed information, please review the ASU asbestos management program. The Residential Hall Asbestos Information Guidance document provides information about the potential presence of asbestos in residence halls. If you have any questions or need assistance, please email EHS.

About asbestos

• Is a general term referring to six naturally occurring fibrous, silicate minerals.
• Was used because of its high tensile strength, flexibility and resistance to heat and corrosive chemicals.
• Was used largely in manufacturing and building insulation in the late 19th and early 20th centuries.

Asbestos at ASU

Where is asbestos at ASU? ASU's asbestos policy is “management in place,” meaning that asbestos is removed only when necessary, such as during building renovations or when damage occurs. Many of ASU’s buildings, constructed before 1985, contain asbestos in floor tiles, pipe insulation, roofing and ceiling textures.

View the LA Herald Examiner Building Annual Asbestos Notice — Connelly Act.

Risks associated with asbestos

• Asbestos becomes a health risk when the materials are disturbed and microscopic asbestos fibers become airborne and are inhaled. When left alone and remain undamaged, the materials present little to no health risk.
• Asbestos has no smell or taste, and asbestos fibers are so small that they may not be visible to the naked eye.
• Asbestos is a known carcinogen, or cancer-causing agent.
• Inhalation of asbestos fibers can cause serious illnesses, including mesothelioma, a rare form of cancer, and asbestosis, a progressive disease of the lungs caused by heavy exposure to asbestos.
• The danger of asbestos exposure can occur when asbestos fibers are released into the air. The fibers can be inhaled or swallowed. The fibers can lodge in the lung or other body tissues and, over time, lead to the development of diseases.
• The symptoms of diseases associated with asbestos can take 30 to 40 years to appear.

Enroll in benefits within 30 calendar days of hire or eligibility date.

Coverage begins for eligible employees the first day of the pay period after your hire or eligibility date or after you complete enrollment — whichever is later. 

Note: Benefits do not start on your hire or eligibility date.

Complete enrollment includes: 

• Selection of benefits in the Workday portal 
• Submitting all required supporting documentation by the deadline. 

The Office of Human Resources must receive all required documents within 30 days of your hire or eligibility date. After 30 days, you can only change your benefits during open enrollment or if you have a qualifying life event. Learn more about how and when you can enroll and update your benefits. 

Exceptions for rehires and transfers within the Arizona university system — ABOR, NAU and UofA — or Arizona state agencies: 

• Rehire within 30 days: If you are rehired within 30 days of leaving a benefit-eligible position, your coverage starts on your hire date. You must confirm your enrollment in Workday and keep the same benefit elections. 
• Transfer within 30 days: If you transfer from another agency or university, your coverage starts on your hire date or the start of the next pay period after your previous coverage ends — whichever is later. There may be a gap in coverage and elections must remain the same. Contact HR support online to request an agency transfer.

Arizona State University employees are required to participate in a retirement program if they work 20 or more hours per week for at least 20 weeks in a fiscal year, as outlined in Title 38 of the Arizona Revised Statutes regarding social security and retirement.

Postdoctoral scholars, undergraduate and graduate student workers, F1, J1, M1 and Q1 visa holders are exempt from all mandatory retirement programs.

If you meet the following criteria and want to decline participation in the Arizona State Retirement System and Optional Retirement Plan, complete and fax the ASRS 65+ Membership Waiver Form to HR Retirement at 480-993-0008 within one week of employment. 

• Age 65 or older. 
• Hired on or after Aug. 2, 2012.

• Not an active, inactive, disabled or retired ASRS member. 

   

Arizona State Retirement System 

University staff who meet the membership criteria must participate in the Arizona State Retirement System. Participation begins the first day of the pay period after a 182-day waiting period. Note: You may owe retroactive contributions. 

Exception: If you already have an active ASRS account or were hired before July 20, 2011, your participation starts on your hire or eligibility date. 

Optional Retirement Plan 

Faculty, administrators, academic professionals and other university staff may choose between the ASRS and the Optional Retirement Plan. Participation begins on the first day of the pay period after you complete enrollment. 

Public Safety Personnel Retirement System

Certified ASU peace officers regularly assigned hazardous duty and employed for at least 40 hours per week for more than six months must participate in the Public Safety Personnel Retirement System. Participation starts on the first day of the pay period that includes day 91 of your employment. 

Exception: Participation begins on your hire or eligibility date if you are already a PSPRS member.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

1. If I am eligible for overtime and I work overtime without my supervisor’s approval, does ASU still owe me time-and-a-half? Yes. However, if an employee works overtime without prior approval, supervisors should counsel the employee about noncompliance with our overtime policy, SPP 404-04.
   The policy states, “Overtime work shall be authorized only when absolutely necessary.” It should also be noted under this policy that employees are primarily given comp time vs. overtime pay.
2. For an academic employee, does being paid hourly mean being paid on a different payroll frequency? No. Nonexempt — eligible for overtime pay or comp time and paid hourly — academic employees will remain on their existing payroll frequency, but hours must be reported weekly. A nonexempt employee must fill out a timesheet weekly. Nonexempt ASU employees should use the Time and Leave Reporting section of their My ASU account.
3. Can a nonexempt employee still work early and late? The central change for moving from exempt to nonexempt is to report hours worked. Nonexempt employees can still arrange alternative work schedules with their supervisors, but time worked must be recorded. See our flexible work arrangement policy, SPP 306 for details. Alternative work schedules must be pre-approved and arranged with the individual and where the employee works — school, college or division. Any hours worked over 40 should be pre-approved by the supervisor. 
4. Can a nonexempt employee check messages from home after work hours? Checking and responding to messages from home or remotely after work hours is considered time worked. 
5. Can nonexempt employees still attend professional conferences? Yes. Nonexempt employees must account for the travel time and the hours of conference attendance. There is no prohibition against traveling or professional development. Visit our nonexempt employee travel web page for details.
6. If an employee holds more than one job, how is the exemption status — exempt or nonexempt — determined? ASU has elected to assess FLSA exemption status based on each job. Therefore, if a second job is below the salary threshold of $684 per week or does not qualify under Professional Exemption — i.e., teaching positions —  the second job would be converted to nonexempt.
7. Can employees in the same job title classification be exempt and nonexempt? Yes. The new regulations explicitly prohibit ASU from using a job title to determine exemption status. First, the salary test must meet $684 per week, and then the job duties test must be met.  Therefore, a person must make the minimum required salary and then also be able to answer yes to the duties test.

ASU offers employees three life insurance plans, which include basic, employee supplemental and dependent life insurance. Coverage is available through plans provided by ASU and the Arizona Department of Administration. Employees are automatically enrolled in basic life coverage and may elect supplemental coverage for themselves and their eligible dependents.

These documents provide details about our life insurance summaries for basic, supplemental and dependent programs.

• ADOA Life plan documents and summary

   

• ASU Life plan continuation options
• ASU Securian microsite, plan documents and summary

Phased retirement allows participants to withdraw from their ORP accounts and work part-time for up to three years before full retirement from ASU. 

Eligible faculty and staff who meet the criteria must negotiate and document the dates, length and percentage of reduced work schedules with the dean or vice president of your unit or department. You can specify different percentages for different periods of your phased retirement. The standard range will vary between 50% and 95% time full-time equivalent. 

Phased retirement agreements are irrevocable and you may not be eligible if you already have an existing retirement agreement. Review the ORP Phased Retirement Program Process for an overview. 

You may be eligible for phased retirement if you are:

• At least 62 years old.
• Fully vested in the Optional Retirement Plan
• Sign an irrevocable, written legal agreement and release with ASU.

Benefits during phased retirement 

Employee and employer contributions will continue until your retirement date if you maintain at least 50% FTE status. Health and vacation leave accruals and contributions to some benefits, including disability and life insurance, are based on your FTE status and will be adjusted accordingly. 

Note: You must maintain at least 50% FTE status to retain certain benefits. If you reduce your schedule to below 50% FTE, you will: 

• Lose your group insurance benefits. 
• Stop contributing to the ORP at the end of the fiscal year. 
• Become ineligible for the Retiree Accumulated Sick Leave Program. 
• Becoming ineligible for ASU retirement.

Faculty or academic professionals 

Tenured faculty or academic professionals with continuing status irrevocably relinquish all tenure and employment status rights at the end of the phased retirement period. These types of employees will continue to be subject to regular employment contract renewals during the phased retirement period. Participation in the phased retirement program does not create a guarantee or implied agreement of continuous employment. 

Returning to work after phased retirement 

There is no guarantee of future employment after your formal retirement date, but the program does allow ORP participants to return to work after retirement if positions are available. However, to protect the tax-deferred status of the retirement plans, you cannot make any oral, written or implied agreements to work after retirement before your retirement date. 

If you return to work for at least 50% FTE for at least 90 days, you will be subject to the same benefits eligibility requirements as other ASU employees, including participation in a retirement plan. If you are already receiving pension benefits, you will be exempt from ASRS participation but can participate in ORP. 

Review the "Working after retirement" webpage for additional rules for returning to work.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

Voluntary 403(b) or deferred compensation 457(b) plans.

All faculty, postdoctoral scholars, staff and student workers are eligible to participate in the 403(b) and 457(b) plans. Both plans are tax-advantaged supplemental retirement plans that allow participants to allocate pre-tax and after-tax Roth-based contributions through payroll deduction. There is no employer matching for either plan.

Contributions

• You can increase, decrease, stop or resume contributions at any time.
• There is a minimum per-pay-period contribution of $10 for the 457(b) plan and $15 for the 403(b) plan.
• You can contribute up to as much as your take-home pay allows after taxes and deductions. You cannot elect an amount that exceeds your take-home pay. If you elect an amount greater than your paycheck supports, then no contribution will be deducted.

Pre-tax vs Roth contributions

Pre-tax contributions are withheld before the calculation of federal and state income taxes, which reduces your taxable income. You pay income taxes only when the funds are distributed or withdrawn. 

With the Roth option, your contribution is withheld from your paycheck after your income is taxed. This does not lower your taxable income, but your contributions will be tax-free when you withdraw them later.

Catch-up provisions

You are eligible to make additional contributions if you are at least age at least 50 years old during the calendar year. Refer to the IRS contribution limit table for details. 

Your contributions will automatically stop during the calendar year if you are: 

• Under age 50 and reach the basic annual contribution limit.
• Over age 50 and reach the age 50 or age 60-63 contribution limit. 

• Eligible, enrolled and reach either the 15-year rule or the double limit catch-up provision limit. 

   

Contributions will resume on the first pay date of the following calendar year.

Roth catch-up requirements

The SECURE Act 2.0, Section 603, requires that all age-based contributions to eligible retirement plans be made as "designated" Roth contributions for participants who earned more than $150,000 of compensation in the prior calendar year from the employer sponsoring the plan, indexed annually, starting in 2025. 

Starting in 2026, if you are age 50 or older and your FICA wages (Box 3 on your 2025 W-2 from ASU) exceeded $150,000, any catch-up contributions to your voluntary retirement plans must be made as after-tax Roth contributions. 

If your wages were $150,000 or less, you can choose between pre-tax or Roth catch-up contributions.

Voluntary 403(b) plan 

The voluntary 403(b) plan is administered through the Arizona Board of Regents using Fidelity and TIAA as providers. Eligible employees can enroll with either provider through the NetBenefits website. 

There is a $10.50 quarterly administrative charge for participation in the 403(b) plan. If you sign up with both providers, you will be charged the administrative fee for each provider. 

You may be eligible to make additional 403(b) contributions if you have at least 15 years of service and under-contributed in prior years. Contact your provider for help determining eligibility. 

Plan documents and resources: 

• 403(b) contribution deadlines.
• Plan Guide.
• Loan policy.
• NetBenefits.
• Plan document.
• Tools and resources.

Voluntary 457(b) plan

The voluntary 457(b) plan is a supplemental retirement plan available exclusively for public employees. This plan is administered by the Arizona State Retirement System using Nationwide as the provider. Eligible employees can enroll through the Nationwide website. 

Note: Nationwide offers participants the option to elect a percentage for their contribution. ASU cannot process this type of election. ASU employees must elect the before-tax or after-tax options and set a per-pay-period contribution amount. 

There is an administrative fee of 0.06% annually, and assessed on a monthly basis.

You may be eligible to make additional 457(b) contributions under the 457(b) Plan Double Limit Catch-up provision and contribute up to double the basic annual limit if you are within three calendar years of retirement. Contact Nationwide to determine if you are eligible. 

Plan documents and resources: 

• Enrollment self-service.
• Learning center.
• Plan highlights.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check the status of your issue at any time.

After ASU submits your employment information to PSPRS, you will receive an email from PSPRS with enrollment instructions. Participation in the PSPRS defined benefit plan begins on your first day of eligible employment. PSPRS retirement contributions are calculated on eligible compensation and withheld from your paycheck on a before-tax basis. Long-term disability and cancer insurance benefits are included and premiums are paid by the university. While actively employed, you may not borrow from or withdraw contributions from your account.

Read the Local Board Rules and Regulations and Medical Requirements and complete the Acknowledgement of Receipt provided by Business and Finance. Complete the PSPRS Membership Form and Beneficiary Form. Submit all forms to the Office of Human Resources.

Retirement

Eligibility to retire from the PSPRS varies depending on your membership tier. Employees whose membership began on or before December 31, 2011, are eligible for retirement after 20 years of service with no age minimum or at age 62 with 15 years of service. Additional retirement options include Deferred Retirement Option Plan, also known as DROP, and disability retirement. Contact PSPRS for more information.

Working after retirement

Any PSPRS retiree who is considering returning to work for ASU or another PSPRS employer should be familiar with the PSPRS return-to-work rules before making any re-employment decisions.

Effective July 2011, PSPRS employers are required to pay an alternate contribution rate to the PSPRS, if they employ a retired member in any capacity. The ACR is subject to change each July 1.

Refund of contributions and termination of membership

When you leave employment with all PRPRS employers, you may request a refund of contributions and termination of membership in lieu of receiving retirement benefits.

PSPRS resources 

• Forms and resources 
• Member account support

Hiring managers can use the following criteria to determine how to process a summer hire for academic professionals of faculty. 

Benefits eligibility criteria
State and university benefits package: Regularly scheduled to work .50 FTE or more 20 or more hours per week for an anticipated duration of at least 90 consecutive days, including all sessions or semesters — fall, spring or summer A, B or C. Refer to the summer faculty positions chart for samples.

New — not previously employed in spring

• If only working in the summer, the summer position would be a variable SUM or WTR faculty, regardless of FTE. They are not eligible for benefits, because they will not work for a minimum of 90 consecutive days.
• If working in both summer and fall below .50 FTE, the summer position is SUM or WTR faculty — variable. The fall position is faculty associate - variable - and must be .40 FTE or less.
• If working in both summer and fall at .50 FTE or more. the summer position is SUM Instructor — not pre-collected — NT or NC academic. The fall position is Instructor — NT or NC academic.
• If working in summer below .50 FTE and working in fall at .50 FTE or more, the summer position is SUM or WTR faculty - variable. The fall position is Instructor — NT or NC academic.
• If working in summer at .50 FTE or more and working in the fall below .50 FTE, the summer position is SUM or WTR faculty — variable. The fall position is faculty associate — variable — and must be .40 FTE or less.

Note: 12-month contract summer hires positions at 0.50 FTE or more for 90 days or longer are eligible for benefits and mandatory retirement.
 

After ASU submits your employment information to PSPRS, you will receive an email from PSPRS with enrollment instructions. You will have the option to elect the PSPRS defined benefit plan or PSPRS defined contribution plan during your first 90 days of eligible employment. Your election is irrevocable for the duration of your career in Arizona. Participation in either plan begins in the pay period that includes your 91st day of eligible employment. PSPRS retirement contributions are calculated on eligible compensation and withheld from your paycheck on a before-tax basis. Enrollment in the defined contribution plan includes an accompanying Disability Fund. Contribution rates shown below are subject to change each July 1. Long-term disability and cancer insurance benefits are included and premiums are paid by the university. While actively employed, you may not borrow from or withdraw contributions from your account.

Read the Local Board Rules and Regulations and Medical Requirements and complete the Acknowledgement of Receipt provided by Business and Finance. Complete the PSPRS Membership Form and Beneficiary Form. Submit all forms to the Office of Human Resources.

Retirement

Eligibility to retire from the PSPRS varies depending on your membership tier. Employees whose membership began on or after July 1, 2017, are eligible for early retirement at age 52 1/2 with 15 years of service and for normal retirement at age 55 with 15 or more years of service. Additional retirement options include Deferred Retirement Option Plan, also known as DROP, and disability retirement.

Working after retirement

Any PSPRS retiree who is considering returning to work for ASU or another PSPRS employer should be familiar with the PSPRS return-to-work rules before making any re-employment decisions.

Effective July 2011, PSPRS employers are required to pay an alternate contribution rate to the PSPRS, if they employ a retired member in any capacity. The ACR is subject to change each July 1.

Refund of contributions and termination of membership

When you leave employment with all PRPRS employers, you may request a refund of contributions and termination of membership in lieu of receiving retirement benefits.

PSPRS resources

• Forms and resources
• Member account support

ASU employees may be eligible for Affordable Care Act benefits 

You may be eligible for ACA benefits if you meet the following criteria:  

• Business leave, hold or short work break without benefits.
• Reduction of your position’s standard hours to less than 20 hours per week.
• Rehired into a non-benefits eligible position within 26 weeks of separation — i.e., retirement or termination — from a benefits-eligible position.
• Termination of your benefits-eligible position while remaining employed in a non-benefits-eligible position.

Upon determination of eligibility for benefits under the Affordable Care Act, employees will be notified by email. The email will provide specific information and instructions tailored to the employee's circumstances. Refer to the ACA benefits eligibility chart.

Department responsibilities

Contact ASU ACA Compliance regarding employees meeting any of the criteria listed above. The ASU ACA compliance team will determine if further action is required and advise accordingly.

Enrolling or declining coverage 

The ACA does not require you to enroll in benefits offered by ASU. However, whether you enroll or decline these benefits, you will be automatically enrolled in a university-paid basic life insurance policy equal to your annual salary.

If you decline coverage, complete the process by declining all coverage to HR Benefits within the 30-calendar-day enrollment period. Failure to complete the process within this timeframe will result in no changes to your current elections.

Premiums for elected coverage are withheld from your biweekly paychecks. If you don’t receive a biweekly paycheck, we will send an invoice to your home address listed in My ASU. If you fail to remit premiums for your share of the costs by the due date, your coverage will terminate at midnight on the last day of the pay period in which premiums were paid in full. Further, you will forfeit your right to continue coverage under federal COBRA regulations. 

ACA termination coverage conditions

ACA benefits continue for one year or the stability period if eligibility is met following the initial measurement period.

• Eligibility after one year is then determined for the next year, following the standard measurement period. 
• If eligibility is not met following the standard measurement period, coverage may terminate at midnight on the last day of the pay period in which your last day of eligibility occurs.
• You will have the opportunity to continue your medical, dental or vision coverage under the federal COBRA regulations. Information will be mailed to your home by the Arizona Department of Administration Benefit Services Division.

ACA benefits continue through the end of the calendar year if eligibility is met following the standard measurement period. 

• Eligibility in the next calendar year is then determined during the standard measurement period. 
• Coverage may terminate at midnight on the last day of the pay period in which the last day of the calendar year occurs. 
• You will be given the opportunity to continue your medical, dental or vision coverage under the federal COBRA regulations. Information will be mailed to your home by the Arizona Department of Administration Benefit Services Division.

If ASU employment is; terminated, coverage ends at midnight on the last day of the pay period in which your last day worked occurs. You will be given the opportunity to continue your medical, dental or vision coverage under the federal COBRA regulations. Information will be mailed to your home by the Arizona Department of Administration Benefit Services Division.

Options for ACA after coverage terminates 

• Arizona Department of Administration offers retiree insurance and COBRA.  
• Arizona Health Care Cost Containment System —  Arizona’s Medicaid.
• Arizona State Retirement System is for eligible retirees only.
• Arizona State University Benefits Office — This applies if regularly scheduled to work 20 or more hours per week for at least 90 days in a non-student position.
• Contact your current provider to convert your policy to a personal health care insurance policy.
• Health Insurance Marketplace
• Medicare
   

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

ASU offers two dental plans for benefits-eligible employees:

• Delta Dental PPO Plus Premier — Indemnity PPO Plan. 
• UnitedHealthcare Solstice S800B — Prepaid DHMO Plan.

When choosing a plan, consider: 

• Premiums, copays and deductibles.
• Dental history. 
• Your preferred dentists. 
• Your budget and cost preferences. 

• Coverage needs for yourself and your family.

   

This plan offers flexibility with an extensive network and the ability to see any licensed dentist, even out of state or internationally. 

Key features: 

• $2,000 annual benefit per person, excluding preventive care. 
• $1,500-lifetime max for orthodontia.
• No referrals necessary — see any dentist. 
• More than 85% of Arizona dentists are in-network. 
• Out-of-network services are covered at reduced rates. 

Find a provider

Visit Delta Dental PPO Plus Premier to search for a provider. Note: You may need to submit claims if using an out-of-network provider.

Delta Dental contact and resources

• File a claim by phone 800-352-6132 or using the Delta Dental claim form. 
• View the summary plan description.

 This plan focuses on preventive care and offers lower monthly premiums. You must choose a participating dentist to coordinate your care. 

Key features: 

• No deductible or annual maximums. 
• No claim forms. 
• Fixed copayments for services. 

• Set lab fees for prosthodontic materials. 

   

Find a provider 

Visit the Solstice directory → select S800B plan → enter your ZIP code → search. 

The UHC DHMO plan does not cover residents in the following states and territories: AK, AL, AR, DE, HI, IA, ID, LA, ME, MS, MT, ND, NE, NH, OK, RI, SD, VT, WV, WY, Guam, Puerto Rico and the U.S. Virgin Islands.

Solstice contact and plan documents 

• UHC Solstice dental member services 844-208-0223. 
• Summary plan description. 
• Schedule of benefits.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

President’s Awards 2026 

The purpose of this form is to collect a summary of your project or program and how it aligns with one of the President’s Award categories. Submissions at this stage are not complete applications.

The prequalification process runs Feb. 6 through March 20, 2026. A committee will review the summaries and determine whether the submissions align with the award category.

Submissions must be ASU-led. While external partnerships are welcome, the primary point of contact must be an ASU employee. Projects selected to advance will receive an invitation to submit a complete application. Upon further advancement, applicants will also be required to submit a letter of support from their dean, vice president or appropriate unit leader.

Award category descriptions

• Principled Innovation
• Social Embeddedness
• Sustainability
• Transdisciplinary Collaboration

Receive payment for accumulated unused sick leave at retirement.

Eligible faculty and staff can receive a maximum of $30,000 payout per retirement system if they meet the following requirements: 

• Have an available and unused health leave balance of at least 500 hours at the time of separation from employment. 
• Establish a retirement date through an authorized retirement system — Arizona State Retirement System, Optional Retirement Plan or Public Safety Personnel Retirement System — that is effective within 31 calendar days after the retirement date. 

Health leave hours below 500 or above 1,500 are forfeited. The benefit value is calculated by taking the hourly rate of pay on the date of termination from university service, multiplied by the number of unused sick leave hours at termination up to 1,500 hours, multiplied by one of the percentages below. See the RASL program benefit formula and examples.

• 25%, at least the minimum 500 but less than 750 sick leave hours. 
• 33%, at least 750 but less than 1,000 sick leave hours. 
• 50%, at least 1,000 up to the maximum of 1,500 sick leave hours. 

Additional RASL eligibility requirements

To receive RASL benefits, you must complete and submit the required forms to OHR Benefits and Total Rewards within 150 calendar days of your effective retirement date. Visit the RASL application webpage to download the necessary forms. 

The OHR Benefits team will complete the employer sections and forward the application packet to the Arizona Department of Administration, General Accounting Office, within 180 calendar days of your effective retirement date. 

RASL payments 

GAO usually issues the first RASL payment within 60–90 days of receiving the application packet. Subsequent RASL payments are issued on the second and third anniversaries of the first payment.

You can only defer the first payment to the retired faculty or staff member’s State of Arizona Deferred Compensation 457(b) account with Nationwide Retirement Solutions. First payments rolled into a deferred compensation account are subject only to Social Security and Medicare taxes. All other payments are subject to Social Security, Medicare, federal and Arizona taxes. 

RASL payments are mailed directly to retired faculty or staff members’ homes or, if authorized, electronically deposited into their designated bank accounts.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

Helping you save for the future

The IRS limits the amount of annual compensation subject to Arizona State Retirement System contributions. When the limit is reached, contributions must stop for the remainder of the fiscal year.
ASRS contribution limit charts hired before July 1, 1996 — hired on or after July 1, 1996.

Two IRS limits apply to the Optional Retirement Plan: 

• 415 limit: Total employee and employer contributions may not exceed the annual limit. 
• Compensation limit: Contributions must stop when earnings reach the annual limit.

Effective Jan. 1, 2016, both limits are tracked by the calendar year, Jan. 1 to Dec. 31. The lower of the two limits will apply. When the limit is reached, contributions must stop for the remainder of the calendar year.
ORP contribution limit charts hired before July 1, 1996 — hired on or after July 1, 1996.

These limitations are cumulative across all of your 401(k) and 403(b) plans. If you work for multiple employers, it is your responsibility to ensure that your voluntary 403(b) plan contributions do not exceed the IRS annual contribution limits. You may also contribute the maximum to the 457(b) deferred compensation plan. The same rules for the 403(b) plan also apply to the 457(b) plan.

If you are age 50 or older, you are automatically eligible to make catch-up contributions of an additional $7,500 in 2025 to both your 403(b) and 457(b) plan for a total of $31,000 each.
 

Under the IRS regulations that govern all tax-deferred retirement plans, there can be no oral, written or implied agreement to work after retirement made before your retirement date. Before you retire, please ensure that you understand the post-retirement employment requirements for your specific retirement plan.

Important: Compliance is required to protect the tax-deferred status of the retirement plans. Review plan withdrawals rules for mandatory and voluntary retirement plans. Ask HR if you have any questions.

Retirement plans and financial education for eligible faculty and staff. 

ASU offers pre-retirement meetings to help eligible employees prepare for leaving the workforce. Eligible ORP participants can transition into retirement by participating in the ORP phased retirement program. Visit phased retirement FAQs for more information.

ASU retirement eligibility

• Be at least age 50 or age 41 if you are a Public Safety Personnel Retirement System member.
• Complete at least five years of continuous, full-time employment in the Arizona University System immediately preceding retirement.
• Not have been involuntarily terminated from employment by the university for cause.
• Receive a retirement pension or distribution under an Arizona university-sponsored mandatory retirement program.

Learn more about preparing to retire

Whether you enjoy real‑time interaction or prefer the freedom to learn on your own schedule, you have options. Join a live virtual session for guided support, or explore the material at your own pace with our on‑demand, self‑paced retirement readiness course.

Retirement preparation 

Schedule a retirement meeting to learn about retiring from ASU, the end of ASU benefits, state-sponsored retiree health insurance options, life insurance options, vacation payouts, the Retiree Accumulated Sick Leave program, ASU retiree benefits and working after retirement rules. Retirement income information is not provided at these meetings. Participants must contact their retirement provider for income information.

After attending a pre-retirement session, you can schedule a one-on-one retirement meeting to address any additional questions or receive further assistance.

Faculty and academic professionals on academic-year appointments

If you are not returning in the fall, your last day of employment will be May 15, regardless of whether you are on an academic or fiscal year pay schedule. Your termination or retirement effective date is May 16. Fiscal pay contracts will be paid out. Employees on an academic pay schedule are reimbursed for pre-collected benefits deductions upon separation from employment. 

Important: Requests for termination dates for tenure-track, tenured and multi-year faculty, and continuing-track, continuing-status and multi-year academic professionals after May 15 require that your summer salary be paid from grant funds or some other funding source using appropriate employee-related expense rates and you have received approval from the Provost’s Office by May 1.

Resignations or retirements received after May 15 will require you to reimburse ASU for any salary paid on your behalf. Failure to make reimbursements in a timely manner will be subject to collections.

If you will be working all summer or a portion of it, then your benefits will remain active until the summer position and benefits-eligible positions are terminated. Your pre-collect dollars will be used to cover your benefits during this timeframe. 

Retirement resources

Arizona State Retirement System member education 

Finalizing your retirement presentation.

Optional retirement plan 

• Fidelity,  800-343-0860
• TIAA, 800-842-2776
• VALIC, 800-892-5558, x89005

Public Safety Personnel Retirement System 

• Request a retirement estimate and application
• Retirement checklist
• Retiree association
• Return-to-work rules

Congratulations to our faculty and staff for their service to ASU.

This length of service award recognizes benefits-eligible academic professionals, faculty and staff for continued commitment to ASU. Employee service is recognized in five-year increments of employment, such as 5, 10, 15, or 20 years, through over 50 years of service. 

• Service awards are calculated by fiscal year, such as employees who reach a milestone between July 1 and June 30. 

• The service award program has no affiliation with the employee’s retirement program, which is calculated differently. 

• This award program uses the benefits eligibility date to determine the years of service, not the original hire date or seniority date. 

• This award is only for service to ASU and does not include service from the University of Arizona and Northern Arizona University. There may be some exceptions to ABOR individuals.

• All benefits-eligible employees who reach a milestone year will receive a numeral acrylic.
  • Acrylics are delivered to a department or unit contact for distribution. Email Talent Development to find out who the point of contact is for your area. 
  • Acrylics are customized for employees with 20 years of service or more; acrylics are not personalized for five to 15 years. 

• Benefits-eligible employees who complete at least 20 years of continuous service can also select a gift. 

   

  • Eligible employees will receive a special congratulatory email with a catalog link in November and have 90 days to respond. You can choose to decline.
  • The gifts vary from jewelry, home décor, small electronics and more. 
  • Gifts are delivered to the employee’s address of choice. 
  • You must order your gift during the fiscal year of your anniversary for inclusion in that year’s award cycle.  
  • OHR cannot guarantee gift availability for employees who miss their designated award cycle or make a request years later.

ASU celebrates benefits-eligible faculty, staff and retirees at 25, 30, 35, 40, 45, 50 and 55 years of continuous service at a ceremony with the university president. The ceremony is typically held late spring.

Download our Sun Devil Service Award poster. Help us promote and recognize the outstanding service provided by our colleagues.

Recognizing an employee’s service is more than just presenting an award — it’s about making them feel truly valued. A well-thought-out presentation can have a lasting impact and deepen their connection to Arizona State University. 

Steps for planning a meaningful recognition event 

1. Plan the celebration: Determine the scope and tone of the event. Will it be formal or casual? Team-based or larger-scale? 
2. Choose a time and location: Consider convenience and comfort, and select a date and venue that works well for the employee and the team. 
3. Obtain the service award or gift: Ensure you have the appropriate acrylic award or milestone gift ready beforehand. 
4. Arrange for refreshments: Light snacks or beverages can make the event feel more festive and welcoming. 
5. Send invitations: Invite team members, colleagues, and others who know and appreciate the employee. 
6. Gather supervisor input: Ask the employee’s supervisor for positive insights or anecdotes to include in the presentation. 
7. Consider employee preferences: Tailor the recognition to suit individual personalities. Does the employee enjoy public recognition, or would they prefer something more low-key with their team? 

What to include in a thoughtful presentation

Make the award presentation personal and meaningful by sharing specific details about the employee:

• Pronounce their name correctly.
• Mention their ASU anniversary date and years of service.
• Include their current job title and responsibilities.
• Highlight their dedication and consistent contributions to ASU.
• Share accomplishments and impactful contributions.
• Connect their work to department and university goals.

How to present awards

Your presentation should celebrate the recipient in a sincere and uplifting way. Recognize their achievements and highlight how their work supports the university’s mission. Encourage peer involvement to strengthen team spirit and create a sense of community. 

Above all, ensure the employee feels appreciated, respected and proud to be part of ASU.

Life stage resources for benefits-eligible employees and their families

ASU provides financial support to help offset the high cost of adoption, fertility services and gender-affirming medical care. 

ASU recognizes that you may need to be away from work for an extended period because of these services and events. Read our leave of absence guide for information about requesting a leave of absence.

ASU provides a one-time reimbursement to assist with adoption expenses. To request a reimbursement, complete an adoption benefits request.

• Amount: $2,500
• Tax: Only subject to FICA taxes
• Usage: One reimbursement per family for each adopted child
• Who is eligible: Benefits-eligible employees. Review our adoption benefits policy for more eligibility details.
• Timeframe: Available for adoptions finalized on or after July 1, 2019. Submit your request within six months of the adoption’s finalization.

ASU provides reimbursement for fertility services and gender-affirming medical care through Navia Benefits Solutions. To request reimbursement through Navia, follow these steps.

1. Incur services and allow your service provider to submit the claim to your health insurance provider.
2. When your claim is denied by the insurer, contact HR support to ask for reimbursement. For privacy, do not include documentation of services in this communication.
3. An HR benefits partner will contact you with instructions and information about submitting a confidential claim to Navia Benefits Solutions, the administrator of these two reimbursements.

Fertility benefits

Reimbursement is available to assist with fertility expenses not currently covered by the Arizona Department of Administration health care plan.

• Amount: $2,500.
• Tax: Tax-free.
• Usage: Per-family maximum lifetime benefit.
• Who is eligible: Benefits-eligible employees and dependents enrolled in an ASU medical plan. Review our fertility benefits subsidy policy for more details on eligibility.
  • You must exhaust your annual deductible before receiving this benefit if you are enrolled in a High Deductible Health Plan.
• Timeframe: Available for fertility services or prescriptions received on or after July 1, 2019. Submit your request within six months of receiving services or prescriptions.

Gender-affirming medical care

Reimbursement is available for gender-affirming medical care services not currently covered by the Arizona Department of Administration health care plan. 

• Amount: $10,000
• Tax: Tax-free
• Usage: Per-person maximum lifetime benefit
• Who is eligible: Benefits-eligible employees and dependents enrolled in an ASU medical plan. Review the gender-affirming care benefits policy for details about eligibility.
  • You must exhaust your annual deductible before receiving this benefit if you are enrolled in a High Deductible Health Plan.
• Timeframe: Available for medical services performed on or after Jan. 1, 2023.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to check the status of your issue at any time.

Safety coaching

Presentations

These condensed versions of the original trainings provide quick tips for all Sun Devils.

A review of these tips does not fulfill your position’s required training. Visit the training page to view all training courses provided by ASU EHS.

• Hazardous waste disposal.
• Ladder safety.
• Preventing heat stress.
• Stacking boxes.

Posters

EHS produces posters for students, faculty, staff and ASU researchers.

Biosafety and biosecurity

• Biosafety begins with you.

Emergency evacuation

• Building.
• Laboratory.
• Residence hall.

Hazardous waste disposal

• Proper chemical waste disposal.
• Proper universal waste disposal.

Registration

Laboratories are required to be registered on an annual basis following these instructions. The Principal Investigator, PI, or their designee completes the registration process. If you are a new or existing Principal Investigator, the method for registering your lab spaces will be the same. Please log in to CEMS with your ASURITE and password.

Once logged in:

1. Locate and click the Registration form tab, then
2. Fill out the form by clicking new record and following the prompts.

If you are a new PI, EHS will reach out to conduct a startup consultation shortly after submitting the Registration form.

Chemical inventory management

Principal Investigators or their designee can manage chemical inventories online. CEMS has tutorials and additional information on purchasing, managing and disposing of chemicals.

Guidance and standard operating procedures

• Guidance for cold storage integrity during a power outage.

Starting a new lab

EHS must be notified before a laboratory is newly occupied. EHS will assist you with the lab start-up in accordance with the EHS 405 Laboratory Start-up/Close-out policy and provide guidance and assistance to ensure that all hazardous materials regulations and EHS policies are addressed. 

Closing out or moving a lab

If you are closing out or moving an existing lab, moving or transferring a piece of equipment or disposing of equipment:

• EHS must approve the relocation, removal or submission to surplus of all equipment that has been used in a laboratory or used to store hazardous materials. Please submit an Equipment Move or Clearance form in CEMS. Additional guidance on equipment moves is available.  
• For laboratory moves or closures, please complete a Laboratory Close-Out form in CEMS. Laboratory close-out guidance is available.  
• Refer to EHS 405 Laboratory Start-up/Close-out for additional information. 

Email EHS with questions or call 480-965-1823.

Preparing for inspections

EHS will conduct inspections to determine individual compliance with local and federal regulations. Annual Laboratory and Fire inspections will be conducted in all research and teaching labs. EHS will also conduct annual Biosafety, Animal Biosafety, or Machine Shop and regular Radiation Safety inspections if your lab contains these materials. You will receive a notification prior to inspection. To help prepare for future inspections, please review the inspection checklists below and perform self-inspections on a regular basis.

• Biosafety level 1 and 2 inspection checklist.
• Lab inspection checklist.
• Lab self-inspection checklist.
• Lab-specific training checklist.
• Radiation inspection checklist.

March 28, 2025

Learn how to plan a sustainable event.

As ASU champions sustainability and zero waste practices across its campuses, event planners are crucial in driving meaningful change. By reducing waste and making mindful purchasing decisions, they support ASU’s sustainability goals and enhance the overall event experience. However, adopting these practices comes with challenges that planners must navigate to create more sustainable gatherings.

The ASU Sustainable Procurement and Zero Waste teams interviewed campus employees to understand how they implement sustainability into events and overcome barriers. Their insights revealed that while sustainability requires intentional and upfront effort, the long-term, environmental and operational benefits make it a worthwhile investment.

ASU employees shared their strategies for sustainable event planning. Here are some of the innovative approaches they implemented:

Haile Cousineau, associate director, International Students and Scholars Center and co-chair of the Sustainability Staff Council, successfully advocated for sustainability to become one of her team’s nine overarching goals. Cousineau incorporates sustainability into event planning by ordering mostly plant-forward meals from the Sun Devil Catering Decidedly Green menu. She also focuses more on buying quality items or renting event décor through the Engineering Events Inventory.

Cousineau is working to formalize ordering processes across event coordinators. She aims to start bulk purchasing items like compostable plates and giveaways annually and provide oversight into everyday purchases to recommend more sustainable alternatives.

“Sustainability isn’t separated as a singular experience or nice to have; rather, I try to incorporate it into my life and work and how I present myself as a professional,” said Cousineau.

Carolyn Starr, senior director, strategic initiatives, New College of Interdisciplinary Arts and Sciences, minimizes waste at West Valley campus events through continuous reflection. 

“Sustainability and reducing waste are important because we want to use public funds responsibly," said Starr. "Instead of purchasing new, we can borrow or reuse, which sets a positive example for our students. Our aim is to leave lasting impressions at our events, not lasting waste."

After each event, her team evaluates leftover or discarded items to determine which are popular and which go unused. These insights guide future purchasing decisions to reduce unnecessary waste.

Event planners identified several challenges and creative solutions to implement sustainable practices.

Vendor selection

Purchasing from familiar vendors can hinder sustainability and creativity. While trust is essential, exploring new suppliers can uncover more eco-friendly options as companies continuously innovate to meet sustainable trends.

Questions to ask new and current vendors include:

• Are the product materials recyclable or compostable?
• Do you have similar products with eco-friendly certifications or sustainable features?
• Have efforts been made to reduce packaging waste or make packaging recyclable or compostable?
• How can I locate sustainable products in your catalog?

Asking vendors for this information has the added benefit of showing ASU’s commitment to sustainability. Your interest encourages vendors to offer more sustainable options, helping us fulfill the ASU Charter by inspiring our community to invest in sustainable purchasing practices. 

Product selection

While trendy promotional items such as plastic pop sockets, thumb drives and mini electric fans are tempting, sustainable products offer lasting value, like reusable canvas bags, water bottles, etc. ASU purchased 987,709 branded products in fiscal year 2024 — potentially representing significant future waste.  

T-shirts are popular giveaways but could be one example of an unnecessary purchase. One department discussed purchasing over 200 branded shirts annually for a first-year student event, primarily for a commemorative group photo. A sustainable alternative would be purchasing a reusable banner with the event name, accomplishing the same purpose while reducing costs and waste over time.

Refer to the Sustainable Promotional Materials Toolkit for sustainable swag suggestions.

Waste management

Many event planners face challenges with waste bin contamination, as attendees often dispose of items incorrectly, mixing recyclables, compostables and landfill waste. A simple solution is to add a PowerPoint slide at the start of presentations that outlines the proper disposal of food and tableware. This helps reduce confusion and improves the recovery of recyclable and compostable materials.

Moving and Event Services now offers compost bins that employees can order for events outside the Memorial Union and Student Pavilion. Moving and Event Services handles the delivery and pickup, making it easy and seamless to have compost at events.

ASU provides several resources, in addition to those mentioned above, to support the ASU community in making their events more sustainable:

• Event-specific and one-on-one consulting with ASU’s Sustainable Purchasing and Zero Waste teams.
• Sustainable Purchasing Guidelines.
• Sustainability Recognition Program: A self-paced assessment to review the sustainable attributes of your event.
• Team training sessions.

Email University Sustainability Practices for questions or to request a consultation. 

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

April 2, 2025

Available tools to incorporate sustainability into your purchasing decisions.

All purchases that ASU employees make — office supplies, welcome gifts, promotional items, scientific materials — affect ASU’s environmental footprint. The pressure to purchase items quickly often leads us to use familiar suppliers and large corporations. 

To incorporate sustainability in our purchasing, consider the item’s purpose and long-term value. Employees often buy giveaway items like T-shirts, notebooks, and sunglasses for events, which serve as mementos and help connect us to the ASU community. But many are low-quality, disposable and environmentally harmful. 

Instead, we can choose giveaway items using the Sustainable Purchasing Guidelines to support ASU’s sustainability goals and create lasting memories, not landfill waste.

Amanda Parks, director of marketing operations, Mary Lou Fulton College for Teaching and Learning Innovation, encourages her team to question whether these purchases are necessary. 

“As a marketing manager, I understand how promotional swag can foster brand affinity,” said Parks. “But we also ask ourselves — does this item serve a meaningful purpose? Could we achieve the same goal with something nonmaterial, like an experience or consumable gift?”

Consider the following when selecting giveaways:

• Can we achieve our goal with a nonmaterial or consumable item, such as food or digital gifts?
• How will the product provide long-term value?
• If a physical item is necessary, is it reusable, relevant and genuinely useful?

• If you use ASU’s name or logo, have you consulted the licensee search tool to find a vendor that ASU has vetted for fair labor best practices? 

  Employees can find approved vendors within Workday when they submit a purchasing request.

• If the item features a logo, does it effectively showcase the Sun Devil spirit and build affinity for ASU?
• What is the intended purpose of this item, and how does it enhance the recipient’s experience?

At ASU’s Hispanic Celebration, traditional papel picado banners are a common sight but are often made of flimsy paper and disposed of after one use. 

Instead of purchasing a single-use banner each year, Marissa Tuchalski, events manager, Office of University Events and Protocol and Office of University Ceremonies, partnered with the ASU Print and Imaging Lab and the Enterprise Brand Strategy and Management team to create a reusable ASU-branded version. 

The stunning banner reduces waste while enhancing the ceremony. It highlights how choosing sustainability enhances an event while advancing ASU’s sustainability goals.

If you have purchased an item with an ASU logo or trademark, you have likely worked with the university’s licensing team. A common misconception is that ASU’s licensing requirements limit purchasing options. However, Monica Middendorf, associate director of trademark licensing at Auxiliary Business Services, says licensing helps support sustainability standards by working with vendors to provide sustainable options and require ethical labor practices.

“When vendors become licensed through the Collegiate Licensing Company, they must meet ASU’s standards for graphic compliance, ethical business practices and adherence to the Fair Labor Association Code of Conduct,” said Middendorf. “Working with ASU’s licensed vendors ensures promotional purchases align with these ethical standards.”

The Fair Labor Association holds companies accountable for their labor rights commitments by evaluating business practices through high international standards for global supply chains. As part of the accreditation process, FLA conducts yearly audits to ensure that businesses maintain compliance with international human rights standards. Visit the Fair Labor Accreditation website to learn more about the FLA accreditation process.

ASU’s licensing team also works to reduce single-use plastics and goods made primarily from fossil fuel-based chemicals. When suppliers submit new branded products made from single-use plastics, the licensing team encourages the supplier to resubmit with an alternative product made from organic, recycled or upcycled materials, which are more ideal. 

Some say the most sustainable choice is not to purchase goods at all. But this is impractical. Our purchases can be sustainable, support our community and meet our educational and business needs.

ASU’s sustainable purchasing team developed the Sustainable Purchasing Guidelines to assist employees in determining sustainable product features and materials.

These guidelines apply to product categories, such as: 

• Appliances
• Catering
• Cleaning
• Event décor
• Furniture
• Office supplies
• Promotional items
• IT hardware
• Transportation

The sustainable purchasing team evaluates the environmental impact, eco-certifications, packaging, and product qualities, such as reusable or refillable. They also collaborate with suppliers to highlight sustainable products as the top search results in the catalog.

For example, all cleaning and janitorial paper products should carry one or more of the following certifications: 

• Forest Stewardship Council.
• Green Seal.
• UL ECOLOGO.
• U.S. Environmental Protection Agency Safer Choice.

These certifications guarantee that the paper meets industry standards for sustainable forestry and recycling, ensuring it comes from responsibly managed forests or recycled materials and is free of toxic chemicals.

Certain large dollar purchases have mandated sustainability requirements. For example, ASU policy PUR 211 requires purchased vehicles to be battery-electric. For purchases under $10,000 — 75% of all purchases ASU employees make — employees are responsible for choosing the most sustainable option. Use the Sustainable Purchasing Guidelines to verify that purchases meet ASU’s criteria.

ASU’s sustainable purchasing team offers one-on-one and team consulting sustainable purchasing workshops. Email University Sustainability Practices to schedule a workshop.

Editor’s note: This article is part of a series about sustainable purchasing at ASU. Topics include sustainable purchasing best practices, notable suppliers and resources.

Purchasing computers and tech products

Online purchasing sites are listed where applicable and may require a specific login to access ASU pricing. For more information, review the computers and technology policies and procedures.

Departments supported by Business and Finance IT should view the BFIT guidelines for buying equipment and software. They can also contact the BFIT Help Desk for all computer-related purchases. BFIT will help you identify the best solution and vendor for your needs. The contracted or preferred vendors currently accepting the ASU Purchasing Card are below.

Apple products can be purchased through the ASU SunRISE Catalog or The Sun Devil Marketplace as ASU’s campus retailer.  

ASU SunRISE catalog

The ASU SunRISE catalog is used for online shopping and order placement for delivery.  If you are new to shopping from the Apple catalog in SunRISE please read the Welcome to SunRISE message prior to placing your first Apple order.  If you have any questions please submit a ServiceNow ticket for further assistance.

Sun Devil Marketplace

The Sun Devil Marketplace is ASU’s campus retailer providing convenient one-stop shopping and delivery options for all ASU campuses. Apple purchases can be made through the Sun Devil Marketplace using a purchase order or university P-Card. For purchase orders, use the vendor code: Follet. The Sun Devil Marketplace is at the College Avenue Commons building. Email Sun Devil Marketplace or call 480-965-1385.

If you have questions about Apple products or services, please contact ASU’s Inside Account Executive, Ian Pond at 512-965-6621.

NAU Contract #P22KJ006

The Dell Premier webpage is available in SunRISE. Users need to visit SunRISE to create quotes or place orders with Dell. The My Premier link is in the Dell Punchout catalog.

Email Erik Keedy or email Andrew Giddings. 

The Surface for Business catalog is available in SunRISE, giving all ASU campuses an easy way to purchase Surface equipment. If you are unsure which Surface is best for your needs, contact the Microsoft Support Team for a virtual demonstration to look at the Surface lineup. Email Microsoft to schedule a virtual demonstration. Additionally, the Microsoft Support team offers training for your devices and more. Email Brandon Dorfman, business solutions specialist, to make an appointment. 

With the Microsoft Complete Advanced Exchange Accidental Damage coverage on Surface, you're eligible for two device replacement claims over three years for damages like a cracked screen or liquid spill. Note: You must purchase all Surface devices with a three-year EXPSHP warranty at a minimum. There are three and four-year EXPSHP options, but three-year is the standard for ASU faculty and staff devices. Please work with your technical advisory group member if you have unique circumstances or requests.

You should receive your device 7–10 business days after placing your order.

The Microsoft Support Team is available seven days a week for all your technical needs and issues. Visit Microsoft Support for technical support with all Microsoft products and tools. For additional information related to Microsoft's support offerings, access ASU-Microsoft Support. 

The P-Card is a corporate liability card that is used like a credit card. 

The P-Card is ASU’s preferred method for purchasing low-dollar goods and services that serve a public purpose.

Using the P-Card will eliminate the need for supplier setup, entering requisitions and receivers and requesting reimbursement. ASU pays the P-Card bill weekly, and departments are responsible for reconciling and maintaining their records in FMS. All purchases must comply with P-Card, Purchasing and Financial Services policies. For more information, visit the P-Card user guide and review the P-Card Use at Workday training. 

Starting January 18, 2023, ASU Central Receiving and Distribution Services will provide central processing and delivery for all Tempe campus business-related small package deliveries from Amazon, FedEx, UPS and other carriers purchased on P-Card. Please visit the Central Receiving and Distribution website for delivery addresses and further instructions.

• P-Card restricted purchases list.
• Users guide.

• Complete the P-Card at ASU test with 100%.
• Ensure you are fingerprinted and cleared.
• Complete a P-Card application.

If you do not have a P-Card and do not wish to obtain one, you may:

• Enter a requisition in the Financial Management System.
• Petty cash — for certain restricted purchases under $500 FIN 403.
• Travel Card — for travel use only.

Cardholder responsibilities

The purchasing cardholder must perform the following duties:

1. Maintain the P-Card in a secure location.
2. Notify the P-Card administrator when someone’s employment status changes, such as a transfer to another department or campus, leaving the campus, etc.
3. Initiate all P-Card transactions in compliance with department-specific and ASU policies and procedures, including:
   1. Purchasing and Business Services policies and procedures.
   2. Purchasing Card — users guide.
   3. Financial Services policies and procedures manual.
4. Upload supporting documentation for each transaction in the P-Card verification process in Workday in a timely fashion. Ensure you attach business meal forms, which will include the public purpose.
5. Attach required or relevant documentation like receipts, invoices, etc.
6. Ensure the business purpose of each purchase is documented in either the attachments or the memo field.
7. Ensure no charges have been split to circumvent P-Card daily or transactional spending limits.
8. Finalize and submit P-Card transactions in Workday to the cost center manager for review.
9. The cardholder must submit P-Card transactions in a timely fashion. Failure to submit information to the reviewer may result in P-Card cancelation.

Reviewer responsibilities

Controls should be implemented to ensure goods purchased with a P-Card are adequately accounted for, including proper segregation of duties, where warranted.

Reviewer duties should be performed by a business manager or someone in a related position who has complete knowledge of ASU policies and procedures. They will also have the authority to question others’ transactions. The reviewer should not be the cardholder’s direct report. The reviewer must:

• Maintain a control list of all P-Cards issued in the area for which they have responsibility.
• Review the control list to ensure the reviewer submitted all backup documentation for P-Card transactions within the month.
  • Departments can run the P-Card Transaction Verification Lines report within Workday to see if there were any transactions for a cardholder during a specific month.
  • Contact your Financial Services accountant for additional help.
• Examine each transaction and verification in a timely way to review the public purpose by the cost center manager P-Card manager.
• Request additional documentation for any transaction appearing to be personal and is not fully explained in the provided documentation.
• Be knowledgeable of PUR, P-Card and FIN policies and procedures, what is appropriate to be charged to a P-Card and what is allowable based on the type of account the card is tied to — general operating, local, sponsored, etc.
• If necessary, seek a third-level review from senior management or a business official within your area to help ensure transactions are allowable, supported by a public purpose, within budget and appropriate for the department.

If the cardholder cannot appropriately support or explain a questionable transaction, the reviewer should contact the appropriate administrator for guidance on the next steps. This should, at a minimum, be a dean or director’s office.

Purchases that cannot be fully documented as having a valid ASU business purpose must be immediately and fully reimbursed by the cardholder into the account linked to the P-Card incurring the expense. The reimbursement documentation must be uploaded with the applicable P-Card verification, including the cashier’s receipt from ASU Cashiering Services.

Note: Expenses with no ASU business purpose cannot be reimbursed with deposit funds at the ASU Foundation or any other ASU-affiliated organization, such as the Sun Angels Foundation or ASU Alumni Association.

Repeated personal use by a cardholder must be reported to the P-Card administrator and may result in canceling the cardholder’s P-Card. The Arizona Board of Regents has stressed that accountability for adherence to policies and procedures rests with the cardholder and the designated reviewer. If inappropriate or personal transactions have occurred and were not detected and reported through the reviewer’s regular duties, the reviewer and cardholder may be subject to disciplinary action.

• P-Card restricted purchases list.
• P-Card Use at ASU.
• P-Card user guide.
• New P-Card program FAQs.

The purchasing procedure guide is a tool to assist employees with issues related to the PUR manual. It provides the procedural steps for effective and compliant procurement.

View the Procurement Quick Reference Guide. 

Use the correct way to purchase goods and services for ASU and be a good steward of the public’s resources. The following guides cover spending authority, financial responsibility, purchasing methods, what you can and cannot buy, and more:

• AZ Board of Regents purchasing policies.
• Procurement contacts — when in doubt, contact an ASU buyer.
• Procurement quick reference guide — quick guide for departments to determine the type of procurement system or method needed.
• Procurement Workshop — FMS.
• PUR manual — official manual of Purchasing and Business Services policies and procedures.

• ASU RFQ Template.
• Conflict of Interest Form.
• Cost Analysis Template.
• Federal Procurement Checklist.
• Price Analysis Template.
• Procurement Method and Price Reasonableness Form.

• Documentation needs for requisitions. Download through Excel.
• Exhibit A Statement of Work.
• Independent Contractor Information.
• New Chemical Requisition Process.
• Pay an Invoice Requisition Type.
• Preparation of bid specifications.
• Purchasing gift cards.
• Requisitions that always route to a buyer.
• TAG Training — Department Security Reviewer Guide.

Arizona State University uses PaymentWorks, a supplier information management platform that automates supplier information collection, verification and updates. Suppliers can do the following through PaymentWorks:

• Manage their company’s identity.
• Supply information for electronic payments.
• View the status of invoices.

All new suppliers must register through PaymentWorks. Existing suppliers must update their information in PaymentWorks.

New supplier registration through PaymentWorks

1. ASU employees will send a registration invitation to the supplier via PaymentWorks. Suppliers can only register if an invitation is sent from an ASU employee.
2. Suppliers will receive a registration invitation email from PaymentWorks. This information is verified and validated by PaymentWorks.
3. After the verification, ASU Supplier Administration will review the supplier’s information. Registrations approved by ASU Supplier Administration are integrated into Workday.
4. The initiator and supplier will receive an email when registration is complete. Initiators can check the registration status in PaymentWorks.

Complete the FMS Supplier Onboarding training to learn how to send suppliers a registration invitation. 

Please email Supplier Administration for supplier setup-related questions or more information.

• ASU standard terms and conditions for purchase orders.
• Insurance requirements.
• Speaker, artist, performer standard terms and conditions.

• Contract Types and Responsibilities — KE Operations and Procurement.
• Covid-19 FMS Ordering Process.
• Prepayment authorization.
• Records Retention Table.
• Sole source.
• Speaker Artist Performer agreements.
• Speaker, Artist, Performer Agreement Amendment Instructions.
• Speaker, Artist, Performer Agreement Amendment Template.
• Speaker, Artist, Performer Agreement Termination Letter Instructions.
• Speaker, Artist, Performer Agreement Termination Template.

Access forms, documents and instructions for benefits requests, data management, financial documentation, insurance claims and retirement program administration. Visit the Work Instructions and Information app for more information about changing and managing benefits, leaves of absence and other common HR processes. 

The resources on this page are for university staff. Academic personnel can access forms and resources through the Academic Enterprise. 

E-fax numbers:

• Background checks: 480-993-0006
• Benefits and leaves: 480-993-0007
• Retirement: 480-993-0008

Managing employee leaves of absence

The Office of Human Resources Benefits Design and Management staff are available to assist departments in managing leaves of absence and ensuring compliance with ASU policy as well as federal and state regulations.

Departments information

Faculty and staff members assigned to your department, school or college may request one of the following types of leaves:

• Continuous: If the individual must be absent from work for more than three consecutive workdays.
• Intermittent: If the individual must miss work on an intermittent basis due to an ongoing personal or an immediate family member’s medical condition.

Types of leave

A leave of absence may be categorized as one or more of the following types of leaves. Review the leaves policies for details about each leave type.

• FMLA leave
• ASU extended leave
• Military leave
• Personal leave

FMLA

Employees may be eligible for Family and Medical Leave Act leave for the following reasons.  

• They have been employed by an Arizona university system institution — ASU, Northern Arizona University, University of Arizona or the Arizona Board of Regents — for at least 12 months. 
• They have worked at least 1,250 hours in the year immediately preceding the start date of the leave. 
• They are requesting a leave of absence for an FMLA-qualified reason.

ASU leave

Employees may be eligible for an ASU non-FMLA  leave for the following reasons:

• They are not eligible for an FMLA leave. 
• They are requesting a leave of absence for personal or military reasons.
• They have exhausted their FMLA entitlement. 

Tools and resources

• Request for a continuous leave of absence
• Request an intermittent leave of absence 
• Review the Request and return from leave of absence guide for detailed instructions
• Submit leave and disability documentation via secure fax: 480-993-0007

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

Arizona State University employees are required to participate in a retirement program if you work 20 or more hours per week for at least 20 weeks in a fiscal year, according to Arizona Revised Statutes, § 38-711.23 (b). University Staff in an ASRS Mandated Job Classification must participate in the Arizona State Retirement System. 

Faculty, administrators, academic professionals and other university staff are eligible to elect between the Arizona State Retirement System and the Optional Retirement Plan. Exceptions include postdoctoral scholars, undergraduate and graduate student workers, F1, J1, M1, Q1 visa holders. 

If you meet the following criteria and want to decline participation in the ASRS and ORP, complete the ASRS 65+ Membership Waiver Form and fax to HR Retirement at 480-993-0008 within one week of employment.

• Age 65 or older.
• Hired on or after Aug. 2, 2012.
• Not an active, inactive, disabled or retired ASRS member.

The ORP is a defined contribution plan qualified under section 401(a) of the Internal Revenue Code. This plan offers you a choice of investment providers and investment options to meet your retirement goals. Investment consultants are available to meet with you on your campus.

If you fail to select the ORP during the 30-calendar-day enrollment period, you will forfeit your option to choose the ORP and be enrolled in ASRS, which may include retroactive contributions.

If you are reclassified and become ORP-eligible for the first time following your initial hire or eligibility date, the 30-calendar-day enrollment period begins on the date of notification. ASRS contributions will continue until you complete the ORP enrollment process and ORP participation becomes effective.

Your election is irrevocable for the duration of your continuous employment in the Arizona university system — Arizona Board of Regents, ASU, Northern Arizona University and the University of Arizona — as long as you remain employed in an ORP-eligible position.

Participation details

• Participation begins on the first day of the pay period following completion of all enrollment steps, provided you complete all steps within 30 calendar days of your eligibility. 
• You contribute 7% of your gross salary through payroll deduction on a before-tax basis, and the university provides a 100% matching contribution. 
• You may not borrow or withdraw from your ORP account while working in the Arizona university system. 
• This plan includes long-term disability insurance benefits with premiums paid by the university. 
• You may change ORP investment providers once per fiscal year. To change your ORP provider, you must complete a Change Benefits task through Workday. Changes are effective on the first day of the pay period following the submittal date.

Establishing your account

Establish an ORP account with your chosen investment provider. 

Fidelity 

• Click on Start now in the middle of the picture. 
• Click on Get started. 
• If you already have an account with Fidelity, enter your username and password and click Log In. If you are new to Fidelity, click on Register as a new user. 
• Follow the remaining screen prompts. The Plan ID 67444 should be provided and linked automatically. 

TIAA 

• Click Ready to Enroll on the landing page. 
• Select Arizona State University from the drop-down menu. 
• Under Step 2 for the Arizona University Optional Retirement Plan section, click on the link for TIAA account online. A new browser or tab will open. 
• If you already have an existing account with TIAA, enter your username and password and click Log In. If you are new to TIAA, click on Register Now. 
• Follow the remaining screen prompts. ASU's access code, AZQ190, should already be populated.

Existing accounts

Please review the following information if you have an existing account with Fidelity or TIAA and follow the instructions. 

• If you already have an active ORP account with Fidelity or TIAA under ASU, the Arizona Board of Regents, Northern Arizona University or The University of Arizona, you do not need to establish another account online. Our staff will work with the other institution to transfer your ORP account to ASU. 
• If you already have an account with either Fidelity or TIAA through another employer or individually, you must complete the steps above for establishing your account with your chosen provider.

Vesting

You are immediately vested in your contributions and become fully vested in the university’s contributions after five years of participation or reaching age 65, whichever occurs first. University matching contributions are held in a separate university-administered trust account until you meet the five-year vesting criteria. All funds are forfeited if you separate employment before the vesting period is complete.

You may be immediately vested if you are the owner of a qualified retirement plan with a higher education or research organization at the time of eligibility. For immediate vesting consideration, submit a copy of a recent account statement from your prior eligible employer’s retirement plan online. Immediate vesting will not be established until you furnish this statement.

ORP phased retirement program

Phased retirement allows vested and eligible ORP participants to gradually transition into retirement, with the consent of their deans or vice presidents. Visit the phased retirement webpage for eligibility details and other program information.

Retirement 

The performance of your investments determines your retirement benefit. Your ultimate account balance results from the number of contributions deposited to the ORP account and the performance of your chosen investments. 

• Early retirement is between the ages of 50 and 64.
• Normal retirement is at age 65.
• Phased Retirement may begin at age 62.

Schedule a one-on-one consultation with the following providers:

• Fidelity, 800-642-7131.
• TIAA, 800-732-8353 or 480-350-3265.

Working after retirement

Any ORP retiree who is considering returning to work for ASU should be familiar with the university’s return-to-work rules before making any re-employment decisions.

Withdrawals and rollovers

When you leave employment with all Arizona University System institutions or participate in the ORP Phased Retirement Program, you may withdraw or roll over all or a portion of your ORP account balance. Contact your investment provider for application forms and instructions.

To obtain employer authorization of withdrawals, fax your form to 480-993-0008 or email it to [email protected]. Allow two to three business days for verification of eligibility, completion of authorization or return or submission of authorized forms. 

Additional resources

• ORP plan document
• ORP plan guide

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check the status of your issue at any time.

Congratulations on becoming part of the ASU community 

Our inclusive workforce represents various ages, cultures, ethnicities, experiences, interests and talents. Learn about working at the New American University and your benefits on your orientation day. This event is for newly benefits-eligible and current employees who work 20 hours or more per week for 90 days or longer. 

Either you or your supervisor may enroll you to attend a virtual orientation. You can view the schedule of available sessions in Workday Learning. The OHR Talent Development is not responsible for registering new hires.

• Only virtual sessions are available on Wednesdays from 8:30 to Noon, MST, Arizona. 
  • Individuals must have Zoom installed on their computers. Visit Zoom at ASU for details.
  • The session will be activated 15 minutes before the start time.
  • Your department or unit is responsible for setting up a workstation for you to watch the virtual orientation. 
• You will receive a university overview, learn about employee culture, participate in engagement activity, receive a benefits overview and review action items as you onboard. 
• Upon completion, you will receive all the information, resources and tools covered during orientation to your asu.edu email address. 
• Benefits-eligible employees are encouraged to attend a virtual new employee orientation. Non-benefited employees — those who work less than 20 hours — are encouraged to take the self-paced new employee orientation in Workday Learning.

ASU Mobile ID

All new employees must obtain an ASU Mobile ID. This process is now automated and you must submit the request online. Your ASU credentials must be set up to submit a request. Sun Devil Card Services will approve your mobile ID. Make sure to download the ASU mobile app onto your phone.

Benefits information

View the benefits orientation presentation to learn more about your options.  

Preventing Harassment and Discrimination

This self-paced training includes an online module and resource guide with information and policies to review. Learn how to identify and prevent prohibited behavior and how to report concerns. This training must be completed within 60 days of hire date.

Preventing Harassment and Discrimination training

Your Duty to Report

This training explains university policy and provides important ASU resources and contact information to report incidents of unwanted sexual conduct and other inappropriate behavior. Title IX — Your Duty to Report training is available to student workers, staff and faculty. 

All faculty, staff and student workers must complete this 15-minute online training module within 60 days of hire date. To take the course, you must have an ASURITE affiliate username and password and Duo two-factor authentication to take the course. Contact our help desk if you experience trouble accessing the training. 

Duty to Report training

Your participation ensures a positive working environment for everyone at ASU.

Temporary parking permits

New employees may receive a free two-week parking permit valid during their first two weeks. Backdating or extensions are not allowed. Only faculty and staff with no prior ASU affiliation are eligible for the temporary two-week parking permit; student workers are not included. Visit a Parking and Transportation Services office location to pick up a temporary parking permit.  

Congratulations on becoming part of the ASU postdoctoral scholar community.

We encourage you to attend the employee orientation to learn about your benefit plan options. Complete your benefits enrollment for medical, life insurance, short-term disability, flexible spending or health savings accounts within 30 days of your hire or eligibility date.  

J-1 scholars may choose ASU medical coverage as a secondary plan. Visit the J-1 medical insurance webpage for additional coverage information and resources to ensure you meet U.S. Department of State requirements.

You can compare your benefit plan options on our employee health care guide and review the Health Insurance Marketplace Notice.

Failure to complete your benefits enrollment during your 30-day enrollment period waives your right to enroll in health or welfare plans until the next benefits annual open enrollment period, unless you have a qualifying life event. 

Health leave

All full-time postdoctoral scholars accrue health leave of 3.69 hours per pay period.

Vacation hours 

Full-time postdoctoral scholars on a fiscal appointment accrue ten vacation days in the first year of appointment and 15 vacation days in subsequent years. Vacation days do not carry over into the following year and are unpaid after the postdoctoral appointment. Full-time postdoctoral scholars on an academic appointment do not accrue vacation. 

Retirement programs 

Although postdoctoral scholars are not eligible to participate in a mandatory retirement plan, you can participate in one of our voluntary retirement plans at any time during your employment.

• Arizona University System Voluntary 403(b) 
• Deferred Compensation Plan 457(b)
   

Contact the HR Service Center with questions.

Circumstances may arise that require an extended absence from work

The university offers leave of absence options for when personal or family illness, or other life events, necessitate taking time away from work. If you require an extended absence of more than three consecutive workdays, start the leave of absence process. 

Leaves of absence do not apply if you are on a short work break or taking a planned vacation. Review the Vacation Leave policy for more information. 

Academic professionals, faculty and staff can request a leave of absence through Workday.  Note that employees cannot request a leave of absence more than two months in advance. Refer to the following job aids for detailed instructions:

• Request and manage time off and absence
• Request and return from leave of absence
• Intermittent FMLA

The Office of Human Resources, department HR representatives, supervisors and other necessary approvers will receive notification when an employee submits a leave request. Upon receiving the task, they will send the employee a Leave Packet with all required documentation. 

A leave of absence provides approved time away from work. You may request a leave of absence for any of the following reasons: 

• Birth or bonding with a new child.
• Care for a covered family member.
• Military service and training.
• Personal health condition.
• Personal reasons. 

You can take a leave of absence in one of the following ways: 

• Continuously: Full schedule over an uninterrupted period.
• Intermittently: Leave is taken in separate blocks for treatment or a flare-up. Intermittent leave is not applicable for all leave types. Submit an HR service ticket to make an Intermittent Leave request.
• Reduced schedule: A decrease in an employee’s usual number of scheduled working hours per week. 

ASU offers a variety of leave of absence, paid time off plans, and disability benefits that allow employees to have approved time away from work. Please refer to the relevant policies for detailed information about each leave type. 

Family and Medical Leave Act 

FMLA is a federal law that allows eligible staff members, faculty members and academic professionals to take job-protected leave for specific qualifying medical and family reasons. The law ensures that health insurance coverage will continue during the leave under the same terms and conditions as if the leave had not been taken. 

Visit FMLA rights and responsibilities and Employee’s Guide to FMLA for details. 

ASU Leave 

This leave allows eligible staff, faculty, and academic professionals to take leave that the FMLA does not cover. Requests for ASU Leave will be considered and granted at the department’s discretion. 

Military Leave 

Military leave allows staff members, faculty members, and academic professionals who voluntarily or involuntarily enter active service in the armed forces of the United States to be placed on extended military leave without pay for the active service duration. The paid military leave benefits are granted for no more than 30 working days in any two consecutive federal fiscal years — Oct. 1 to Sept. 30. Visit USERRA for details about your rights and responsibilities related to military leave.

Employee medical 

• When you are sick or injured and will not be at work.
• Illness or injury without workers’ compensation.
• Illness or injury under workers’ compensation. 

Family member health 

Time off to care for a spouse, child, parent or member of your established household during an illness or injury. 

Military 

Time off while on active duty or military training in the Arizona National Guard, reserves or other armed forces branch. 

Military family business leave 

Time off to address the business or household needs of a military family member called to or on active duty. 

Military family health leave 

Time off to care for a military family member recovering from an injury or illness suffered while on active duty. 

Parental for birth, placement for adoption, foster care or bonding 

Time off for one of the following situations: 

• Care for and be with a new child in the family.
• Care for or be with a new child in the family through placement for adoption or foster care.
• You, your spouse or domestic partner is going to have a baby. 

Personal 

Requested leave for personal reasons.

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to check the status of your issue at any time.

Payroll and payday calendars

An overpayment occurs when an employee is paid for hours they did not work or paid at an incorrect rate. ASU is required by law to recover these funds. A series of state and federal regulations govern the overpayment process. Employees must notify their department immediately if they discover an overpayment on a paycheck to comply with these regulations. Departments should reconcile their payroll on a timely basis to ensure that no employees are overpaid.

Repayment process

Once notified of an overpayment, payroll services will provide the department administrator with a payroll deduction agreement and an overpayment schedule for the employee. Repayment should be made in full immediately. However, some overpayments may be substantial, and an immediate repayment may be a financial burden to the employee. Accounting Services will work with the employee to identify a mutually agreeable repayment solution in those instances. If the employee fails to respond to the payroll deduction agreement within 10 days, payroll deductions will begin on the next pay period per the terms outlined in the document.

Federal law treats wage overpayments the same as any other wages the employee might receive. As long as the employee repays the overpayment within the same taxable year, all taxes may be refunded, and the employee’s W-2 will reflect the correction. If repayment is received after the end of the tax year in which the overpayment is made, the W-2 cannot be changed for federal income or state taxes. Only social security taxes can be refunded.

Because of these circumstances, payroll will request net pay as the reimbursable amount if the repayment is made in the same year as the overpayment. If the repayment is not made until a later tax year, federal law requires payroll to request gross pay less Social Security taxes as the reimbursable amount. Refer to IRS Publication 525 for more details.

Appeal of determined repayment amount

An employee who wishes to appeal the amount and duration of the repayment may send an email to FS Payroll. All appeals are approved by the senior director of accounting services.

• I-9 handbook — U.S. Citizenship and Immigration Services.
• Overtime policy.
• Payroll action request.
• Payroll calendars.
• Vacation policy.

Main office: Call 480-965-3601 or fax 480-302-8543.

Contact the appropriate resource with questions about specific payroll deductions:

• Overpayments
• Voluntary deductions
• Garnishments or fax 480-505-0641
   

The employee and their immediate supervisor are responsible for accurate time and attendance reporting. A Timekeeper may be assigned to support the Manager in approving time for the employees within that organization. Timekeepers should have a direct line of sight over the employees for whom they approve time.

An Operational Timekeeper has access to all time-entry approval requests for the employees in the supervisory organization hierarchy. Operational Timekeepers approve time entries in exception scenarios to ensure timely pay. They must maintain approval documentation, which is subject to review and audit.

Documentation must show acknowledgment or approvals of hours by the direct supervisor or an equivalent individual or designee.

Employee responsibilities

• All employees: Request time off via the Absence Calendar per the leave and time off policies in the Staff Personal Manual (SPP).
• Nonexempt staff: Accurately report hours worked daily. Time entries can be entered and submitted via the Time Entry Calendar in Workday.

Manager and timekeeper responsibilities

• All staff: Manage nonexempt schedules and requests, receive approvals for overtime or compensatory time, review and approve time off requests and submit required documentation within established deadlines.
• Exempt staff: Review and approve requests for time off submitted via Workday, as determined by the department. Review any email correspondence regarding the time-off requests that need to be finalized.
• Nonexempt staff: Review and approve timesheets to finalize. Retain any documentation of variations in the schedule and leave request forms.

Operational timekeeper responsibilities

• Compare the employee’s online timesheet with the documentation received.
• Ensure hours outside standard hours have approval documentation.
• Ensure all time signed and approved by a supervisor for their employees is finalized and accurately entered within established payroll processing deadlines.
• Exempt staff: Verify the entry of time off against the approved request.
• Nonexempt staff: Verify the timesheet is signed by the employee and supervisor.
• Report discrepancies between the timesheet and documentation to the employee’s supervisor for resolution.

Vacation and compensatory payouts at termination or status change are now centrally mapped and funded. The ERE rate includes a component to fund vacation and compensatory payouts.

Explore the Surplus Store

Arizona State University Surplus Property sells excess university property to the public through the Surplus Store and online auctions. 

The ASU Surplus Store is located at 734 W Alameda Drive Tempe AZ 85282, Surplus door entrance W4. 

Online auctions

Visit the online auction regularly. Auction items frequently change, with new items offered weekly.

Join the mailing list to receive reminders. 

Surplus Property disposes of excess university property through recycling, reuse by other university departments or public sale. 

To send items to Surplus Property, departments must complete a transfer request on the access surplus webpage. 

Access surplus 

University users will log in by clicking on the “Login Using SSO.”

Items with a property control number must be placed on their own line. 

Multiple items can be placed on each transfer request. 

Your department cost center manager must authorize all transfer requests. 

To submit transfer requests, the user must have the department data entry specialist — property control role in Workday. To approve transfer requests, the user must have the cost center manager role in Workday. 

In AssetWorks, the cost center approver and user profiles are maintained by the nightly user and profile integration from Workday. Departmental AssetWorks users need to request and receive approval for one of the roles by the established Workday role provisioning process via ServiceNow. AssetWorks approvers or data entry specialists will only have access to assets assigned to the Workday cost center for which they are approved.

Environmental recycling fee

Surplus Property charges an upfront fee of $50 for the hazardous waste disposal of eligible cathode ray tube monitors, refrigerators and scientific freezers. 

Billing goes to the cost center and program number associated with the Surplus Transfer Request in AssetWorks via an Internal Service Delivery transaction.

Note: Surplus Property will not pick up CRT monitors, refrigerators or scientific freezers that are inaccurately described or not listed on the Surplus Transfer Request. 

Rebate schedule

If a surplus item sells for over $2,500, the department may request a rebate of 80% of the amount above $2,500.    

Training

Training for the new ASU Surplus Property software is available in Workday. Users may also access the AssetWorks training document.

ASU departments may send document storage to Surplus Property for temporary storage and secure destruction. Information on the types of documents stored and the length of time for storage can be found in PUR 205. Read more about ASU Records and Information Management.  

Follow these guidelines when sending boxes to Document Storage as Surplus Property:

1. All records must be inactive.
2. Only use storage boxes from Staples — item number 33250.
3. Complete the online Document Storage Request Form for each box of records. Once the online form has been completed, the University Archivist will review each request and follow up with the department. Once approved, ASU Surplus Property will be notified of the pickup request.
4. Fill the box tightly, but do not overfill it. Leave about 1.5 inches of space in the box.
5. On the box, indicate the following:
   • Box number
   • Contact name
   • Content or records series title and date range
   • Department name
   • Destruction date
   • Phone number
6. For multiple boxes, number the boxes sequentially for each shipment to Surplus Property.
7. The retention period mandated by the Arizona State Library commences after the most recent year of records stored in each box.
8. There must be an assigned destruction date for the records. The destruction date is set at the expiration of the retention period.

To sign up for ASU’s Shredding Service, fill out a request form. Materials Management delivers a free, lockable storage bin and collects the bin on a schedule or on demand. 

The ASU Surplus Store is open Monday through Friday from noon–4 p.m.

Surplus Property offers a variety of items for sale, including but not limited to:

• Bikes
• Chairs
• Desks
• Desktop computers
• Laboratory equipment
• Laptops
• Monitors

Visit the Surplus Store for full inventory. 

Parking

Parking is located on the west side of the building. Surplus property entrance is located near roll-up doors A and B.

No parking is allowed at the customer loading dock or on the east side of the building. 

For department shopping, visit the ASU departments tab for more information. 

Mailing address
Surplus Property
Arizona State University 
PO Box 873608
Tempe AZ 85287-3608

Phone: Warehouse 
480-965-4228

Explore the comprehensive financial reports archive

• Annual comprehensive financial report 2025
• Annual comprehensive financial report 2024
• Annual comprehensive financial report 2023
• Annual comprehensive financial report 2022
• Annual comprehensive financial report 2021
• Comprehensive annual financial report 2020
• Comprehensive annual financial report 2019
• Comprehensive annual financial report 2018
• Comprehensive annual financial report 2017
• Comprehensive annual financial report 2016

• Comprehensive annual financial report 2015

   

Email Financial Services or call 480-965-3601 for more information about annual comprehensive financial reports.

• Equity in Athletics Disclosure Act report 2024
• Equity in Athletics Disclosure Act report 2023
• Equity in Athletics Disclosure Act report 2022
• Equity in Athletics Disclosure Act report 2021
• Equity in Athletics Disclosure Act report 2020
• Equity in Athletics Disclosure Act report 2019

Visit the ASU Analytics portal to find Advantage web, financial aid, management information, MyReports and other reports.

• Single audit
• Quick facts

With ASU receiving Higher Education Emergency Relief Funding (HEERF), how does it intend to distribute those resources?

Oct. 7, 2022, update

The quarterly reporting structure has been updated to include all information in one report.

The Sept. 30, 2022, Quarterly Budget and Expenditure Reporting for all HEERF I, II and III grant funds available. The report includes the expenses incurred by the university to support student success and continuity of university operations during the pandemic that are being reimbursed from the student, institutional and minority-serving institutions portion of HEERF. All HEERF grant funds are exhausted. This is the final quarterly report.

July 11, 2022, update

The quarterly reporting structure has been updated to include all information in one report.

The June 30, 2022 Quarterly Budget and Expenditure Reporting for all HEERF I, II and III grant funds is available. The report includes the expenses incurred by the university to support student success and continuity of university operations during the pandemic that are being reimbursed from the student, institutional and minority-serving institutions portion of HEERF.

April 8, 2022, update

Report updated on Sept. 26, 2022.

As we near the conclusion of the spring 2022 semester, we have $837 remaining of our HEERF II and HEERF III allocation of federal funds for direct student support totaling $134,047,305. 

At ASU, student success is our first and highest priority, and our plan for the use of these funds allowed us to maintain our commitment to support ASU students with continued enrollment in summer 2021 and the 2021-2022 academic year.

In summer 2021, 6,856 students received funds totaling $10,161,891.39.

In the 2021-2022 academic year, 38,891 undergraduate students and 2,114 graduate students received funds totaling $123,884,576.61 with an average award of $3,297.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for approximately 78,000 students who may be eligible for assistance.

The April 8, 2022, Quarterly Budget and Expenditure HEERF Report is available. This quarter’s report does not include expenses.

Jan. 10, 2022, update

Report updated on Sept. 26, 2022.

As we begin our spring 2022 semester, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students, which includes automatic awards, when possible.

At this time, approximately 27,000 students enrolled have received funds and commitments, totaling $112.8 million, for academic year 2021-2022, with award amounts ranging from $500 to $6,000.

Additionally, 6,856 students received funds specifically for assistance in our summer 2021 sessions, totaling $10,161,891.39.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for approximately 78,000 students who may be eligible for assistance.

The Jan. 10, 2022, Quarterly Budget and Expenditure HEERF Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of HEERF. 

Oct. 8, 2021, update

Report updated on Sept. 26, 2022.

ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students.

At this time, approximately 26,145 students enrolled have received funds and commitments, totaling $111.5 million, for academic year 2021-2022.

Additionally, 6,856 students received funds specifically for assistance in our summer 2021 sessions, totaling $10,161,891.39.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for approximately 78,000 students who may be eligible for assistance.

The September 30, 2021, Quarterly Budget and Expenditure HEERF Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of HEERF.  

July 9, 2021, update

Report updated on Sept. 26, 2022.

ASU received about $305 million through the additional awarding cycles of the Higher Education Emergency Relief Fund (HEERF) under the Coronavirus Response and Relief Supplemental Appropriations Act and the American Rescue Plan to help offset the staggering financial impact of the pandemic. 

The university’s priority will be helping students to stay on the path toward their college degree. 

ASU signed and returned the Certification and Agreement forms to the U.S. Department of Education. The federal government stipulates that a minimum of $134 million be awarded for emergency financial aid grants to students. These funds will be used to directly support ASU students with financial need pursuing degrees through our campus-based and digital immersion programs. This will include:

• $10 million to support more than 8,000 students in Summer 2021.
• $48 million will help approximately 10,000 undergraduate and graduate students who do not currently receive institutional aid from ASU to support them in the 2021-2022 academic year.
• $71 million will help maintain our commitment levels to more than 15,000 students from our families who demonstrate the highest level of need. These include Arizona students in the College Attainment Grant program and the President Barack Obama Scholars program that help remove family resources as a barrier to higher education. Without these funds, our commitment level would likely have to decrease due to the ongoing financial ramifications of COVID-19.
• $5 million will be used for students and families whose financial circumstances have changed as a result of COVID-19, including funds to support basic unmet needs. We anticipate this will serve approximately 3,000 students.

Overall, we estimate approximately 78,000 students who may be eligible for assistance, and that this plan will help around 36,000 students including those on our campuses with the greatest financial need.

The June 30, 2021, Quarterly Budget and Expenditure HEERF Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of HEERF.  

April 8, 2021, update

Report updated on Sept. 26, 2022.

As we near the conclusion of the spring 2021 semester, we conclude our reporting on the initial allocation of federal funds for direct student support totaling $31,766,569. More than 38,000 undergraduate and graduate immersion (on-campus) students met the eligibility requirements. At ASU, student success is our first and highest priority, and our plan for the use of these funds allowed us to maintain our commitment to support ASU students with continued enrollment in summer 2020 and the 2020-2021 academic year.

In summer 2020, 1,970 students received funds totaling $2,443,133 with an average award of $1,240.

In the 2020-2021 academic year, 12,857 undergraduate students and 834 graduate students received funds totaling $29,323,436 with an average award of $2,142.

The March 31, 2021, Quarterly Budget and Expenditure CARES Act Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations for our immersion students during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of CARES Act funds.

Jan. 8, 2021, update

Report updated on Sept. 26, 2022.

As we begin our spring 2021 semester, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students.

At this time, approximately 12,400 students enrolled have received funds and commitments, totaling $28.2 million, for academic year 2020-2021.

Additionally, 2,077 students received funds specifically for assistance in our summer 2020 sessions, totaling $2,461,784.77.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for the more than 38,000 eligible immersion (on-campus) students.

The Dec. 31, 2020, Quarterly Budget and Expenditure CARES Act Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations for our immersion students during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of CARES Act funds.

Dec. 30, 2020, university statement

Arizona State University’s efforts to respond to the impact of COVID-19 on the university community and on the public at large have been supported by both the state of Arizona and through CARES Act funding provided to the state. 

The university is very grateful for Gov. Doug Ducey’s decision to allocate $46 million through the CARES Act to reimburse a portion of ASU’s COVID-related costs. Among these costs are expenditures for public health and safety employees, isolation and quarantine management, student COVID-19 testing, and IT enhancements and the transition to ASU Sync, the university’s technology-enabled flexible learning modality. These costs are consistent with guidance from the U.S. Department of Treasury regarding the use of CARES Act assistance, and the funds helped the university continue to provide a learning and teaching environment that enabled students to continue their studies and stay on track toward graduation.

Oct. 30, 2020, update

The Sept. 30, 2020, Quarterly Budget and Expenditure CARES Act Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations for our immersion students during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of CARES Act funds.

Oct. 9, 2020, update

Report updated on Sept. 26, 2022.

As the fall 2020 semester continues, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students. 

At this time, approximately 12,400 students enrolled in fall 2020 have received funds and commitments, totaling $22.1 million, for academic year 2020-2021. 

Additionally, 2,077 students received funds specifically for assistance in our summer 2020 sessions, totaling $2,461,784.77.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for the more than 38,000 eligible immersion (on-campus) students.

Aug. 20, 2020, update

Report updated on Sept. 26, 2022.

As the fall 2020 semester starts, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students. 

At this time, more than 12,000 students enrolled in fall 2020 have received funds and commitments, totaling $22 million, for academic year 2020-2021. 

Additionally, 2,077 students received funds specifically for assistance in our summer 2020 sessions, totaling $2,461,784.77.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for the more than 38,000 eligible immersion (on-campus) students.

July 10, 2020, update

Report updated on Sept. 26, 2022.

The CARES Act

At Arizona State University, student success is our first and highest priority. We understand that the stress and uncertainty of this global public health emergency complicates the already challenging endeavor of pursuing a college education. We are committed to helping our students continue their successful educational journey toward graduation.

The COVID-19 pandemic poses stresses on many levels, but the value of a college degree remains one of the best ways to ensure a lifetime of achievement, satisfaction and financial security. At ASU, we believe it is our duty and our responsibility to continue to provide high-quality education to every qualified student who is willing to work for it. To that point, during the spring 2020 semester ASU distributed approximately $566 million in total financial aid, helping 63,000 students.

For weeks we have been carefully planning how best to allocate resources from the CARES Act, funds provided by Congress to support universities and help campus-based students manage through the added stresses of the global health crisis as they continue their education.

ASU received $63.5 million in CARES Act funds, and the university has one year to disburse the money to help students. At least$31.7 million of the funds must be used for direct student support; the balance will help offset the significant costs incurred to modify and continue services to students impacted by the pandemic. Following are the details of our plans to disburse the $31.7 million in direct student support.

From now through spring 2021, we will utilize the $31.7 million in the following ways to help more than 38,000 immersion (on-campus) students who meet eligibility requirements based on financial need remain on the path toward graduation:

• $14.4 million will be used to help continuing students who do not currently receive institutional aid from ASU. We expect that these funds will help about 4,000 undergraduate students and about 500 graduate students.
• $8.9 million will help maintain our commitment levels to about 4,500 students from low-income families who demonstrate the highest level of need. These include Arizona students in the College Attainment Grant program and the President Barack Obama Scholars program, which help remove family resources as a barrier to higher education. Without these funds, our commitment level would likely have to decrease because of the financial ramifications of COVID-19.
• $2.5 million will be used to help about 1,000 new students with demonstrated financial need whose ability to enroll might otherwise be disrupted by the pandemic.
• $2.4 million in need-based aid will help about 2,000 students who took classes this summer to get ahead, or catch up, in their studies.
• $3.5 million will be used for aid for students and families whose financial circumstances have changed, meaning they now may be eligible for aid, or may now be eligible for additional aid. About $1 million of this money will be set aside for students who come forward with basic unmet needs. We expect that these initiatives will serve about 2,000 additional students.

In most cases, no application will be necessary. These will be automatic awards, with funds awarded directly to students and their student accounts. Overall, we estimate that this plan will help around 14,000 students including those eligible for Pell Grants and other need-based aid. The awards likely will range from about $500 to about $6,000.

While the CARES Act provides welcome resources, there are many additional ways ASU may be able to assist students. Changes in economic circumstances might mean a student is now eligible for federal financial aid, or now might be eligible for additional federal financial aid, and we are having these conversations with students every day. If personal circumstances have created a different economic environment, we encourage students to visit the special site set up by ASU’s Financial Aid and Scholarship Services for additional guidance.

We also know that students may be dealing with other experiences and expenses as they navigate the way through this global crisis. It might be the need for a laptop or a Wi-Fi hot spot to help with studies. If so, students can check out a laptop or hot spot at the ASU Library. It might be basic unmet needs like food and nutrition. If so, students can also direct those requests to our financial aid office.

The university addressed every issue brought forward for the spring semester with university resources. We know that students have been tested this year in ways that no one could have expected, and we realize that financial stress is a big part of the pressure. We understand the difficulties that students experience, and our commitment to helping students get the assistance they need is a central part of our mission.

(Aug. 10 update) The other portion of the CARES Act funds will benefit virtually all immersion students. The university has incurred significant expenses to keep the university operational and to continue to serve students during the pandemic, which is our No. 1 priority. We will be using those funds to support continuity of operations in areas such as:

• Funding COVID-19 testing, research and contact tracing.
• Enhancements and upgrades to technology and equipment in classrooms to support the ASU Sync learning environment.
• PPE for students and employees.
• Staffing and supplies needed for increased campus cleanings.

June 6, 2020, update

The university is now finalizing its CARES Act plan. Once its plan is finalized, the intent is to distribute the CARES Act funds in August, with some distributions continuing in spring 2021.

June 4, 2020, update

Arizona State University applauds the commitment of the federal government to come to the financial aid of students and families, businesses and public institutions across America through congressional enactment of the Coronavirus Aid, Relief and Economic Security Act. The university is particularly appreciative of the relief the CARES Act provides to institutions of higher learning, including approximately $63.5 million that will be allocated for ASU.

ASU signed and returned the Certification and Agreement forms to the U.S. Department of Education. The federal government stipulates that a minimum of $31.7 million be awarded for emergency financial aid grants to students. Our goal with that funding will be to support students first and foremost in continuing their academic studies. 

ASU has a large student population with varying needs. When ASU has finalized the mechanism for the distribution of the funds, the university will report back to the U.S. Department of Education, the CARES Act funds will be released to ASU by the federal government, and the CARES Act funds in turn will be distributed to students.

In the meantime, ASU is continuing to work with all students who have expressed concern about their financial circumstances. In the coming weeks, ASU will consider uses of the remaining funds, particularly in the context of promoting student continuity during COVID-19 and into the next academic year. 

Separate from the CARES Act, ASU has distributed nearly $1 million in emergency grants to students from more than 20 different areas of the university who needed immediate help.

About 1,400 students received the emergency grants, which ranged from $100 to $2,400; the average award amount was about $700.

The emergency grants were provided to students to cover expenses related to their education, including housing/rent, meals, flights home and medical expenses. In most cases, students filled out a form or provided information regarding their individual circumstances so their cases could be reviewed.

Numerous ASU departments worked to facilitate the emergency grants. Students may have worked directly with their colleges, through the Dean of Students or through Financial Aid and Scholarship Services.

The university also has helped students in many other ways during the pandemic including:

• Loaning more than 2,000 laptops and hundreds of Wi-Fi hot spots to continue instruction uninterrupted.
• Providing essential services during the pandemic including telehealth for medical and counseling needs.
• Continuing employment through the spring semester for student workers.
• Expanding opportunities for internships throughout the summer. 

May 22, 2020, update

Arizona State University applauds the commitment of the federal government to come to the financial aid of students and families, businesses and public institutions across America through Congressional enactment of the Coronavirus Aid, Relief and Economic Security Act. The university is particularly appreciative of the relief the CARES Act provides to institutions of higher learning, including approximately $63.5 million that will be allocated for ASU.

ASU signed and returned the Certification and Agreement forms to the U. S. Department of Education. The federal government stipulates that a minimum of $31.7 million be awarded for emergency financial aid grants to students. Our goal with that funding will be to support students first and foremost in continuing their academic studies. ASU has a large student population with varying needs. When ASU has finalized the mechanism for the distribution of the funds, the university will report back to the U.S. Department of Education, the CARES Act funds will be released to ASU by the federal government, and the CARES Act funds in turn will be distributed to students. In the meantime, ASU is continuing to work with all students who have expressed concern about their financial circumstances. In the coming weeks, ASU will consider uses of the remaining funds, particularly in the context of promoting student continuity during COVID-19 and into the next academic year.

Explore the comprehensive financial reports archive

• Annual comprehensive financial report 2025
• Annual comprehensive financial report 2024
• Annual comprehensive financial report 2023
• Annual comprehensive financial report 2022
• Annual comprehensive financial report 2021
• Comprehensive annual financial report 2020
• Comprehensive annual financial report 2019
• Comprehensive annual financial report 2018
• Comprehensive annual financial report 2017
• Comprehensive annual financial report 2016

• Comprehensive annual financial report 2015

   

Email Financial Services or call 480-965-3601 for more information about annual comprehensive financial reports.

• Equity in Athletics Disclosure Act report 2024
• Equity in Athletics Disclosure Act report 2023
• Equity in Athletics Disclosure Act report 2022
• Equity in Athletics Disclosure Act report 2021
• Equity in Athletics Disclosure Act report 2020
• Equity in Athletics Disclosure Act report 2019

Visit the ASU Analytics portal to find Advantage web, financial aid, management information, MyReports and other reports.

• Single audit
• Quick facts

With ASU receiving Higher Education Emergency Relief Funding (HEERF), how does it intend to distribute those resources?

Oct. 7, 2022, update

The quarterly reporting structure has been updated to include all information in one report.

The Sept. 30, 2022, Quarterly Budget and Expenditure Reporting for all HEERF I, II and III grant funds available. The report includes the expenses incurred by the university to support student success and continuity of university operations during the pandemic that are being reimbursed from the student, institutional and minority-serving institutions portion of HEERF. All HEERF grant funds are exhausted. This is the final quarterly report.

July 11, 2022, update

The quarterly reporting structure has been updated to include all information in one report.

The June 30, 2022 Quarterly Budget and Expenditure Reporting for all HEERF I, II and III grant funds is available. The report includes the expenses incurred by the university to support student success and continuity of university operations during the pandemic that are being reimbursed from the student, institutional and minority-serving institutions portion of HEERF.

April 8, 2022, update

Report updated on Sept. 26, 2022.

As we near the conclusion of the spring 2022 semester, we have $837 remaining of our HEERF II and HEERF III allocation of federal funds for direct student support totaling $134,047,305. 

At ASU, student success is our first and highest priority, and our plan for the use of these funds allowed us to maintain our commitment to support ASU students with continued enrollment in summer 2021 and the 2021-2022 academic year.

In summer 2021, 6,856 students received funds totaling $10,161,891.39.

In the 2021-2022 academic year, 38,891 undergraduate students and 2,114 graduate students received funds totaling $123,884,576.61 with an average award of $3,297.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for approximately 78,000 students who may be eligible for assistance.

The April 8, 2022, Quarterly Budget and Expenditure HEERF Report is available. This quarter’s report does not include expenses.

Jan. 10, 2022, update

Report updated on Sept. 26, 2022.

As we begin our spring 2022 semester, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students, which includes automatic awards, when possible.

At this time, approximately 27,000 students enrolled have received funds and commitments, totaling $112.8 million, for academic year 2021-2022, with award amounts ranging from $500 to $6,000.

Additionally, 6,856 students received funds specifically for assistance in our summer 2021 sessions, totaling $10,161,891.39.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for approximately 78,000 students who may be eligible for assistance.

The Jan. 10, 2022, Quarterly Budget and Expenditure HEERF Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of HEERF. 

Oct. 8, 2021, update

Report updated on Sept. 26, 2022.

ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students.

At this time, approximately 26,145 students enrolled have received funds and commitments, totaling $111.5 million, for academic year 2021-2022.

Additionally, 6,856 students received funds specifically for assistance in our summer 2021 sessions, totaling $10,161,891.39.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for approximately 78,000 students who may be eligible for assistance.

The September 30, 2021, Quarterly Budget and Expenditure HEERF Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of HEERF.  

July 9, 2021, update

Report updated on Sept. 26, 2022.

ASU received about $305 million through the additional awarding cycles of the Higher Education Emergency Relief Fund (HEERF) under the Coronavirus Response and Relief Supplemental Appropriations Act and the American Rescue Plan to help offset the staggering financial impact of the pandemic. 

The university’s priority will be helping students to stay on the path toward their college degree. 

ASU signed and returned the Certification and Agreement forms to the U.S. Department of Education. The federal government stipulates that a minimum of $134 million be awarded for emergency financial aid grants to students. These funds will be used to directly support ASU students with financial need pursuing degrees through our campus-based and digital immersion programs. This will include:

• $10 million to support more than 8,000 students in Summer 2021.
• $48 million will help approximately 10,000 undergraduate and graduate students who do not currently receive institutional aid from ASU to support them in the 2021-2022 academic year.
• $71 million will help maintain our commitment levels to more than 15,000 students from our families who demonstrate the highest level of need. These include Arizona students in the College Attainment Grant program and the President Barack Obama Scholars program that help remove family resources as a barrier to higher education. Without these funds, our commitment level would likely have to decrease due to the ongoing financial ramifications of COVID-19.
• $5 million will be used for students and families whose financial circumstances have changed as a result of COVID-19, including funds to support basic unmet needs. We anticipate this will serve approximately 3,000 students.

Overall, we estimate approximately 78,000 students who may be eligible for assistance, and that this plan will help around 36,000 students including those on our campuses with the greatest financial need.

The June 30, 2021, Quarterly Budget and Expenditure HEERF Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of HEERF.  

April 8, 2021, update

Report updated on Sept. 26, 2022.

As we near the conclusion of the spring 2021 semester, we conclude our reporting on the initial allocation of federal funds for direct student support totaling $31,766,569. More than 38,000 undergraduate and graduate immersion (on-campus) students met the eligibility requirements. At ASU, student success is our first and highest priority, and our plan for the use of these funds allowed us to maintain our commitment to support ASU students with continued enrollment in summer 2020 and the 2020-2021 academic year.

In summer 2020, 1,970 students received funds totaling $2,443,133 with an average award of $1,240.

In the 2020-2021 academic year, 12,857 undergraduate students and 834 graduate students received funds totaling $29,323,436 with an average award of $2,142.

The March 31, 2021, Quarterly Budget and Expenditure CARES Act Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations for our immersion students during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of CARES Act funds.

Jan. 8, 2021, update

Report updated on Sept. 26, 2022.

As we begin our spring 2021 semester, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students.

At this time, approximately 12,400 students enrolled have received funds and commitments, totaling $28.2 million, for academic year 2020-2021.

Additionally, 2,077 students received funds specifically for assistance in our summer 2020 sessions, totaling $2,461,784.77.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for the more than 38,000 eligible immersion (on-campus) students.

The Dec. 31, 2020, Quarterly Budget and Expenditure CARES Act Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations for our immersion students during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of CARES Act funds.

Dec. 30, 2020, university statement

Arizona State University’s efforts to respond to the impact of COVID-19 on the university community and on the public at large have been supported by both the state of Arizona and through CARES Act funding provided to the state. 

The university is very grateful for Gov. Doug Ducey’s decision to allocate $46 million through the CARES Act to reimburse a portion of ASU’s COVID-related costs. Among these costs are expenditures for public health and safety employees, isolation and quarantine management, student COVID-19 testing, and IT enhancements and the transition to ASU Sync, the university’s technology-enabled flexible learning modality. These costs are consistent with guidance from the U.S. Department of Treasury regarding the use of CARES Act assistance, and the funds helped the university continue to provide a learning and teaching environment that enabled students to continue their studies and stay on track toward graduation.

Oct. 30, 2020, update

The Sept. 30, 2020, Quarterly Budget and Expenditure CARES Act Report is available. The report includes a portion of expenses incurred by the university to support continuity of operations for our immersion students during the pandemic and that are being reimbursed from the institutional portion and minority-serving institutions portion of CARES Act funds.

Oct. 9, 2020, update

Report updated on Sept. 26, 2022.

As the fall 2020 semester continues, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students. 

At this time, approximately 12,400 students enrolled in fall 2020 have received funds and commitments, totaling $22.1 million, for academic year 2020-2021. 

Additionally, 2,077 students received funds specifically for assistance in our summer 2020 sessions, totaling $2,461,784.77.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for the more than 38,000 eligible immersion (on-campus) students.

Aug. 20, 2020, update

Report updated on Sept. 26, 2022.

As the fall 2020 semester starts, ASU students are receiving funds as outlined in our plan, ensuring continuity of enrollment for our students. 

At this time, more than 12,000 students enrolled in fall 2020 have received funds and commitments, totaling $22 million, for academic year 2020-2021. 

Additionally, 2,077 students received funds specifically for assistance in our summer 2020 sessions, totaling $2,461,784.77.

The remaining funds will continue to be awarded and disbursed in line with the plan previously outlined for the more than 38,000 eligible immersion (on-campus) students.

July 10, 2020, update

Report updated on Sept. 26, 2022.

The CARES Act

At Arizona State University, student success is our first and highest priority. We understand that the stress and uncertainty of this global public health emergency complicates the already challenging endeavor of pursuing a college education. We are committed to helping our students continue their successful educational journey toward graduation.

The COVID-19 pandemic poses stresses on many levels, but the value of a college degree remains one of the best ways to ensure a lifetime of achievement, satisfaction and financial security. At ASU, we believe it is our duty and our responsibility to continue to provide high-quality education to every qualified student who is willing to work for it. To that point, during the spring 2020 semester ASU distributed approximately $566 million in total financial aid, helping 63,000 students.

For weeks we have been carefully planning how best to allocate resources from the CARES Act, funds provided by Congress to support universities and help campus-based students manage through the added stresses of the global health crisis as they continue their education.

ASU received $63.5 million in CARES Act funds, and the university has one year to disburse the money to help students. At least$31.7 million of the funds must be used for direct student support; the balance will help offset the significant costs incurred to modify and continue services to students impacted by the pandemic. Following are the details of our plans to disburse the $31.7 million in direct student support.

From now through spring 2021, we will utilize the $31.7 million in the following ways to help more than 38,000 immersion (on-campus) students who meet eligibility requirements based on financial need remain on the path toward graduation:

• $14.4 million will be used to help continuing students who do not currently receive institutional aid from ASU. We expect that these funds will help about 4,000 undergraduate students and about 500 graduate students.
• $8.9 million will help maintain our commitment levels to about 4,500 students from low-income families who demonstrate the highest level of need. These include Arizona students in the College Attainment Grant program and the President Barack Obama Scholars program, which help remove family resources as a barrier to higher education. Without these funds, our commitment level would likely have to decrease because of the financial ramifications of COVID-19.
• $2.5 million will be used to help about 1,000 new students with demonstrated financial need whose ability to enroll might otherwise be disrupted by the pandemic.
• $2.4 million in need-based aid will help about 2,000 students who took classes this summer to get ahead, or catch up, in their studies.
• $3.5 million will be used for aid for students and families whose financial circumstances have changed, meaning they now may be eligible for aid, or may now be eligible for additional aid. About $1 million of this money will be set aside for students who come forward with basic unmet needs. We expect that these initiatives will serve about 2,000 additional students.

In most cases, no application will be necessary. These will be automatic awards, with funds awarded directly to students and their student accounts. Overall, we estimate that this plan will help around 14,000 students including those eligible for Pell Grants and other need-based aid. The awards likely will range from about $500 to about $6,000.

While the CARES Act provides welcome resources, there are many additional ways ASU may be able to assist students. Changes in economic circumstances might mean a student is now eligible for federal financial aid, or now might be eligible for additional federal financial aid, and we are having these conversations with students every day. If personal circumstances have created a different economic environment, we encourage students to visit the special site set up by ASU’s Financial Aid and Scholarship Services for additional guidance.

We also know that students may be dealing with other experiences and expenses as they navigate the way through this global crisis. It might be the need for a laptop or a Wi-Fi hot spot to help with studies. If so, students can check out a laptop or hot spot at the ASU Library. It might be basic unmet needs like food and nutrition. If so, students can also direct those requests to our financial aid office.

The university addressed every issue brought forward for the spring semester with university resources. We know that students have been tested this year in ways that no one could have expected, and we realize that financial stress is a big part of the pressure. We understand the difficulties that students experience, and our commitment to helping students get the assistance they need is a central part of our mission.

(Aug. 10 update) The other portion of the CARES Act funds will benefit virtually all immersion students. The university has incurred significant expenses to keep the university operational and to continue to serve students during the pandemic, which is our No. 1 priority. We will be using those funds to support continuity of operations in areas such as:

• Funding COVID-19 testing, research and contact tracing.
• Enhancements and upgrades to technology and equipment in classrooms to support the ASU Sync learning environment.
• PPE for students and employees.
• Staffing and supplies needed for increased campus cleanings.

June 6, 2020, update

The university is now finalizing its CARES Act plan. Once its plan is finalized, the intent is to distribute the CARES Act funds in August, with some distributions continuing in spring 2021.

June 4, 2020, update

Arizona State University applauds the commitment of the federal government to come to the financial aid of students and families, businesses and public institutions across America through congressional enactment of the Coronavirus Aid, Relief and Economic Security Act. The university is particularly appreciative of the relief the CARES Act provides to institutions of higher learning, including approximately $63.5 million that will be allocated for ASU.

ASU signed and returned the Certification and Agreement forms to the U.S. Department of Education. The federal government stipulates that a minimum of $31.7 million be awarded for emergency financial aid grants to students. Our goal with that funding will be to support students first and foremost in continuing their academic studies. 

ASU has a large student population with varying needs. When ASU has finalized the mechanism for the distribution of the funds, the university will report back to the U.S. Department of Education, the CARES Act funds will be released to ASU by the federal government, and the CARES Act funds in turn will be distributed to students.

In the meantime, ASU is continuing to work with all students who have expressed concern about their financial circumstances. In the coming weeks, ASU will consider uses of the remaining funds, particularly in the context of promoting student continuity during COVID-19 and into the next academic year. 

Separate from the CARES Act, ASU has distributed nearly $1 million in emergency grants to students from more than 20 different areas of the university who needed immediate help.

About 1,400 students received the emergency grants, which ranged from $100 to $2,400; the average award amount was about $700.

The emergency grants were provided to students to cover expenses related to their education, including housing/rent, meals, flights home and medical expenses. In most cases, students filled out a form or provided information regarding their individual circumstances so their cases could be reviewed.

Numerous ASU departments worked to facilitate the emergency grants. Students may have worked directly with their colleges, through the Dean of Students or through Financial Aid and Scholarship Services.

The university also has helped students in many other ways during the pandemic including:

• Loaning more than 2,000 laptops and hundreds of Wi-Fi hot spots to continue instruction uninterrupted.
• Providing essential services during the pandemic including telehealth for medical and counseling needs.
• Continuing employment through the spring semester for student workers.
• Expanding opportunities for internships throughout the summer. 

May 22, 2020, update

Arizona State University applauds the commitment of the federal government to come to the financial aid of students and families, businesses and public institutions across America through Congressional enactment of the Coronavirus Aid, Relief and Economic Security Act. The university is particularly appreciative of the relief the CARES Act provides to institutions of higher learning, including approximately $63.5 million that will be allocated for ASU.

ASU signed and returned the Certification and Agreement forms to the U. S. Department of Education. The federal government stipulates that a minimum of $31.7 million be awarded for emergency financial aid grants to students. Our goal with that funding will be to support students first and foremost in continuing their academic studies. ASU has a large student population with varying needs. When ASU has finalized the mechanism for the distribution of the funds, the university will report back to the U.S. Department of Education, the CARES Act funds will be released to ASU by the federal government, and the CARES Act funds in turn will be distributed to students. In the meantime, ASU is continuing to work with all students who have expressed concern about their financial circumstances. In the coming weeks, ASU will consider uses of the remaining funds, particularly in the context of promoting student continuity during COVID-19 and into the next academic year.

Planning ASU business travel

Use My ASU TRIP for trip requests, booking and expense reporting

Find the latest travel guidance on the Travel guidance webpage.

All domestic and international trips with an overnight stay or airfare are processed in My ASU TRIP with a request submitted before travel and an expense report submitted within 30 days after the trip ends.

Accounts payable processes trips without an overnight stay, airfare and ASU Travel Card transactions on the mileage — parking reimbursement form.

Travelers are responsible for the review and compliance with:

• ASU policy FIN 501.
• Authorized Driver Program.
• Carbon Project — price on carbon for air travel.
• Funding source and department requirements.
• Receipt requirements: Receipts are required for any expense greater than $50 not placed on the ASU Travel Card.
  • Itemized receipts are required for any expense — regardless of amount or payment method — for airfare, car rental, lodging, or business meals. Your department or funding source may require additional receipts.
  • My ASU TRIP accepts the following file formats for receipt images: .html, .jpg, .jpeg, .pdf, .png, .tif and .tiff.
• Traveling with mobile devices.

Travelers to international destinations should also review the international travel webpage. 

Additional resources:

• Daily allowances: Allowances used by ASU are loaded into My ASU TRIP and based on the following rates:
  • Alaska, Hawaii and U.S. territories
  • Domestic
  • International
• My ASU TRIP Travel Manual
• My ASU TRIP Quick Reference Guide
• Supplemental travel information form — used by faculty and staff to provide additional information to expedite international travel approval

Employees

1. Update your My ASU TRIP profile.
2. Activate e-receipts.
3. Add a delegate.
4. Apply for an ASU Travel Card to be used in conjunction with My ASU TRIP.
5. Book travel after your submitted trip request is approved. 

Students

1. You may have an active profile if you are an active GA, RA or TA. Your profile is active if you can log in to My ASU TRIP. If not, work with the department funding your trip and complete the manual profile form.
2. Update your My ASU TRIP profile.
3. Activate e-receipts.
4. Add a delegate.
5. Book your travel after your submitted trip request is approved.

Trips require an approved request before travel booking and traveling. Expense reports are filed when the trip is complete and created from the approved request.

Completing the request does the following:

• Authorizes ASU Travel Card use for trip expenses.
• Gives trip expenses and itinerary estimates.
• Documents need for travel approvals.
• Supplies data for traveler location for risk assessment.

Beginning a trip request

To begin a trip request, log in to My ASU TRIP and click request > new request.

1. Create the trip request header.
2. Estimate expenses.
3. Allocate between funding sources, if needed.
4. Attach documents as needed.
5. Submit the request.

If needed, copy a request.

High-risk destinations

Additional departmental and risk management approvals are needed to travel to high-risk destinations. Sufficient details should be included in the assessment request. Allow time for further approvals.

Personal time

Do not include any expenses associated with personal time included on your trip. Costs related to the personal portion of the trip are not reimbursable.

Zero-dollar trips

Trips with no cost to the university and no reimbursement to the traveler are considered zero-dollar trips. A request has been submitted to document your travel for insurance purposes and help ASU locate you in an emergency. The request is closed or inactivated when the trip is complete.

These exceptions may occur as you build your request:

Red Exceptions need to be cleared before a request can be submitted. Read the exception for directions on how to clear. If you need additional help, email My ASU TRIP.

Yellow Exceptions are informational and need to be reviewed, complied with and will always display. They will not prevent a request submission.

We recommend booking airfare through My ASU TRIP or with Anthony Travel. Car rentals, hotels and trains should be booked through My ASU TRIP unless there is a business reason not to do so.

My ASU TRIP step-by-step instructions:

1. Book airfare. This can be purchased with your ASU Travel Card, the ASU-wide airfare card on file with Anthony Travel, an ASU Purchasing Card, or personal funds. Personal funds are reimbursed when the trip is complete and the expense report is filed. American Airlines and Southwest Airlines are preferred, and discounts are preloaded into My ASU TRIP.
2. Reserve hotels. To receive conference hotel rates, book directly with the hotel and not through My ASU TRIP.
3. Reserve rental vehicle. Rental discounts are preloaded into My ASU TRIP. Some rates may already include insurance.
   1. Review ASU’s current car rental contracts.
   2. Read the auto rental liability guidelines.
   3. A traveler must be an authorized driver before driving any vehicle.

For assistance with bookings and to use airline credits, email Anthony Travel or call 480-739-9145 or 1-844-682-5052.

Expense reports are created from approved trips and are documents of public record and scrutiny. They must be completed within 30 days of the trip end date and document actual trip expenses and itineraries in order to generate traveler reimbursement. 

Resources

• Complete an expense report.
• Complete a non-travel expense report — process Travel Card charges unrelated to ASU travel.
• Complete a modification expense report — when a previously approved expense report needs adjustment.

Departmental travel guidance

Find the latest travel guidance on the Travel guidance webpage.

Use these resources to guide you through the ASU business domestic and international travel process:

• ASU Travel Policy: FIN 501
• Authorized Driver Program
• Auto rental risk liability
• Carbon Project: Price on carbon for air travel
• Travel Insurance and the Office of Risk Management
• Print my invoice: Print a receipt for a flight purchased in My ASU TRIP
• Rental car and charter bus contracts
• Student International Travel

Forms

• Airfare purchased outside of My ASU TRIP — for travel not processed through My ASU TRIP when the ghost card is used for payment.
• Manual profile form: This form loads student travelers into My ASU TRIP.
• Supplemental travel information form: This form is used by employees to provide additional information to expedite international travel approval.
• Team or group manifest: Attach a manifest to requests and expense reports for group travel.

Resources

• Daily allowances: Allowances used by ASU are loaded into My ASU TRIP and based on the following rates:
  • Alaska, Hawaii and U.S. territories
  • Domestic
  • International
• Group travel: My ASU TRIP group travel has unique requirements
• My ASU TRIP Travel Manual
• My ASU TRIP Quick Reference Guide
• Travel approver and travel delegate My ASU TRIP training

Submit a request for the group name Travel if you need access to these dashboards:

• My ASU TRIP request and expense dashboard: Travel requests and expense reports status snapshot. The trip is displayed from request submission to expense report completion.
• Outstanding Travel Card transactions: A snapshot of ASU Travel Card transactions unassigned to an expense report or assigned to an unapproved expense report. The dashboard aids departments in ensuring transactions are appropriate and processed promptly.
• Travel approvers dashboard: This dashboard is a snapshot of travel approvers.
• Travel Card application dashboard: This dashboard shows the status of ASU Travel Card applications. It does not provide information on the card’s status, only the card application.

Employees can apply for an approver role, assign an approval delegate or act as a traveler or approver delegate.

Before a trip, a travel request must be completed to:

• List an estimate of trip expenses. 
• Provide ASU with risk assessment and traveler location information
• Support Travel Card transactions.

Concur will auto-generate an email when a request is awaiting approval.

Review ASU’s travel policy and the My ASU TRIP Manual before approving a request. All your approved requests will remain in your history. Use the View Drop Down button or the search bar to access them.

Expense reports are created after a trip ends and include all receipts and documents to support the business purpose. Review the My ASU TRIP Manual, know your role and understand ASU’s travel policy before you approve an expense report.

Non-standard reports include the following:

• Modification expense reports: Created when an error or omission is being corrected on a previously approved expense report. These reports should include a copy of the original expense report attached as documentation.
• Non-travel expense reports. Created for:
  • ASU business transactions unrelated to travel.
  • ASU Travel Card transactions that are personal and must be reimbursed to ASU.
  • Fraud transactions and the corresponding credits.

All your approved expense reports will remain in your history. Use the View Drop Down button or the search bar to access them.

If a person leaves the university before being reimbursed for a trip, someone from the department must be added as the delegate to complete the expense report. The delegate must email the ASU Travel Service Center when the expense report is ready for submission. The Travel Service Center will attach an email explaining that the traveler is no longer with ASU and will submit the expense report on the traveler’s behalf. 

• Approvers should use the Outstanding Travel Card Transactions dashboard during expense report review to ensure all transactions have been added to the expense report.
• If an approver, assign a delegate who can approve in your absence. 
• Prepare your travelers.
  • Provide departmental contacts and accounts.
  • Supply department-specific policies and guides.
• Travel approvers should differ from the ATO on a request and expense report, if possible.

On a biweekly basis, departments should:

1. Review the outstanding Travel Card transactions dashboard to confirm transactions are related to ASU business and a trip that has not ended.
2. Review the My ASU TRIP request and expense dashboard to ensure expense reports are filed within 30 days of trip end dates.
3. Reconcile financial accounts to approved expense reports.

ASU Employee Health provides guidance and assistance in addressing and managing health. 

If you are a student needing counseling, medical or wellness services, please contact ASU Wellness Resources and Services. 

The following resources are available to view and download.

• B Virus exposure quick guide.
• Mpox Virus exposure quick guide.
• Mpox Virus fact sheet.
• Respiratory virus exposure quick guide.
• Tuberculosis exposure quick guide.
• Valley fever exposure quick guide.

ASU Employee Health now accepts ASU-provided personal medical insurance.

Limited personal health care services are now available to employees covered by ASU health plans UnitedHealthcare or Blue Cross Blue Shield of Arizona. 

Services include the following:

• Lab work.
• Minor personal illnesses and injuries.
• Prescription refill services, if approved.
• Vaccinations.

Call 602-496-1917 to schedule an appointment and review these resources:

• Patient privacy information.
• Authorization for the release of patient health information.

Download a copy of the presentation.

When Workday HCM goes live on Dec. 23, 2024, employees will see ASU’s new job architecture in their employee profiles. The information below defines essential terms and clarifies project decisions. 

The Job Architecture framework standardizes job titles, responsibilities and other job dimensions across departments and teams. It also helps recruit new employees and defines career paths for existing ones. 

A job profile — defined below — combines a job family group, job family, management level and job level to describe the work’s nature and the expected performance level.

Business Title: A descriptive job title detailing the position’s internal and external communications function. The Business Title is also the “working title” migrated from PeopleSoft. 

Job Profile: A generic title used for job classification that links individuals to a management level, defined below. The job profile defines features like pay rate type, Fair Labor Standards Act — exempt/non-exempt — status and other federal compliance classifications. Note that Position will include this same language with an alpha-numeric designation. 

Job Family Group and Job Family: A Job Family Group is a broad category of work grouped based on similar characteristics and required skills. The job family is typically a specialized subset within the Job Family Group.

Management levels provide consistency across job families with progressing job levels based on the nature of the work performed. Note that the management level does not appear in your employee profile but is integral to the job architecture. 

Job Level: Generally, a numerical designation that categorizes the scope, authority and responsibility required for a job differentiated by work dimensions. ASU has three management levels to support career planning and progression.

Job levels are determined by considering the six work dimensions listed below. While they do not necessarily determine progression, work dimensions identify an individual’s current standing and potential progression opportunities based on the factors listed below. Depending on the management level, some dimensions may be more heavily weighted.

Over 200 ASU leaders and an advisory committee reviewed job code mapping for positions within their academic or operational units. They worked with HR Business and Finance representatives and other subject matter experts who participated in the job profile review process. 

A core work team — OHR compensation staff and outside consultants — reviewed the job code mapping and identified areas and positions where more information was needed. Assignments were based on duties performed within a given role, related roles university-wide and progressions within a school or unit. nbsp;

Future updates 

We will work with HR leaders across ASU to establish a protocol for requesting changes, determining if the changes are necessary and how to communicate future updates to the job architecture.

Career transparency in the job architecture 

The job architecture provides career transparency with a structured and consistent framework for job roles, levels and career paths at ASU. It helps employees understand where they currently are at the university and the available opportunities for growth.

Other benefits include: 

• Employees gain clarity on the skills and qualifications needed to advance their careers, enabling them to focus on targeted professional development and training. Knowing the requirements for the next step in their career helps employees set realistic goals. 
• Improved retention as employees feel they have a clear path to advancement. Knowing there are growth opportunities makes them more likely to remain engaged and committed to the university. 
• Employees can map out a long-term career plan, identifying future roles and the qualifications needed to advance. 
• Outlining all available roles allows employees to see opportunities for lateral moves or shifts to other departments. This transparency fosters internal mobility and encourages employees to explore various career paths within ASU.

Job Architecture FAQs

This process ensures a safe and secure work and learning environment.

Resources

View the ASU background check policy, current rates for criminal background checks, frequently asked questions and information about Fair Credit Reporting Act rights.

• ACD126: Reference Check and Background Investigation.
• Background check and fingerprint FAQs.
• Background check price sheet.
• Motor vehicle records.  
• Summary of FCRA rights.

Vision coverage through the Avesis Advantage Program

Refer to the Enroll and change your benefits webpage for details on how and when you can enroll or update your benefits selections. Employees are responsible for paying the full premium for this voluntary plan. 

• Extensive provider access throughout the state. 
• $750 maximum allowance for LASIK surgery. 
• Hearing discount plan. 
• Increased in-network contact lens allowance. 
• Unlimited discounts on additional optical purchases. 
• Yearly coverage for a vision exam, glasses or contact lenses. 

How to use the Advantage Program

Visit the Avesis website to find a provider. Using in-network providers allows you to maximize your vision care benefit. Schedule an appointment with your chosen provider for services and identify yourself as an Avesis member employed by the state of Arizona. 

Review the Avesis plan details for more information about premiums and coverage. 

Out-of-network benefits and claims 

If you receive services from a non-participating provider, you will pay the provider in full at the time of service and submit a claim to Avesis for reimbursement. Send the out-of-network claim form and itemized receipt to Avesis within three months of the service date to be eligible for reimbursement. You can obtain and download the claim form from the Avesis website. 

Phone: toll-free 1-855-278-5081 or 480-727-9900 

Contact HR support online to submit an inquiry or check on your issue at any time.

Historically, the economic system has been designed around a linear extraction, processing, manufacturing, consumption and disposal path. There is no waste in nature, just a circular process. This is a paradigm shift, requiring a change in how our economic system produces, assembles, sells and uses products to minimize waste and maximize reuse value.

Through zero waste efforts, ASU is helping the local and global transition to a circular resource system. At ASU, we strive to create a system to achieve the highest reuse value, including economic, social and environmental values, for diverted resources.

Commitments

• Achieve 30% aversion by fiscal year 2025.
• Achieve 90% diversion by fiscal year 2025.
• Annually increase the value of diverted materials in the hierarchy of reuse.
• Annually improve the aversion and re-circulation characteristics of products and services purchased.
• Annually reduce landfill-destined single-use plastics to prevent items from ending up in our oceans and natural waterways. 

Tracking waste and recycling at ASU

ASU Zero Waste’s policy measures all university waste sent to the landfill, recycled or otherwise diverted. Major streams tracked include trash, commingled recycling, food waste, green waste and yard waste. ASU has tracked waste since fiscal year 2007. ASU has tracked waste since fiscal year 2007. ASU’s waste data is publicly reported through AASHE STARS, most recently in 2023.

Read about how ASU tracks waste across the whole university, our diversion progress and Zero Waste programs in ASU's Zero Waste Annual Report.

Plastic reduction

Nearly 14% of the waste produced at ASU is single-use plastics. Minimizing and eventually eliminating single-use plastics is a key strategy in reaching ASU’s circular resource system goal of 90% diversion and 30% aversion by 2025.

Reducing single-use plastics will reduce materials that may become litter. In addition to being unsightly, this litter carries an environmental cost as it ends up in our natural areas and waterways.

ASU is committed to navigating the complexities of supply chains and consumer behavior to become a more sustainable university. Strategic partnerships with ASU’s suppliers will be a key step in eliminating single-use plastics.

Learn more about how ASU is putting this commitment into action through the Plastics Reduction Initiative.

Purchasing

ASU’s sustainable purchasing policies encourage the transition to a circular resource system by promoting:

• Bio-based products.
• Biodegradable and compostable products.
• Forest Stewardship Council-certified or salvaged wood.
• Packaging take-back programs.
• Recycled content products.
• Recyclable packaging.
• Reusable and durable products.

ASU shifted to recycled-content paper in 2007 while also dramatically reducing paper purchases despite increased growth in campus population. ASU has switched to 100% recycled paper in all public copy machines and automatically prints double-sided with Canon.

Appointments are required. Bring your ASU ID and health insurance card to your screening. Visit ASU Events for available free health and hearing screenings. The following tests and measurements are included in the free health screening:

• Blood pressure.
• Blood work: Coronary risk ratio, fructosamine, glucose, HDL, LDL, total cholesterol, triglycerides, VLDL.
• Body mass index
• Height, weight and waist measurements.  
• Hemoglobin A1c is for those with diabetes and at high risk.
• Osteoporosis bone density screening. Recommended for men and women age 40 and older and those under 40 who are postmenopausal. 
• Prostate-specific antigen, PSA. Recommended for men age 40 and older.

Fasting for eight hours before the venous draw is required. Water and medications are permitted. Employees receive results in the mail within 7 to 10 business days. This event is HIP-endorsed, a program available to benefits-eligible State of Arizona employees. Comprehensive blood helps determine the health of many organs and body systems.

Fee-based screenings 

Additional tests are available for as low as a $25 copay. Cash, check or credit card is accepted. Allergy test results are delivered by mail within two to three weeks.

Contact Wellness Program Manager Liz Badalamenti with inquiries about available health and wellness screenings and classes.

There are a significant number of Occupational Safety and Health Agency regulations that apply to facilities maintenance operations, and any construction or remodeling activities. To assist ASU Facilities Development and Management staff with compliance with these regulations, and to ensure that best practices are followed, EHS has developed several general safety program guidance documents for use by ASU employees who work in facilities maintenance operations and similar positions. Examples are below and include a brief description and a link to the document. Employees working in laboratories or offices should review guidance available on those websites.

• Aerial lift operator safety program.
• ASU Chemical Hygiene plan.
• California injury illness prevention plan.
• Compressed gasses safety program.
• Confined space entry program.
• Construction, renovation and demolition guidelines program.
• Construction renovation project checklist.
• Control of hazardous energy program.
• Electrical safety program.
• Fall protection program.
• Fire prevention and safety plan.
• Guidelines for 3D printer safety.
• Hazard communication program.
• Hearing conservation program.
• Heat illness prevention program.
• Hot works permit: Welding, cutting and burning program.
• Makerspace guidance.
• Powered industrial truck program.
• Respiratory protection program.
• Water damage and mold fact sheet.
• Water damage and mold response procedures.

We can assist with safety and health complaints, including lab and shop safety concerns, indoor air quality, workstation setup, and general safety concerns. Please email EHS or call 480-965-1823 for assistance.

Aerial lifts

• Aerial lift operators' performance test.
• Aerial lift pre-use inspection checklist.

Crane lifts

• ASU crane rigging and lifting permit approval process.

Confined space entry

• ASU confined space evaluation form.
• Certificate of confined space hazard elimination.
• Confined space entry flow chart.
• Confined space entry permit.
• Confined space guidance reclassifying permit required.
• Confined space pre-entry checklist.

Facility use agreements

• ASU EHS addendum to space agreements.

Fall protection

• Annual inspection for a full-body harness.
• Annual inspection for rope grabs and lifelines.
• Annual inspection for lanyards and lifelines.
• Fall assessment evaluation.
• Fall protection work plan and checklist.
• Rescue plan.
• Visual inspection for guardrails.

Hotwork

• ASU building permit.
• ASU hotwork permit.

Lock Out Tag Out

• Abandoned lock removal form.
• Annual review information.
• Energy control procedure template.
• Energized electrical work permit form.

Powered industrial truck

• Forklift operator evaluation.
• Forklift pre-inspection checklist.

Respiratory protection

• Employee respiratory protection evaluation instructions and questionnaire.
• Voluntary use of respirators.

We are available to assist with health concerns related to shop and general safety. Please email EHS or call 480-965-1823 for assistance.

• Auto maintenance.
• Bench grinder.
• Chemical handling.
• Drain cleaning.
• Electrical.
• Energy information system.
• Gas-powered auger.
• Glass crusher.
• Grounds irrigation.
• Hand-powered tools.
• Mowing and trimming.
• Tree trimming.
• Pipe fitting.
• Power wash.
• PPE waste sorting.
• Sweeping and blowing.
• Welding and torch cutting.

Shop registration

Shops are required to be registered with EHS and registrations are updated on an annual basis via the CEMS system. The shop supervisor or their designee completes the registration process. 

Manage or update your registered shop information online in CEMS

1. Log in to CEMS with your ASURITE ID and password.
2. Select Registration Form, followed by clicking New Record.
3. Please fill out all applicable fields.
4. Adding an Emergency Contact is required.
5. Under "Describe other hazards or special concerns," please list all hazardous shop equipment located in the lab space.
6. Once all fields are completed, please click Submit.

After your registration has been submitted and approved, the EHS CEMS team will manually barcode and inventory all of the lab space's chemicals. Once this process is completed, your searchable chemical inventory can be accessed through the CEMS webpage under the "Chemical Inventory" tab.

Note: Review the Register a Laboratory/Space tutorial for more information, such as adding personnel to PI profiles, checking your chemical inventory, submitting hazardous waste pick-up forms and more. 

Supervisor safety

Supervisors are responsible for implementing safety policies and procedures in the work areas they supervise. The sheets below provide information and references to specific requirements of existing ASU EHS programs, contain essential health and safety information and provide answers to general compliance questions. Supervisors are expected to familiarize themselves with the sheets below that are specific to the work areas they supervise. Each fact sheet summarizes specific policy requirements, outlines the required information for supervisor responsibilities and provides quick references to applicable federal, state and university policy.

• Aerial lift safety information sheet.
• Asbestos management program sheet.
• Confined space information sheet.
• Contractor safety project management information sheet.
• Cranes, hoist and slings information sheet.
• Electrical safety information sheet.
• Fall protection information sheet.
• Fire safety prevention information sheet.
• Hazard communication at ASU sheet.
• Hazardous waste management sheet.
• Hearing conservation information sheet.
• Indoor air quality information sheet.
• Injury reporting and treatment information sheet.
• Lightning information sheet.
• Lockout Tagout information sheet.
• NFPA 70e arc flash information sheet.
• Plumbing decontamination guide.
• PPE for plumbing and HVAC.
• Powered industrial truck information sheet.
• Respiratory protection information sheet.
• Safe driver information sheet.
• Service provider acknowledgment.
• Supervisor's safety manual for general audiences.
• Universal waste management sheet.

Training 

All training courses are located on the EHS training page on the facilities-specific training tab. Facilities Management personnel must complete all online annual safety training requirements. Courses with multiple modules require completion of all parts of the training to receive credit.

A supervisor will notify you if your position requires additional classroom courses. 

View your transcripts in Workday Learning.

Employing the best and the brightest

The Office of Human Resources Talent Acquisition at ASU is your strategic partner in finding and securing the best talent to power university success. 

Our team also supports departments with impactful guidance on employee retention and outplacement services, helping ASU maintain a strong and dynamic workforce. Let us help you build an exceptional team.

We provide consultation and expertise on the following subjects: 

• Advertising strategies
• Recruiting
• Staffing solutions
• Training

Refer to the Recruitment Compass for a comprehensive guide to ASU best practices and step-by-step Workday instructions.

Recruitment Compass

Training and resources

Used in the acquisition of staff, undergraduate and graduate students.

• Archived recruitments 2019–2024
• Certified ASU hiring managers
• Job code to profile crosswalk
• Salary and job approval matrix
• SPP 201–01: Recruitment and Employment Policy
• Talent acquisition certification training
• Internal candidate application guide
• External candidate application guide

Staff

• Dan Klug, Director of Talent Acquisition

• Melanie Evanoff, Talent acquisition partner

   

• Irmalinda Christian, Advertising specialist

The table lists specific purchase types and any restrictions on the amount that can be purchased without a purchase order.

To receive payments from ASU for goods, services and other payments unrelated 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. 

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.

Note: For any of the purchase types above where a payment is being made to a foreign individual, the Foreign Data Collection form is required. 

Safeguarding volunteers at ASU

The Office of Risk Management offers support and advice on managing risks and securing insurance coverage for volunteers.

The recruitment, onboarding, and management of volunteers are managed by individual university departments.

Volunteers are persons performing official university activities while under the direction and control of an ASU-authorized official and are not paid. An ASU-authorized official is an ASU employee who is not a student worker. Employees who are working within the course and scope of their employment do not need to complete the volunteer process.

There are limits to the work and prerequisites for volunteers engaging in activities at ASU. These include but are not limited to the following:

• Building and lab keys are not issued to volunteers. Facility access for an approved volunteer is coordinated by the individual supervisor so that volunteers never work alone.
• Training may be necessary prior to beginning work as an approved volunteer. Volunteers working in research labs are required to receive lab-specific training from their supervisors. Supervisors are responsible for ensuring all training is completed prior to the start of the volunteer’s duties. The EHS Training Determination Tool can help determine specific training needs.
• Volunteers are limited to non-high-risk positions. Volunteer approval is contingent upon meeting the minimum qualifications to perform the task.

Volunteer activities must be registered with ORM to ensure insurance coverage. The ASU department responsible for the volunteer must:

1. Complete the Volunteer Activity Registry. The volunteer activity registry must be completed annually regardless of the time period noted on the volunteer form. Volunteer activities with adjunct faculty do not need to be submitted through the registry. However, the volunteer form and waiver must still be completed and maintained by the department.
2. Collect a completed volunteer form and waiver for each volunteer. Departments may download a PDF copy of the volunteer form and waiver below. The form can be completed by wet signature, or departments can use Adobe Sign to collect forms electronically.
3. Retain a copy of all volunteer forms and waivers for five years in a place with departmental access. In the event of a claim, ORM will contact the department registered for more information.
4. Notify the Office of Human Resources if a volunteer answers "yes" to a criminal conviction. Answering "yes" does not automatically disqualify an individual from volunteering. 

Volunteer forms are valid for the dates on the form. If a volunteer’s duties will extend past the dates on the form a new volunteer form must be completed.

• Group Waiver Form: For use in special cases where individual waivers cannot be collected prior to the activity.
• Volunteer Form and Waiver: This form does not apply to visiting scholars or research scientists, student workers in labs or enrolled students who are taking a lab class for academic credit. Please note for minors who are volunteers; a volunteer form must be completed and signed by their parent or guardian. Departments working with minors in labs must also follow the minors in labs process through ASU Environmental Health and Safety.

ASU volunteers are provided limited insurance coverage, including liability for acts or omissions while serving in their authorized capacity in accordance with state law, Arizona Revised Statutes §41–621 et seq., Arizona Administrative Code R2–10–107(B). Workers’ compensation coverage is not provided to volunteers. The state will provide a limited accident policy in excess over any primary insurance.

If a registered volunteer is injured while performing their volunteer duties, submit an incident report.

Before a volunteer can drive an ASU-owned or rented vehicle or cart, they must complete the Authorized Driver Program. Visit the Driving for ASU webpage to learn how to access the program and complete the required training.

Volunteers working with minors

Volunteers working in activities and programs with minors who are not ASU students or ASU employees who have responsibility for the care, control or custody of a minor as part of that activity or program must comply with the minors on campus policy.

Minors working in labs

If a minor falls under the definition of a volunteer, a volunteer form must be completed and signed by their parent or guardian. Departments working with minors in labs must also complete the Minors in Labs process through ASU Environmental Health and Safety before the minor can enter the lab. Refer to EHS 116: Minors in Laboratories for more information.

The Business Center accounting team is your partner in processing financial transactions within Workday. Please review some of the regular financial references used by the Business Center, such as the following:

• Best practices.
• FMS calendars.
• FMS resources.

The Business Center processes financial transfers, cash receipting and payables and expense reimbursements. Please review the forms below for more information, all of which are available on the Financial Services forms page. Review the procurement guide for more resources. 

• Business meals and related expenses.
• Cash handling training.
• Delegation forms.
• Missing receipt form.
• Supplier registration instructions. 

The Business Center is committed to strong internal controls.  Please review some of the resources pertaining to policies and procedures:

• FIN Manual.
• P-Card user's guide.
• Purchases not requiring a purchase order.
• Voyager cards best practice.

ASU publishes all solicitations. Suppliers should check the ASU Bid Board often, as changes may occur daily. Refer to the Enterprise Brand and Marketing Guide for more information on licensing, logos, marks and vendors. 

Suppliers interested in receiving notifications about upcoming sourcing opportunities should provide company profile information in the new portal, including product and service categories offered. If you submitted the web form that was available previously, please resubmit your information in this new portal.

Submitting your company’s information provides the following:

• Ability to review and act on ASU notifications and communications.
• Access to support personnel and training materials.
• Create and manage unlimited users and employee roles.
• Notification of sourcing opportunities based on selected commodity codes.
• Permission to respond to sourcing opportunities.
• Verify and update your company’s contact information.

Formal solicitations are published on the Commodities, Services and Facilities Bid Board. Suppliers are encouraged to check this resource regularly, as changes may occur daily.

Invoices

Incomplete invoices may delay the payment process. The purchase order will direct the supplier where to send the invoice. University policy is to pay for goods after receipt unless ASU makes a prior contractual arrangement.

The following information must appear on your invoice:

• Name and department of the individual placing the order — not the buyer.
• Complete and valid ASU purchase order number.
• Itemized description of the material ordered and shipped, including the date.

Tax

ASU is not exempt from Arizona sales and use tax without a specific exemption provided at the time of purchase.

ASU requires the supplier to pay all contributions, premiums and taxes under federal, state and local laws for employees engaged in work under an ASU contract, per FIN 108.

ASU uses PaymentWorks to automate and strengthen onboarding controls for suppliers conducting business with the university. PaymentWorks is a business identity platform that provides a streamlined and secure process for suppliers to manage their profile and all related information, such as banking details, contact information, payment status, etc., within the PaymentWorks supplier portal.

All ASU suppliers are required to register through PaymentWorks. Suppliers will receive an email invitation from ASU to begin the registration process. Please refer to the Supplier Registration User Guide for more information.

Email Supplier Administration for questions or more information.

• ASU standard terms and conditions for purchase orders.
• Insurance requirements.
• Mandatory RFP Certifications.
• Supplier Registration User Guide.
• Procurement Guide.

Suppliers and other non-ASU staff may email to ask procurement questions.

Arizona State University, Purchasing and Business Services
 

ASU publishes all solicitations. Suppliers should check the ASU Bid Board often, as changes may occur daily. Refer to the Enterprise Brand and Marketing Guide for more information on licensing, logos, marks and vendors. 

Suppliers interested in receiving notifications about upcoming sourcing opportunities should provide company profile information in the new portal, including product and service categories offered. If you submitted the web form that was available previously, please resubmit your information in this new portal.

Submitting your company’s information provides the following:

• Ability to review and act on ASU notifications and communications.
• Access to support personnel and training materials.
• Create and manage unlimited users and employee roles.
• Notification of sourcing opportunities based on selected commodity codes.
• Permission to respond to sourcing opportunities.
• Verify and update your company’s contact information.

Formal solicitations are published on the Commodities, Services and Facilities Bid Board. Suppliers are encouraged to check this resource regularly, as changes may occur daily.

Invoices

Incomplete invoices may delay the payment process. The purchase order will direct the supplier where to send the invoice. University policy is to pay for goods after receipt unless ASU makes a prior contractual arrangement.

The following information must appear on your invoice:

• Name and department of the individual placing the order — not the buyer.
• Complete and valid ASU purchase order number.
• Itemized description of the material ordered and shipped, including the date.

Tax

ASU is not exempt from Arizona sales and use tax without a specific exemption provided at the time of purchase.

ASU requires the supplier to pay all contributions, premiums and taxes under federal, state and local laws for employees engaged in work under an ASU contract, per FIN 108.

ASU uses PaymentWorks to automate and strengthen onboarding controls for suppliers conducting business with the university. PaymentWorks is a business identity platform that provides a streamlined and secure process for suppliers to manage their profile and all related information, such as banking details, contact information, payment status, etc., within the PaymentWorks supplier portal.

All ASU suppliers are required to register through PaymentWorks. Suppliers will receive an email invitation from ASU to begin the registration process. Please refer to the Supplier Registration User Guide for more information.

Email Supplier Administration for questions or more information.

• ASU standard terms and conditions for purchase orders.
• Insurance requirements.
• Mandatory RFP Certifications.
• Supplier Registration User Guide.
• Procurement Guide.

Suppliers and other non-ASU staff may email to ask procurement questions.

Arizona State University, Purchasing and Business Services
 

ASU benefits-eligible employees can earn up to $200 in incentives.

Join the Health Impact Program and learn easy ways to get more active, eat well and manage life’s ups and downs. HIP is a voluntary employee wellness program offered by the Arizona Department of Administration, Benefit Services Division.

Access HIP through the Personify Health app, which offers:

• Digital coaching.
• Health challenges.
• Mobile health checks.
• Personal health checklists.

Track daily activities on the mobile app from a wearable fitness device to help achieve goals.

HIP begins each January and ends on Dec. 31. Employees can join at any time during the year to start earning points toward tiered incentives. Earn up to $50 per quarter and $200 per year. Hit 12,500 points before the end of each quarter for a 1,000-point bonus the following quarter. Every extra 5,000 points earns an entry into a quarterly wellness gear drawing.

Dependent and retiree eligibility 

Spouses and adult dependents may participate but are not eligible to earn the incentive. Retirees are not eligible to participate in the program. Participation is voluntary. 

How to register for HIP

1. Download the HIP guide and follow the instructions to join the program. 
2. Download the Personify mobile app and log in to track your activities.

Call 844-984-1776 or visit the Personify Health support services webpage for assistance. Visit the ADOA employee wellness webpage for details about point rules, eligibility and payout.  

At ASU, EHS and partners ensure the highest standards of animal biosafety for employee safety.

Employee safety when working with animals is a collaborative effort led by ASU EHS in partnership with the Department of Animal Care and Technologies, Institutional Animal Care and Use Committee and Institutional Biosafety Committee. 

The ASU Biosafety Manual outlines work with infectious or recombinant and synthetic materials, animals, and genetically modified animals. Before work can begin, approval must be received from the IACUC and the IBC. ASU Animal Biosafety supports researchers, employees and students in their research to ensure all procedures are performed safely and follow federal, state, local and university regulations and policies.

ASU Biosafety and Animal Biosafety utilize the National Institutes of Health Guidelines for Research Involving Recombinant or Synthetic Nucleic Acid Molecules, the U.S. Department of Health and Human Services Biosafety in Microbiological and Biomedical Laboratories manual and other biosafety sources to provide up-to-date training and information.

ASU Animal Biosafety diligently manages arthropods at ASU, playing a crucial role in ensuring the safety and security of the campus community. Arthropods include those that may transmit pathogens, such as mosquitoes and ticks, and those that do not commonly do so, such as ants, bees and mealybugs. Common arthropods in ASU research are drosophila, which comprises fruit flies, mosquitoes and spiders. Additionally, the IBC maintains the purview of arthropod research if it involves microorganisms, genetic modifications or recombinant DNA.

EHS is a valuable resource for researchers who require permits to establish arthropod facilities. They provide comprehensive support, helping researchers determine standard operating procedures for their activities and working with regulatory agencies to ensure a smooth and safe research process.

We use the American Committee of Medical Entomology’s Arthropod Containment Guidelines version 3.2 and the subsequent addendum to version 3.2 to maintain a standard of arthropod research at ASU. These documents are our primary resource for remaining consistent with the NIH Guidelines for Research Involving Recombinant or Synthetic Nucleic Acid Molecules and the Biosafety in Microbiological and Biomedical Laboratories manual.

Review the ASU fact sheet for using transgenic arthropods in research and teaching for more information.

Zoonotic agents are pathogens that can be transmitted between animals and humans. Using these agents in research animals falls under the auspices of animal biosafety. Human exposure can occur through multiple routes, including bites, scratches, aerosol droplets, mucosal secretions, feces or urine. For animals inoculated with infectious agents, there may also be a concern of transmission among a susceptible animal colony, and these agents fall under the auspices of animal biosecurity. While many laboratory animal species are bred to be free of pathogens, there may be zoonotic agents associated with laboratory animals, some of which can pose a risk to humans or other animals in the colonies.

Additionally, humanized animals like those administered or implanted with human tissues or cells capable of supporting the replication of human agents, animals with altered genotypes resulting in new or increased susceptibility to infectious agents, and animals with altered immune systems, such as severe combined immunodeficient like mice, require specific risk assessments for zoonotic issues.

• Animal biosafety PPE requirements.
• ABSL PPE table.

Submit a claim

Any claim reaching 90 days with no action or any claim submitted after 90 days will be denied by the State of Arizona.

The state of Arizona requires the claim and all required documentation to be submitted within the time frames outlined below.

Property claim

• One day from discovery of loss for damage expected to exceed $10,000.
• 10 days from discovery of loss for damage expected to be under $10,000.

Auto claim

• One day from discovery of loss for damage expected to exceed $5,000.
• 10 days from discovery of loss for damage expected to be under $5,000 or below.

Process

1. ASU department submits the loss form with supporting documentation.
2. The Office of Risk Management reviews the documentation and assigns a claim number.
3. The Arizona Department of Administration claims adjuster, or ASU’s risk administrator, will review the claim and contact the department directly to investigate.

Submit a loss report

ASU’s auto insurance includes coverage for ASU-owned or leased vehicles, carts, vehicles rented under ASU’s Enterprise contract and vehicles rented under the state Hertz contract. ASU’s auto insurance does not cover the personal vehicles of employees or students.

Losses due to accident, theft, break-in or vandalism are criminal acts and must be immediately reported to the ASU Police Department.

ASU-owned or leased

Any damage or loss to an ASU-owned or leased vehicle must be reported to the Office of Risk Management. Departments must submit an auto loss report along with two detailed quotes or estimates, pictures and a police report for car accidents, vandalism or theft. Departments must wait for ORM or ADOA’s approval before moving forward with any repairs. Failure to do so will result in the denial of reimbursement of damages.

Rental car

Departments should utilize ASU’s Enterprise contract or the state Hertz contract when renting vehicles for ASU business. These contracts have set rates that include the damage waiver and liability insurance. Departments do not need to purchase additional insurance unless traveling internationally. 

In the event of damage or loss to a rental vehicle, submit an auto loss report and attach a copy of the rental agreement, photos of rental vehicle that include license plate and area of damage, any quotes or invoices received from the rental car company for the damage. 

If a state rental contract was not used, a loss report must still be submitted, and the rental car company must submit a Notice of Claim to ABOR within 90 days. Please have the rental car company contact ORM for the Notice of Claim form. 

Notice of enterprise truck and van deductible

While the damage waiver is included when renting trucks and vans through Enterprise via the ASU contract, certain truck and van rentals are subject to a $1,000 deductible in the event of damage or loss. Review the Enterprise Truck Rental Summary to view which trucks and vans are subject to the deductible. 

An auto loss report must be submitted by departments seeking reimbursement of a deductible. Deductible reimbursements are only issued directly to the department, not individual employees. To avoid reimbursement delays or complications, employees traveling on university business are strongly encouraged to use an ASU travel card when paying for rental vehicles. 

Windshield damage

Windshield replacements for ASU-owned vehicles are handled by a contracted vendor. Once a windshield loss report is submitted by the department, they will receive a claim number and instructions for scheduling the repair with the contracted vendor.

Windshield replacements for rented vehicles are handled by the rental company, and the department should receive a final invoice for repairs. Departments must then submit a windshield loss report and the supporting documentation to ORM.

ADOA Risk Management Division requires each agency and all officers, agents and employees thereof to operate following Arizona Revised Statute §41-621 and Arizona Administrative Code R2-10-104 (A) and in all respects with the ADOA Risk Management Section and the Attorney General’s Office and agencies shall provide all information and materials required for adequate investigation and resolution of claims.

ASU’s property insurance includes coverage for real property — buildings and equipment — and business personal property — contents and supplies. ASU’s property insurance does not cover the personal property of employees or students.

Departments are responsible for submitting a loss report for damage to contents or supplies. Facilities Management will submit a loss report for any structural/building damage.

Losses due to theft, break-in or vandalism are criminal acts and must be immediately reported to the ASU Police Department.

Required documentation

ADOA requires each agency and all officers, agents and employees thereof to operate in accordance with Arizona Revised Statute §41-621 and Arizona Administrative Code R2-10-104 (A) in all respects with the ADOA and the Attorney General’s Office and agencies shall provide all information and materials required for adequate investigation and resolution of claims.

• Detailed quote or estimate.
• Original purchase order or content damage receipts. 
• Pictures.
• Police report if vandalism or theft is suspected.
• Property control or serial numbers for content damage. 
• Property loss form.

A third-party loss includes bodily injury or property damage to a third party, including vehicles, electronics, equipment, tools, etc. The reporting requirements and claims process stated above do not apply to third-party incidents or claims. Third-party claimants have 180 days to submit a Notice of Claim to ABOR starting from the date of the discovery of loss.

To notify ASU of a third-party loss, please submit an incident below. Submitting an incident report is only to notify ASU of the damage or loss so we may contact you for more details. It is not an acceptance of liability or admittance of guilt by ASU, ABOR or the state of Arizona, and it does not satisfy the Notice of Claim requirements of the state of Arizona per ARS. 12-821.01.

Submit an incident

Employee workers’ compensation coverage and claims issues should be directed to the Human Resources benefits office. The reporting requirements and claims process stated above do not apply to workers' compensation claims.

University Services Building
1551 S Rural Road
Tempe AZ 85281
Phone: 480-965-7700
Email Us

Submit a claim

Any claim reaching 90 days with no action or any claim submitted after 90 days will be denied by the State of Arizona.

The state of Arizona requires the claim and all required documentation to be submitted within the time frames outlined below.

Property claim

• One day from discovery of loss for damage expected to exceed $10,000.
• 10 days from discovery of loss for damage expected to be under $10,000.

Auto claim

• One day from discovery of loss for damage expected to exceed $5,000.
• 10 days from discovery of loss for damage expected to be under $5,000 or below.

Process

1. ASU department submits the loss form with supporting documentation.
2. The Office of Risk Management reviews the documentation and assigns a claim number.
3. The Arizona Department of Administration claims adjuster, or ASU’s risk administrator, will review the claim and contact the department directly to investigate.

Submit a loss report

ASU’s auto insurance includes coverage for ASU-owned or leased vehicles, carts, vehicles rented under ASU’s Enterprise contract and vehicles rented under the state Hertz contract. ASU’s auto insurance does not cover the personal vehicles of employees or students.

Losses due to accident, theft, break-in or vandalism are criminal acts and must be immediately reported to the ASU Police Department.

ASU-owned or leased

Any damage or loss to an ASU-owned or leased vehicle must be reported to the Office of Risk Management. Departments must submit an auto loss report along with two detailed quotes or estimates, pictures and a police report for car accidents, vandalism or theft. Departments must wait for ORM or ADOA’s approval before moving forward with any repairs. Failure to do so will result in the denial of reimbursement of damages.

Rental car

Departments should utilize ASU’s Enterprise contract or the state Hertz contract when renting vehicles for ASU business. These contracts have set rates that include the damage waiver and liability insurance. Departments do not need to purchase additional insurance unless traveling internationally. 

In the event of damage or loss to a rental vehicle, submit an auto loss report and attach a copy of the rental agreement, photos of rental vehicle that include license plate and area of damage, any quotes or invoices received from the rental car company for the damage. 

If a state rental contract was not used, a loss report must still be submitted, and the rental car company must submit a Notice of Claim to ABOR within 90 days. Please have the rental car company contact ORM for the Notice of Claim form. 

Notice of enterprise truck and van deductible

While the damage waiver is included when renting trucks and vans through Enterprise via the ASU contract, certain truck and van rentals are subject to a $1,000 deductible in the event of damage or loss. Review the Enterprise Truck Rental Summary to view which trucks and vans are subject to the deductible. 

An auto loss report must be submitted by departments seeking reimbursement of a deductible. Deductible reimbursements are only issued directly to the department, not individual employees. To avoid reimbursement delays or complications, employees traveling on university business are strongly encouraged to use an ASU travel card when paying for rental vehicles. 

Windshield damage

Windshield replacements for ASU-owned vehicles are handled by a contracted vendor. Once a windshield loss report is submitted by the department, they will receive a claim number and instructions for scheduling the repair with the contracted vendor.

Windshield replacements for rented vehicles are handled by the rental company, and the department should receive a final invoice for repairs. Departments must then submit a windshield loss report and the supporting documentation to ORM.

ADOA Risk Management Division requires each agency and all officers, agents and employees thereof to operate following Arizona Revised Statute §41-621 and Arizona Administrative Code R2-10-104 (A) and in all respects with the ADOA Risk Management Section and the Attorney General’s Office and agencies shall provide all information and materials required for adequate investigation and resolution of claims.

ASU’s property insurance includes coverage for real property — buildings and equipment — and business personal property — contents and supplies. ASU’s property insurance does not cover the personal property of employees or students.

Departments are responsible for submitting a loss report for damage to contents or supplies. Facilities Management will submit a loss report for any structural/building damage.

Losses due to theft, break-in or vandalism are criminal acts and must be immediately reported to the ASU Police Department.

Required documentation

ADOA requires each agency and all officers, agents and employees thereof to operate in accordance with Arizona Revised Statute §41-621 and Arizona Administrative Code R2-10-104 (A) in all respects with the ADOA and the Attorney General’s Office and agencies shall provide all information and materials required for adequate investigation and resolution of claims.

• Detailed quote or estimate.
• Original purchase order or content damage receipts. 
• Pictures.
• Police report if vandalism or theft is suspected.
• Property control or serial numbers for content damage. 
• Property loss form.

A third-party loss includes bodily injury or property damage to a third party, including vehicles, electronics, equipment, tools, etc. The reporting requirements and claims process stated above do not apply to third-party incidents or claims. Third-party claimants have 180 days to submit a Notice of Claim to ABOR starting from the date of the discovery of loss.

To notify ASU of a third-party loss, please submit an incident below. Submitting an incident report is only to notify ASU of the damage or loss so we may contact you for more details. It is not an acceptance of liability or admittance of guilt by ASU, ABOR or the state of Arizona, and it does not satisfy the Notice of Claim requirements of the state of Arizona per ARS. 12-821.01.

Submit an incident

Employee workers’ compensation coverage and claims issues should be directed to the Human Resources benefits office. The reporting requirements and claims process stated above do not apply to workers' compensation claims.

University Services Building
1551 S Rural Road
Tempe AZ 85281
Phone: 480-965-7700
Email Us

Post a job

The Business Center will be your partner in administering recruitment searches, including both external searches and waivers of recruitment. Please submit the job posting form to get started and review the following resources:

• Job Code MRZ, including job code dashboard, screening questions and job descriptions.
• Salary and job action approval matrix.

Onboard an employee

The Business Center will sign up your new staff employee for orientation at the Tempe campus, and is happy to provide information regarding parking, My ASU access, pay, tax and benefits information. Review the resource below.

• New employee — staff or student.

Change an employee’s job attributes — hours, pay, job code, etc.

The Business Center processes all changes regarding your staff’s employment, including FTE changes, pay rate changes, promotions, department code changes, etc. Please review the following resources:

• Job code MRZ.
• Salary and job action approval matrix.
• Sample letters.

Handle an employee’s resignation

Provide the Business Center with a copy of the employee’s resignation letter. The Business Center will prepare an Acceptance of Resignation letter for you to provide to your employee and will assist in processing the termination, including final approval of the employee’s timesheet. Please review the following resources. If you need to backfill the employee, review the Post a job section in the Recruitment tab.

• HR termination information for employees.

Approve an employee’s time

•  Email your request and we will work directly with you upon receipt of your request.
• Review these resources:
  • Guidelines and responsibilities: Review the time reporting tab.
  • SPP 701–01: Health Leave Benefits.
  • SPP 702–01: Vacation Leave Benefits.

Adjust an employee’s timesheet

• Email your request and review these resources:
  • Guidelines and Responsibilities: Review the time reporting tab.
  • SPP 701–01: Health Leave Benefits.
  • SPP 702–01: Vacation Leave Benefits.

The Business Center partners with the OHR Benefits team to provide administration of leaves of absences for all employees. Refer to the following resources, and contact the Business Center to get started if you or your employee is in need of a leave of absence.

• HR leaves of absence information.
• Dept of Labor Employee Guide to FMLA.
• Leave of absence request form.
  • SPP 701-01: Health Leave Benefits.
  • SPP 702-04: Compassionate Transfer of Leave Benefits.
  • SPP 705-01: Extended Leave of Absence.
  • SPP 705-02: Family Leave of Absence.

Ethics and compliance with laws, policies and regulations are priorities at Arizona State University.

If you have a pressing ethical or compliance concern or a highly sensitive matter that is best kept confidential and have exhausted your options for reporting your concerns to your supervisor or other appropriate ASU office, you may report your concern through the ASU Hotline without fear or retaliation. You can also report your concern anonymously.

The ASU Hotline is a comprehensive, 24-hour accessible telephone and web-based service that provides support for 175 different languages. The ASU Hotline promotes a safe, secure and ethical environment for all Sun Devils and university guests.

Do not use this site to report an immediate threat to life or property. Reports submitted through this service may not receive an immediate response.

The ASU Hotline is not a 911 or emergency service. For emergencies, dial 911. For mental health emergencies, call EMPACT at 480-921-1006.

The Hotline should not be used to report interpersonal disputes, departmental conflicts requiring resolution or communication difficulties between employees and supervisors that do not pertain to allegations of criminal activity or violations of University policy. The Office of Human Resources, the Office of University Rights and Responsibilities and the Employee Assistance Office provide resource options for these types of concerns.

Visit the emergency information webpage for additional emergency and safety resources.

Raising concerns about safety and non-compliance with laws, regulations and policies applicable to ASU is a service to the university and to the community. ASU complies with a variety of laws, regulations and policies to protect everyone.  The personal safety of our students, faculty, staff and guests is at the forefront of our effort to provide an independent outside resource to report concerns requiring action. In addition to your personal safety, areas of compliance include:

• Contractual agreements.
• Environmental health and safety.
• Equal opportunity.
• Financial transactions.
• IT systems and network security.
• NCAA rules.
• Research administration.

EthicsPoint is an industry-leading comprehensive hotline service with more than 25 years of experience. This independent multilingual service is provided to the ASU community 24/7 to promote a safe, secure and ethical environment for all students, faculty, staff and guests of the university. By calling 1-877-786-3385, you will contact a trained counselor at EthicsPoint who can help you with the reporting process or file your concerns online.

You can file a report in the following ways:

• By phone at 1-877-786-3385.
• Online.

Examples of actionable concerns and the appropriate ASU office to contact:

Download a poster of the hotline number and place it in a public area such as a department break room or kitchen.

• 8.5 x 11.
• 11 x 17.

The Unmanned Aircraft Systems policy applies to all Arizona State University students, faculty, staff and guests who plan to operate a UAS or drone.

This includes, but is not limited to:

• An ASU unit that is contracting or hiring with a third-party to provide UAS services.
• Any person operating a UAS on or above university property.
• ASU students, faculty or staff who will operate a UAS in any location, whether on ASU property or not, as part of their university employment or ASU activities or special events.
• The purchasing of a UAS with funding through ASU, including university accounts, grants or ASU foundation accounts.

Anyone wishing to operate a UAS, drone or model aircraft is required to obtain approval from the Office of Risk Management and Emergency Management before operation.

To request permission, individuals should:

1. Complete an Unmanned Aircraft Systems request form.
   • Requestors must include a copy of their Federal Aviation Administration UAS certificate of registration, flight plan diagram and remote pilot’s license.
2. Non-ASU affiliates must sign a Release, Indemnity and Assumption of Risk Agreement.
   • Along with the items outlined in step one, non-ASU affiliates must also include a completed agreement and a copy of the certificate of insurance within the request.
3. All documents and forms are reviewed by ORM and Emergency Management.
   • If approved, the requestor will be notified and issued a permit.
   • If denied, a representative from ORM and Emergency Management will connect with the requestor to discuss their initial request.

All documentation and forms must be submitted at least 15 days before the requested flight date.

Email ORM and Emergency Management with questions.

The state of Arizona provides aviation liability coverage only for unmanned aircraft systems owned by Arizona State University. In addition to that, coverage is afforded on an actual cash value basis for the loss of or damage to an ASU-owned unmanned aircraft system. No coverage will be afforded to physical damage to an unmanned aircraft system owned by ASU employees, students, staff or faculty members. Each department is responsible for repairs, replacements, maintenance and any type of mechanical upkeep by Federal Aviation Administration guidelines.

Third parties and/or UAS vendors are required to purchase their own aviation liability coverage prior to conducting a flight on campus or any event associated with ASU.

Any ASU employee, student, or unit using university funds or funds disbursed through a university account or grant funds to purchase a UAS, the parts to assemble a UAS or UAS services, must provide ORM with the Certificate of Aircraft Registration and Operators Certificates for any ASU operators.

UAS operators are prohibited from monitoring, photographing or recording areas where there is a reasonable expectation of privacy.

These areas include, but are not limited to:

• Changing or dressing rooms.
• Employee offices.
• Health treatment rooms.
• Laboratories.
• Locker rooms.
• Private residential properties.
• Restrooms.
• Student housing facilities.

Written approval is required to operate a UAS in such areas and must be included within the request form.

When filming with a UAS on or off university property, please visit ASU's Enterprise Brand and Marketing Guide for proper photography and videography guidelines.

If you witness a drone operating dangerously or potentially without a proper permit, please contact the ASU Police Department on the non-emergency line at 480-965-3456 to report the observation.

Review EHS 707: Unmanned Aircraft Systems or Drones for more information.

Visit the following webpages to obtain additional information about UAS guidelines and operating procedures.

Airports

• Phoenix-Mesa Gateway Airport: Drone operators.
• Phoenix Sky Harbor International Airport: Fly Your Drone Responsibly.

Federal Aviation Administration

• Unmanned Aircraft Systems.

The Unmanned Aircraft Systems policy applies to all Arizona State University students, faculty, staff and guests who plan to operate a UAS or drone.

This includes, but is not limited to:

• An ASU unit that is contracting or hiring with a third-party to provide UAS services.
• Any person operating a UAS on or above university property.
• ASU students, faculty or staff who will operate a UAS in any location, whether on ASU property or not, as part of their university employment or ASU activities or special events.
• The purchasing of a UAS with funding through ASU, including university accounts, grants or ASU foundation accounts.

Anyone wishing to operate a UAS, drone or model aircraft is required to obtain approval from the Office of Risk Management and Emergency Management before operation.

To request permission, individuals should:

1. Complete an Unmanned Aircraft Systems request form.
   • Requestors must include a copy of their Federal Aviation Administration UAS certificate of registration, flight plan diagram and remote pilot’s license.
2. Non-ASU affiliates must sign a Release, Indemnity and Assumption of Risk Agreement.
   • Along with the items outlined in step one, non-ASU affiliates must also include a completed agreement and a copy of the certificate of insurance within the request.
3. All documents and forms are reviewed by ORM and Emergency Management.
   • If approved, the requestor will be notified and issued a permit.
   • If denied, a representative from ORM and Emergency Management will connect with the requestor to discuss their initial request.

All documentation and forms must be submitted at least 15 days before the requested flight date.

Email ORM and Emergency Management with questions.

The state of Arizona provides aviation liability coverage only for unmanned aircraft systems owned by Arizona State University. In addition to that, coverage is afforded on an actual cash value basis for the loss of or damage to an ASU-owned unmanned aircraft system. No coverage will be afforded to physical damage to an unmanned aircraft system owned by ASU employees, students, staff or faculty members. Each department is responsible for repairs, replacements, maintenance and any type of mechanical upkeep by Federal Aviation Administration guidelines.

Third parties and/or UAS vendors are required to purchase their own aviation liability coverage prior to conducting a flight on campus or any event associated with ASU.

Any ASU employee, student, or unit using university funds or funds disbursed through a university account or grant funds to purchase a UAS, the parts to assemble a UAS or UAS services, must provide ORM with the Certificate of Aircraft Registration and Operators Certificates for any ASU operators.

UAS operators are prohibited from monitoring, photographing or recording areas where there is a reasonable expectation of privacy.

These areas include, but are not limited to:

• Changing or dressing rooms.
• Employee offices.
• Health treatment rooms.
• Laboratories.
• Locker rooms.
• Private residential properties.
• Restrooms.
• Student housing facilities.

Written approval is required to operate a UAS in such areas and must be included within the request form.

When filming with a UAS on or off university property, please visit ASU's Enterprise Brand and Marketing Guide for proper photography and videography guidelines.

If you witness a drone operating dangerously or potentially without a proper permit, please contact the ASU Police Department on the non-emergency line at 480-965-3456 to report the observation.

Review EHS 707: Unmanned Aircraft Systems or Drones for more information.

Visit the following webpages to obtain additional information about UAS guidelines and operating procedures.

Airports

• Phoenix-Mesa Gateway Airport: Drone operators.
• Phoenix Sky Harbor International Airport: Fly Your Drone Responsibly.

Federal Aviation Administration

• Unmanned Aircraft Systems.

ASU maintains auto liability insurance to cover damages and legal defense costs for bodily injury or property damage resulting from auto accidents involving vehicles owned by the university.

Only authorized drivers affiliated with the university in the capacity of an employee or registered volunteer are permitted to drive a vehicle rented or owned by the university. Use of a vehicle is restricted to authorized university-related activities. ASU affiliates and third parties are not permitted to drive ASU vehicles. Please email the Office of Risk Management with any questions.

ASU-owned vehicles and carts are covered under the state’s auto liability insurance. A copy of ASU’s auto liability certificate of insurance should be carried in every ASU vehicle. In the event of damage to an ASU-owned vehicle or cart, departments must submit a claim.

Auto liability certificate of insurance

ASU-owned vehicles traveling to Mexico

Please request a Mexico ID card below when using an ASU-owned vehicle to travel to Mexico. Mexico has stringent insurance requirements, and the ASU department must carry evidence of the Mexican insurance card in the vehicles during their travels. ASU departments must follow the Mexico claim reporting requirements if the state of Arizona liability coverage needs to be activated due to a claim. 

Request Mexico ID card

Renting a vehicle traveling to Mexico

ASU or state rental contracts are not available for Mexico car rentals. Departments must purchase additional full-coverage insurance through the rental car company. In the event of any damage to the rented vehicle, please submit a vehicle loss report. 

Using a personal vehicle to travel to Mexico

The Office of Risk Management strongly advises against using personal vehicles to travel to Mexico since personal vehicles are not covered under ASU’s insurance on a primary basis. The state of Arizona only provides liability coverage on an excess basis and will not cover physical damage to a personal vehicle. If you choose to use your personal vehicle, you must contact your personal auto insurance carrier to obtain Mexico auto coverage to be compliant with local laws. You must familiarize yourself with what your insurer requires in the event of a claim.

The state of Arizona does not provide coverage for personal vehicles. In the event that a personal vehicle is used to conduct ASU business, the owner’s auto insurance will be primary in the event of any damage, and the state will only provide coverage for bodily injury in excess of the individual’s auto insurance. No physical damage will be provided by the state.

If you are an ASU employee who was injured while driving a personal vehicle on ASU business, please submit a workers' compensation claim.

When renting a vehicle for official ASU business departments must:

1. Use an ASU or state rental contract, where available.
2. Ensure the rental agreement includes the ASU or state contract number and states, “Vehicle is being used for official ASU business.”
3. Take vehicle front, back and side pictures at pick-up and drop-off.
4. Familiarize yourself with the ASU claims process in the event of an accident or damage to the rental vehicle.
5. Keep ASU’s auto liability certificate of insurance in the rental car in case of an accident.
6. In the event a rental vehicle is damaged, submit an auto claim.

U.S. rentals

Vehicles rented and driven within the U.S., used for official ASU business and rented under an ASU or state contract are covered by the state of Arizona’s auto liability coverage. Departments do not need to purchase the additional insurance offered by the rental car company.

If an ASU or state contract is not used and the vehicle is damaged, please follow the rental car instructions under the Automobile tab on the Claims webpage.

International rentals

ASU or state rental contracts are not available for international car rentals. Departments must confirm that full-coverage insurance is included in their rental rates with the rental company. If insurance coverage is not included, the departments must purchase the full coverage insurance offered by the rental car company.

If the country you are traveling to does not require you to purchase additional local coverage while you are traveling on official ASU business, the state provides contingent auto liability coverage in the event the vehicle is damaged, and there is no local coverage in place.

Payment

Vehicles rented for a trip with an overnight stay or for a single-day trip that will be reimbursed through My ASU TRIP should be paid with an ASU Travel Card or a personal card. Vehicles rented for a single day without registering the trip in My ASU TRIP can be placed on the Purchasing Card. No P-Card exception is needed for this transaction.

Travel card companies often offer vehicle rental coverage. If a Travel Card is used, the department must submit a claim to the travel card company first. In the event the travel card company denies the claim, the department must then submit a claim to ASU.

Review the ASU Enterprise rental car contract for more information.

University employees traveling on authorized university business outside the United States are provided insurance coverage for liability and workers’ compensation through the Arizona Department of Administration, Risk Management Section, following Arizona state law. University property used in authorized international travel is covered under the university’s property insurance coverage program.

In addition, ASU employees are provided with Business Travel Accident coverage, which includes medical. All university employees are encouraged to print an international travel insurance card and carry it with them while traveling internationally. Employees should call the number on the card when needing emergency assistance. For more information on incident reporting while abroad, refer to the manage emergencies instructions.

University employees traveling on authorized university business domestically are provided insurance coverage for liability and workers’ compensation for job-related injury through the Arizona Department of Administration, Risk Management Section, following Arizona state law. University property used in connection with domestic business travel is covered under the university’s property insurance coverage program.

Employee workers’ compensation coverage and claims issues associated with domestic or international travel can be directed to the Human Resources benefits office.

Review the ASU travel webpage for information on traveling for ASU.

Always carry an international travel insurance card.

Before obtaining medical or non-medical assistance, call:

• 1-844-632-0002 in the U.S. and Canada.
• For calls outside the U.S. or Canada, for security assistance, call collect at 1-416-646-5602.
• Please identify yourself as an insured of Zurich North America.
• The policy group name is: State of Arizona.
• The insurance identification number is: ZE 3400535-01.

International emergency travel assistance is available to university employees during business travel.

Coverages include but are not limited to:

• Accidental death benefits.
• Accidental dismemberment and plegia benefit.
• Medical and non-medical repatriation.
• Security evacuation assistance.
• Therapeutic counseling benefit.
• Travel medical insurance.

Coverage and services apply only to university employees while traveling on behalf of the university.

Travelers should contact their personal health care insurer for details on their medical coverage should the traveler become ill or injured when unrelated to university business. Policy terms and conditions are subject to change as policies renew.

The university provides limited accidental medical expense coverage in excess of any other collectible medical insurance for non-employees authorized to travel domestically on university business. Coverage applies to students participating in approved field trips and university volunteers traveling on authorized university business. Accidental death and dismemberment benefits are also included.

Coverage limits include:

• Aggregate limit of liability: $375,000 per accident.
• Death and dismemberment: Principal sum $25,000.
• Medical expense limit: $25,000.

Notification

If a non-employee is injured on a field or business trip, please contact the Office of Risk Management to initiate the claims process.

Vendors and contractors working for ASU must maintain certain minimum amounts of insurance throughout the term of their agreement.

Each ASU department is responsible for the appropriate collection, validation and retention of the certificate of insurance.

A COI must be collected from third parties and validated for: 

1. Construction and professional services, as defined by the Arizona Board of Regents.*
2. Suppliers awarded through the invitation for bid or request for proposal processes are generally listed on the ASU SunMart page.* 
3. Other purchases that pose a visible risk, including but not limited to food service, events, heavy equipment installation, information or network security, etc. The collection and validation for third-party compliance provide an extended list of other purchases.
4. Property management and lease agreements, including facility use agreements. 

*These contracts are managed by ASU’s procurement department. 

If you are using an ASU contract, use the insurance requirements outlined in the contract to validate the COI. If you are using a purchase order or have no contract, use the standard insurance requirements to validate the COI. Additional requirements apply to alcohol service and interacting with minors.  

To ensure the third party’s insurance meets ASU requirements, review the COI to verify:  

1. The dates are current and cover the duration of the agreement or services provided.
2. All required coverages are included.
3. Limits meet or exceed the requirements.    
4. Where applicable, the additional insured language is included and includes all parties listed in the requirements, specifically the state of Arizona, as ASU’s insurer.
5. Where applicable, the waiver of subrogation is included and includes all parties listed in the requirements, specifically the state of Arizona, as ASU’s insurer.

Once validated, keep the COI with the appropriate contract or payment documentation related to the transaction. If an agreement is renewed in the future, check the insurance at the time of renewal to ensure the requirements are still met.  

Additional insurance requirements may be required depending on the scope of services being provided or the specific use of an ASU facility. Email the Office of Risk Management if you have questions about what requirements apply or whether additional coverage may be needed.

Certificate of insurance examples:

• Events.
• Facility use.
• Standard requirements. 
• Understanding COI terminology — sample COI with terminology descriptions. 

Certificates of insurance

Any certificate of insurance issued is for informational purposes only and gives no rights to the certificate holder. The certificate does not amend, extend or alter coverage afforded by Arizona law.

ASU may be asked by third parties to provide evidence of the university’s insurance coverage in conjunction with agreements and contracts negotiated by ASU employees. Examples of situations where the university may be required to provide evidence of insurance include: 

• Professional services agreements — where ASU is providing services.
• Research grant sub-awards.
• Using an off-campus location to host an event, ceremony, athletic event, theater production, practice space, job fair, educational outreach event, etc.

Arizona State University is self-insured under the State of Arizona Department of Administration Risk Management Department. The state of Arizona maintains for all its departments, agencies, boards, commissions and employees insurance and self-insurance in accordance with Arizona Revised Statutes §§ 41-621 and 41-622. Coverage includes commercial general liability, professional liability, commercial automobile liability and workers’ compensation for Arizona State University employees acting in the course and scope of their employment or authorization. 

A copy of ASU’s Certificate of Insurance evidencing coverage terms and limits can be downloaded below.

ASU Certificate of Insurance

If a third party requires a certificate with a named certificate holder, the ASU department must submit a Certificate of Insurance Request to the Office of Risk Management. A copy of the contract must be submitted with the request.

The state of Arizona provides professional liability coverage per statute ARS §41-621 for medical malpractice claims against medical providers while acting in the course and scope of their employment or state-authorized activities. The state provides a letter for medical malpractice only. For proof of coverage for all other forms of professional liability, please follow the instructions under the external entities tab.

To request a credential letter, the supervisor of the employee or student must submit a credential request.

Process

1. The department submits a credential request.
2. ORM reviews the request and submits it to ADOA for processing.
3. ORM then sends a copy of the credential letter to the requesting department.

Submit credential request

Certificates of insurance

Any certificate of insurance issued is for informational purposes only and gives no rights to the certificate holder. The certificate does not amend, extend or alter coverage afforded by Arizona law.

ASU may be asked by third parties to provide evidence of the university’s insurance coverage in conjunction with agreements and contracts negotiated by ASU employees. Examples of situations where the university may be required to provide evidence of insurance include: 

• Professional services agreements — where ASU is providing services.
• Research grant sub-awards.
• Using an off-campus location to host an event, ceremony, athletic event, theater production, practice space, job fair, educational outreach event, etc.

Arizona State University is self-insured under the State of Arizona Department of Administration Risk Management Department. The state of Arizona maintains for all its departments, agencies, boards, commissions and employees insurance and self-insurance in accordance with Arizona Revised Statutes §§ 41-621 and 41-622. Coverage includes commercial general liability, professional liability, commercial automobile liability and workers’ compensation for Arizona State University employees acting in the course and scope of their employment or authorization. 

A copy of ASU’s Certificate of Insurance evidencing coverage terms and limits can be downloaded below.

ASU Certificate of Insurance

If a third party requires a certificate with a named certificate holder, the ASU department must submit a Certificate of Insurance Request to the Office of Risk Management. A copy of the contract must be submitted with the request.

The state of Arizona provides professional liability coverage per statute ARS §41-621 for medical malpractice claims against medical providers while acting in the course and scope of their employment or state-authorized activities. The state provides a letter for medical malpractice only. For proof of coverage for all other forms of professional liability, please follow the instructions under the external entities tab.

To request a credential letter, the supervisor of the employee or student must submit a credential request.

Process

1. The department submits a credential request.
2. ORM reviews the request and submits it to ADOA for processing.
3. ORM then sends a copy of the credential letter to the requesting department.

Submit credential request

Commonly used Procurement documentation

This section contains forms that are commonly requested. If you do not find a form on this site for which you are looking, please email ASU Procurement.

Empowering ASU purchasers

ASU Supply Chain Management and University Sustainability Practices are committed to integrating sustainability into their purchasing practices, focusing on both internal guidance and external supplier engagement.

• Sustainable Purchasing Guidelines: A comprehensive criteria to assist purchasers in making environmentally responsible choices. Refer to the Sustainable Purchasing Guidelines when making purchasing decisions.
• Guided buying tools: Provided resources to streamline the selection of sustainable products.
  • Check out the sustainable promotional materials purchasing toolkit.
  • Find sustainable shopping lists, preferred product sorts and eco product certifications on the SunRISE suppliers webpage.
• Department-focused support: Provide tailored sustainable purchasing solutions, including tailored sustainable purchasing training, market research and guidance on sustainable products and services for any ASU purchase.
  • Email University Sustainability Practices for expert advice to help departments increase the sustainability of their services and products.
• RFP sustainability support: Required set of sustainability questions used in every formal ASU solicitation — request for proposal — to evaluate how a supplier’s operations align with ASU’s sustainability goals. The questionnaire accounts for at least 10% of the total evaluation score.

  • Additional product- and service-specific sustainability questions may be added to meet the unique needs of each RFP. The Sustainable and Inclusive Procurement team is available to support the development and customization of these criteria. Please email Procurement for assistance in the assessment process.

     

• Sustainability compliance: ASU Standard Terms and Conditions reflect our commitment to responsible purchasing. Suppliers are required to:
  • Comply with environmental regulations to minimize negative impacts.
  • Uphold fair labor practices, including health, safety and non-discrimination.
  • Maintain ethical business conduct, including adherence to anti-corruption laws.
  • Allow monitoring and review to ensure compliance with ASU’s terms.
  • Suppliers are also encouraged to promote sustainability practices throughout their supply chains.

Email USP for guidance on making your department's services and products more sustainable.

Whether you want to expand your skills, manage an unexpected expense or just build your network, ASU community partnerships provide access to self-managed resources and knowledge as needed.

The Employee Assistance Office and Employee Wellness programs partner with a variety of ASU experts across the university to expand opportunities for education, training, and peer support offered to faculty and staff.

• ASU Drug and Alcohol Abuse Prevention Programs report offers information on the health and safety risks associated with alcohol and drug abuse. Programs are available to assist students, faculty and staff.

   

• Employee Resource Guide provides information and links to the resources and benefits that help employees, their spouses and loved ones maintain their physical, mental and financial well-being.
• Staff Helping Staff is a financial assistance program to aid any benefits-eligible staff member in need. All applications are confidential and evaluated through the ASU Employee Assistance Office.
• Working Parent Network is an informal peer support group that offers a space to connect and share experiences about raising children. The group meets twice a month on Zoom: Educational meetings on the first Friday and community conversations on the third Friday, both from noon–1 p.m. 

To access training in Workday Learning as a student, you must create a Workday Extended Enterprise Learner account. Before requesting access, please read the following.

1. Use your ASURITE email address: When you create your Workday account, please use your ASURITE email address.
2. Record your password: When creating your Workday account, please write down your new password. It is very difficult to reset passwords. If you forget your password, please email Workday Learning to request a password reset.
3. Workday user name and passwords: Your user name and passwords will be the ones you create upon registration to Workday Learning. Do not attempt to log in using SSO.
4. After you create your Extended Enterprise Learner account, access Workday using the username and password you made for Workday. As a student, you cannot access the hyperlinks on the course titles below. You will need to type the course in the search bar on Workday.

For guidance on creating a Workday Extended Enterprise Learner account, please complete the Workday Learning: Quick Start for Students training.

Please consult the Training Determination Tool to determine which safety training courses are required and recommended based on the work performed. Use this tool in consultation with your immediate supervisor concerning your work duties to assess and automatically create your training plan. 

Submit a special request for aerial lift, forklift, boom truck, hands-on, powered-industrial trucks, special requests for training, or arrange for scheduled training for your group. For more information, contact the EHS training manager at 480-965-1823 or email EHS.

View our featured courses by navigating to Workday, selecting Menu in the top left corner, clicking the Learning app, and then selecting Discover.  

Adjunct faculty, please email EHS Training for access to Workday Learning.

Checklists and forms

Lab-specific training checklist

ASU Environmental Health and Safety’s Sustainability Programs facilitate the donation, exchange and request of unused chemicals, reducing waste and promoting sustainability.

ASU labs may send unused and unopened chemicals to the Chemical Exchange Program. The program delivers these chemicals to other labs, reducing waste by potentially diverting chemicals destined for disposal. 

How to donate unopened and unexpired chemicals

1. Complete a waste tag for each chemical you are donating.
2. Submit a hazardous waste removal form.
   1. Indicate that your chemical is for the Chemical Exchange Program in the comment field.
3. EHS will pick up the chemicals from the lab.
   1. Do not deliver the chemicals to EHS for disposal.

How to request chemicals

1. Contact EHS.
2. EHS will deliver the requested chemicals to the labs free of charge.

Labs can be alerted of free, donated chemicals as they become available. Email EHS to be included in this email list.

The ASU Green Labs program is essential because it holds laboratories responsible for their disproportionately high energy use, often consuming 3–8 times more energy per square foot than other office buildings. Lab operations involve increased ventilation for occupant safety, longer operating hours and energy-intensive equipment needs such as chemical fume hoods, autoclaves and clean rooms.

The Green Labs program assists in reducing energy use and implementing other sustainable practices through education and alternative solutions such as the fume hood “Shut the Sash” energy conservation program, which reminds researchers to shut the fume hood sash when it is not in use. Other reasons to make your lab green include the following:

• Increase the likelihood of receiving grant funding
• Receive recognition on your lab safety registration placard and individual certificates
• Support sustainability at ASU by reducing waste and conserving energy in labs

Steps to attain Green Labs certification

1. Confirm that your lab has a current EHS Lab Safety Registration.
2. Verify the lab group shares agreement to pursue ASU Green Labs Certification.
3. Designate a Green Lab Coordinator for the lab.
4. Complete an application and email Green Labs.

The ASU Labs program was honored in 2014 with the ASU President’s Award for Sustainability.

Additional resources

• ASU green programs and how you can get involved
• Green labs: Cutting costs and carbon emissions
• Order recycle bins
• Ultra-low freezer recommendations

The Hazardous Materials Minimization Plan provides guidelines and procedures for the reuse, reduction or elimination of hazardous wastes and disposal of hazardous materials throughout ASU’s campuses. 

The HMMP, in conjunction with the Chemical Environmental Management System, will help ASU do the following:

• Enhance compliance efforts
• Reduce costs
• Reduce hazardous waste

Employees should use the HMMP in combination with other university EHS programs, including the following:

• Biosafety and Animal Biosafety Program
• Chemical Hygiene Plan
• Laser Safety Program
• Radiation Safety Program

ASU encourages hazardous material users to exchange their mercury-filled thermometers for alcohol or mineral spirits thermometers. This eliminates accidental breakage and hazardous mercury spills.

Hazardous material users can request mercury thermometers or equipment pickup by submitting the hazardous waste removal form in CEMS or contacting EHS. The user must note in the form’s comment section if they would like an alcohol thermometer for replacement.

ASU encourages safe work practices with time-sensitive chemicals and enforces time-based disposal requirements established by the CHP. This eliminates the reduction of time-sensitive chemicals stored past their expiration and the significant hazards and costs associated with their stabilization and disposal.

Types of time-sensitive chemicals monitored by the program include:

• Antidotes: Chemicals that mitigate exposure to toxic chemicals present a hazard after expiration and cannot serve their function.
• Multi-nitro chemicals: Chemicals with multiple nitro groups typically stabilize with a solvent but become shock-sensitive explosives when desiccated.
• Peroxide-forming chemicals: Chemicals stored in mild conditions that react with oxygen to form dangerous and unstable products, such as inexplosive, shock-sensitive crystals.

EHS will notify hazardous material users via email of expiring time-sensitive chemicals on the following schedule:

• Three months before the expiration of an antidote. EHS will advise users to obtain a replacement.
• Three months before the maximum shelf life of multi-nitro and peroxide-forming chemicals. EHS will direct users to arrange for disposal by submitting a hazardous waste removal request.

If preventative action is not taken, the chemical hygiene officer will send reminder emails after expiration.

Email Environmental Health and Safety or call 480-965-1823 with questions or for more information.

ASU Travel Card setup and usage

A chip-and-PIN-enabled VISA card is used for official university travel expenses billed and paid for by ASU.

The ASU Travel Card is issued to an individual and available to faculty and staff. Departments determine participation based on business needs. It differs from the ASU Purchasing Card, which is tied to a specific funding source and typically only allows airfare and conference registration as travel-related expenses.

• Apply via the Travel Card application if eligible. Review the application directions for more information.
• Expect to receive your card 7–10 business days after ASU Financial Services approves the application.
• You will receive a notification via email when the Travel Card arrives at the Travel Office.

When you receive your Travel Card, complete the following steps:

1. Sign the back of the card.
2. Activate your card.
   1. Use your 10-digit ASU affiliate ID for your verification ID.
   2. Create a PIN.
3. Register online to access monthly statements and card transactions, set up email notifications and manage your contact and billing address and phone. 
4. Ensure you understand all policies and prohibited transactions.

While the ASU Travel Card can be used for meals while in travel status, many travelers choose not to do so to reduce the number of transactions on their expense reports if the card is used for a business meal, a meal shared with non-ASU personnel where university business is conducted, the transaction must be identified as a business meal and will be reimbursed. The daily allowance for that meal must be excluded.

If the card is used for a meal that is not a business meal, the transaction should be identified as a meal on the Travel Card. The total of all meals on travel card transactions is netted against the daily allowance allowed for the trip. My ASU TRIP will reimburse the difference if the allowed amount exceeds the amount spent. Travelers are required to repay the university if the transactions exceed the amount permitted.

Itemized receipts are required for airfare, business meals, car rentals and lodging. For other travel expenses on the ASU Travel Card, receipts are only required if mandated by your department or funding source.

Travel Card transactions typically appear in My ASU TRIP within one week for domestic purchases. International transactions can take up to two weeks. Before submitting an expense report, verify that all transactions are present. Missing transactions will require a modification expense report, which incurs an additional processing fee to the department.

Refer to the My ASU TRIP Manual for more information. 

Charge authorization

• Your My ASU TRIP request authorizes transactions.
• Complete a non-travel expenses report if you accidentally use the card for a non-ASU or non-travel expense. 

You can use your personal credit card for ASU travel expenses instead of the ASU Travel Card; reimbursement is provided once the expense report is submitted after your trip.

Safeguards 

• Do not send your ASU Travel Card account number in an email or fax. Keep your card in a secure place.
• Review charges for accuracy. Transactions are posted under the available expenses section in My ASU TRIP. When transactions are added, you will receive an email. If you notice a fraudulent or erroneous order, call the bank.
• Review your online monthly memo statement and verify transactions are accurate.

Cardholders can contact the bank to handle the following:

• Card activation: Call Bank of America at 888-233-8855.
• Declined transaction: Call Bank of America customer service at 888-449-2273; outside the U.S., call collect at 602-379-8753.
• Fraudulent or erroneous charge: Report to Bank of America fraud at 866-500-8262. Fraudulent activity may be your responsibility if not reported within 60 days of the transaction date. When the bank issues a credit to offset the charge, complete a non-travel expenses report to clear both transactions from My ASU TRIP.
• Lost or stolen card: Report immediately to Bank of America customer service at 888-449-2273; outside the U.S., call collect at 602-379-8753.
• Traveling internationally: Call Bank of America customer service at 888-449-2273 to let them know your plans. If calling outside of the U.S., call 602-379-8753.

Download the Global Card Access app for additional tools to help manage your card account.

1. Submit a new travel card application.
2. Sign in with your ASURITE and choose Submit New Form.

Limit change: Select increasing limit or decreasing limit on the application. The application will route through your department travel approver, a person with a dean or vice president travel role and Financial Services. Once approved, the limit change occurs within 24 hours.

Department change: If you want to keep your card, check cardholder transferred departments. You should see the address and phone number for your new department. Once Financial Services approves it, ASU will update the with your new address, department and phone number.

Leaving ASU

1. Email My ASU TRIP to cancel your card.
2. Shred or destroy and dispose of the card.
3. Ensure all transactions are submitted on an expense report.

Your final paycheck may be adjusted accordingly if personal expenses on the card have yet to be repaid to ASU. Outstanding expenses not accounted for on an expense report and personal expenses not repaid are subject to the university’s collection policies, including those of external collection agencies.

Travel Cards are issued and are subject to the traveler’s continued compliance with university policies and standards.

• ASU Travel Card standards of use
• ASU’s commitment to ethics
• FIN 501: ASU Travel Policy

Travelers must comply with the following travel policies and processes:

• Compliance with ASU lodging and daily meal rates, as applicable.
• Conformity with the Fly America Act if airfare is paid with federal funds.
• No unallowable expenses per cognizant granting agency to be allocated to sponsored accounts.
• Preauthorization of trips through My ASU TRIP.
• Provide receipts or additional support if required or requested.
• Purchase the lowest logical airfare that meets your travel needs.
• Repay monies owed to ASU promptly.
  • If monies are not repaid, ASU will payroll deduct the outstanding amount per the authorization you gave when accepting the card’s terms of use.
• Submission of travel expense reports within 30 days of the trip end date.

An ASU Travel Card may be suspended due to a cardholder or departmental request, misuse, non-submitted expense reports or extended leave.

ASU prohibits the following travel card expenses:

• Alcohol.
• All prohibited expenses outlined in the ASU P-Card policies, except bottled water for personal consumption while in overnight travel status, food expenses incurred while in overnight travel status and lodging expenses while in travel status.
• Car maintenance expenses related to personal vehicle use.
• Expenses not directly related to travel activities incurred on behalf of the university.
• First-class or business-class airfare unless pre-approved.
• Other traveler expenses, including ASU travelers or non-ASU affiliates.

Travel Service Center

PO Box 875912
Tempe AZ 85287-5912

This webpage provides training and finance-related resources for areas and actions controlled by financial operations managers and other university employees.

Your position and responsibilities determine if you need to learn about specific ASU financial policies, processes and rules.

• Financial Controls: This workshop provides resources and information for employees with accounting or purchasing duties in ASU's academic, research and administrative departments. A link to the updated training will be provided in early 2025.
• Procurement Guide: Information on how to purchase goods and services on behalf of ASU.
• Travel: My ASU TRIP is available for use for students, faculty and staff traveling on behalf of ASU. Access work instructions and video walkthroughs on all standard tasks in the system.

• Accepting credit card payments — Becoming a merchant: Your department must be established as a merchant site through one of our banking contracts to accept credit cards. This process takes approximately three weeks. The page includes a presentation on the process of accepting credit card payments.
• Cash handling: This training teaches you cash handling responsibilities and policies.
• Petty cash: This training provides a basic knowledge of ASU's petty cash process and covers establishing a petty cash fund, disbursements, reimbursements and closing a petty cash fund.

• Financial Management System: This is the financial system of record at ASU.

• Departmental reporting tools: Access links to ASU’s Comprehensive Annual Financial Report and other reporting tools external to the Financial Management System.

• Best practices for spend authorization — cash advance.

   

• Cash and check receipting procedures.
• Departmental receipting for cashiering services.
• FIN manual.
• Payroll expenses reconciliation guide.
• PCI best practices.
• PCI merchant agreement.
• Wireless device best practices.

Contact

Records are essential to managing Arizona State University’s complex enterprise and to preserving its history. 

The university’s Records and Information Management program supports departments in managing records to fulfill legal requirements, to meet operational needs and to preserve the university’s institutional history.

Records and Information Management provides training, consultation and guidance to assist units with decisions about what, how and when to manage university records. Every university department is responsible for maintaining records of the university’s work in accordance with state law, ABOR and university policy.

As an integrated component of information management, the policies and practices of records management ensure the proper handling of university information in accordance with industry and legal regulations. Information management is the process of managing information in all formats from creation to disposition.

• Content management, also called document management, is a service that efficiently and securely stores, organizes and tracks active information assets.
• Records management is a governance activity that stewards inactive assets of enduring value.
• Together, records and content management support the complete information lifecycle from creation and active use to final disposition.

University Enduring Records

The university creates or collects a wide variety of information in both physical and digital form during daily operations. 

ASU is required to make and keep records that document its decisions, activities and transactions.  An accurate copy of each University Enduring Records must be maintained for the period of time specified in the State of Arizona retention schedules and must follow specific guidelines for disposal at the end of the retention period. 

See Managing University Records for guidance on retention schedules, disposition and destruction procedures.

What are not University Enduring Records

ASU both makes and receives information that is not needed to document its decisions, activities and transactions but that may be useful for a limited time (i.e., transitory materials). Examples include workpapers, drafts, convenience copies, notes and correspondence, especially where the final decision or action is documented in University Enduring Records.

Transitory materials may be discarded when they are no longer needed. There is no specific disposition or destruction procedure, though units should shred or securely dispose of any transitory materials that contain confidential or sensitive information.

Notices to Preserve Evidence

Occasionally, the Office of General Counsel may issue a Notice to Preserve Evidence to a unit or employee. After a Notice to Preserve Evidence is received, the unit or employee should not dispose of either University Enduring Records or transitory materials without first contacting the Office of General Counsel.

Roles and responsibilities

Records Trustees are the ASU Leadership Team and the highest-ranking divisional leaders with responsibility for ensuring that records are managed as institutional assets and for promoting robust records and information management practices and procedures. Each Trustee appoints one or more Records Stewards for their division.

Records Stewards are appointed by the Records Trustee and responsible for implementing processes to manage records held in the college or divisional unit, and for coordination with Records and Information Management about records care and disposition. Records Stewards have broad institutional knowledge about the information created and retained in their division and deeply understand the value of that information for the institution.

Records Custodians are university employees with specific records or information management responsibilities within their unit and are assigned by the Records Steward. Custodians are responsible for understanding business needs, applying consistent records practices and for the continuity of care for records management within their business unit.

University employees are required to maintain the university’s records in accordance with State of Arizona statutes, and ABOR and ASU policies.

Office of General Counsel provides and manages legal services for the university, coordinates requests from the public for access to records, and has the authority to suspend retention periods for specified information assets.

Enterprise Records Manager directs the Records and Information Management program consistent with legal requirements, operational needs and preservation standards, and is the designated records officer for the university.

Document Storage Request form for ASU Document Storage services
Digitizing University Records
Managing University Records, including retention guidelines and procedures
Records destruction certificate - send to Records and Information Management for approval
State of Arizona Library, Archives and Public Records retention schedules

Contact Records and Information Management

Tax Services provides services for foreign visitor payments and taxation, employee and independent contractor relationships, personal taxability, scholarship compensation and more.

Certain ASU employee transactions result in additional compensation beyond the routine wage process. ASU, as a withholding agent, must deduct, report, and submit applicable taxes. These transactions are processed through payroll, where the extra compensation is added to regular pay and taxed accordingly.

ASU established policies and procedures on four such transactions, although there may be other situations that result in payments being made that accrue more than an incidental personal benefit to an employee, and that should be handled as taxable transactions.

Departments making third-party payments on behalf of employees should be sensitive to possible payroll tax implications and contact the tax unit of Financial Services for assistance in making appropriate taxability determinations.

Work authorization costs

To hire and retain top researchers and teachers, ASU sometimes uses outside legal services for permanent work authorization. The International Students and Scholars Center handles these services. Because employment-based permanent residency benefits the employer, ASU covers all associated costs, which employees cannot reimburse the department and are not taxed.

However, if the employee includes family members in the permanent residency application, those costs directly allocable to the non-employee, including individual application fees, are not employment-based costs and are taxable to the employee.

Departments covering fees for non-employees working with ISSO on permanent work authorization must contact Financial Services to process them as taxable fringe benefits. The Office of General Counsel approves all legal expenses and is responsible for notifying Financial Services of taxable benefits.

Fringe benefit resources

• Accountable plan rules.
• Moving expenses.
• Tuition reduction.

• Federal W-9 forms: Contact Rachael Golliet.
• Independent contractor information.
• IRS Publication 970 Tax Benefits for Education.
• Tax-exempt letter.
• Tuition statement IRS Form 1098-T and Student Business Services financial aid and tuition help.

Visit the Financial Services forms webpage for additional tax-related forms.

ASU must pay sales or use tax on most of its purchases and collect sales tax on its commercial transactions with customers external to the university, following the state of Arizona’s statutes. Review FIN 108 for more information on sales tax.

Tangible goods, not services, are subject to state and city sales tax unless an exemption applies and is properly claimed. ASU’s most common exemption is for research and development machinery and equipment. Refer to FIN 120 for more information on how to claim an exemption and the restrictions that apply.

ASU units that conduct sales must charge state sales tax and properly account for the sales and tax collected following arrangements made with Tax Services. 

Use tax applies to out-of-state purchases delivered to Arizona when Arizona sales tax isn’t collected, including Purchasing Card transactions. Use tax is assessed via the P-Card verification process or on the payment of the supplier invoice in Workday.

Review the stipend guide to determine whether to process a stipend payment through the Workday or the student financial system.

All income received by the student or participant may be treated as taxable income regardless of stipend classification. However, amounts classified as scholarship stipends are eligible for potential exclusion from income under Internal Revenue Code Section 117 for amounts paid for tuition, required fees, course books and necessary school supplies. Compensatory stipends are not eligible for potential exclusion.

Commitment Accounting performs payroll accounting within Financial Services. It oversees PeopleSoft payroll distribution, redistribution and encumbrance processes and the resulting Workday payroll journal entries.

When a department overpays an employee, Commitment Accounting works with the employee to recollect excess wages on the university’s behalf. Commitment Accounting completes all payroll remittances and reporting, retirement and benefit deductions, and payroll taxes — federal, state and local.

Commitment Accounting also compiles the W2 forms at year-end, administers taxes for employees living or working outside of Arizona, participates in PeopleSoft system testing and assesses the graduate-level tuition waiver taxation.

View the Commitment Accounting PDF for more information about processes. Email Commitment Accounting with questions.

Payroll earning codes

View the full list of Payroll Earning Codes. 

Preparing lab coats for laundry

ASU Environmental Health and Safety provides a free laboratory coat laundering service to ASU students, faculty and staff in coordination with ASU Mail Services and Mission Linen.

Submit your lab coat through your department’s designated laundry bin. Watch the informational video to learn more about the lab coat laundry service, including drop-off locations and the types of coats accepted. 

Do not take lab coats to public laundries or home for cleaning.

Lab coats contaminated* with the following materials are not allowed in the drop-off when laundry bins or mail:

• Biological
• Chemical
• Radiological

*Review the contaminated lab coats procedure when submitting lab coats. All radiation labs must contact the Office of Radiation Safety before submitting lab coats for laundering.

Pre-laundry treatment guidelines for contaminated lab coats: Lab coats with hazardous contaminants may need to be disposed of via chemical waste.

1. Do not send radioactive isotope-contaminated lab coats to the laundry. Radiation labs must contact  Radiation Safety for verification before lab coats may be submitted for laundering.
2. If the chemical spilled on the lab coat is safe for sewage disposal, rinse the lab coat with water.
3. Solvents spilled on lab coats require evaporation in the fume hood.
4. Lab coats with hazardous contaminants may need to be disposed of via chemical waste.
5. Use an autoclave for biological contaminants on lab coats. Do not autoclave lab coats contaminated with chemicals.

Before sending lab coats to the laundry:

• Check coat pockets and remove any items.
• Ensure the lab coat is free from contaminants.
• Contact Environmental Health and Safety for disposal instructions if the lab coat cannot be safely decontaminated or made safe for laundry.

 Email Environmental Health and Safety or call 480-965-1823 for assistance.    

Launder your non-contaminated lab coat:

• Place it and a completed form in any sealable plastic bag. You will not have to complete this form again after your lab coat is labeled.
• Put the bag in your department's designated laundry bin before 8 a.m. on any Tuesday. After your lab coat is labeled, you will not have to complete this form again.

Lab coats are labeled with information from the completed form and returned to the dropped-off location the next Wednesday at 4 p.m. Please pick up your cleaned lab coat no later than the following Friday. 

Drop-off and pick-up locations are located in the table below.

Mailing instructions for lab coats are included on this form.

You will not have to complete this form again after your lab coat is labeled with this information.

Lab coats will be returned to your mail station.

Principal Investigators must ensure their staff and students wear lab coats when necessary. EHS recommends that lab personnel wear lab coats in laboratories at all times.

Lab coats used in the laboratory must not be removed.

Proper lab coat use and storage guidelines

• Do not access pant pockets via side slits.
• Hang lab coats on hooks or hangars in designated areas.
• If you need to transport your lab coat to another location, verify it is not contaminated and carry it to the next location in a bag or backpack.
• Lab coats should fit properly and be completely buttoned.
• Remove lab coat before leaving the laboratory.
• Sleeves must extend beyond the wrist.
• Store clean lab coats separately from used ones.

Pre-laundry treatment for contaminated lab coats guidelines

• Do not send radioactive isotope-contaminated lab coats to the laundry. Radiation labs must contact Radiation Safety for verification before lab coats may be submitted for launder.
• If the chemical spilled on the lab coat is safe for sewage disposal, rinse the lab coat with water.
• Lab coats with hazardous contaminants may need to be disposed of via chemical waste.
• Solvents spilled on lab coats require evaporation in the fume hood.
• Use an autoclave for biological contaminants on lab coats. Do not autoclave lab coats contaminated with chemicals.

Email EHS for guidance about contaminated lab coats.

Preparing lab coats for laundry

ASU Environmental Health and Safety provides a free laboratory coat laundering service to ASU students, faculty and staff in coordination with ASU Mail Services and Mission Linen.

Submit your lab coat through your department’s designated laundry bin. Watch the informational video to learn more about the lab coat laundry service, including drop-off locations and the types of coats accepted. 

Do not take lab coats to public laundries or home for cleaning.

Lab coats contaminated* with the following materials are not allowed in the drop-off when laundry bins or mail:

• Biological
• Chemical
• Radiological

*Review the contaminated lab coats procedure when submitting lab coats. All radiation labs must contact the Office of Radiation Safety before submitting lab coats for laundering.

Pre-laundry treatment guidelines for contaminated lab coats: Lab coats with hazardous contaminants may need to be disposed of via chemical waste.

1. Do not send radioactive isotope-contaminated lab coats to the laundry. Radiation labs must contact  Radiation Safety for verification before lab coats may be submitted for laundering.
2. If the chemical spilled on the lab coat is safe for sewage disposal, rinse the lab coat with water.
3. Solvents spilled on lab coats require evaporation in the fume hood.
4. Lab coats with hazardous contaminants may need to be disposed of via chemical waste.
5. Use an autoclave for biological contaminants on lab coats. Do not autoclave lab coats contaminated with chemicals.

Before sending lab coats to the laundry:

• Check coat pockets and remove any items.
• Ensure the lab coat is free from contaminants.
• Contact Environmental Health and Safety for disposal instructions if the lab coat cannot be safely decontaminated or made safe for laundry.