Procurement guide

General purchasing guidelines

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/can't buy, and more:

• AZ Board of Regents purchasing policies.

• Procurement contacts - when in doubt, contact an ASU buyer.

• Procurement quick reference guide - A quick guide for departments to determine the type of procurement system or method needed.

• Procurement Workshop - Financial Management System Presentation. 

• PUR manual - official manual of Purchasing and Business Services policies and procedures.

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

• Documentation needs for requisitions. | Excel download

• Exhibit A Statement of Work.

• Independent Contractor Information

• Preparation of bid specifications.

• Requisitions that always route to a buyer.

• TAG Training- Department Security Reviewer Guide.

• Contract Types and Responsibilites- KE Operations and Procurement

• Prepayment authorization.

• Records Retention Table

• Sole source.

• Speaker, Artists, Performers.

• Speaker, Artists, Performers and Service Providers and Volunteer document needs.

• 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

Suppliers must be set up in the Financial Management System to receive purchase orders and payments. Prior to conducting business with a supplier, verify whether the supplier exists in Workday.

There are two ways for suppliers to register:

1. Companies register through a secure portal by responding to the questions and attaching requested documents, such as W9's. 

2. Individuals register by completing a one-page form that is accessed through DocuSign. 

If a supplier needs to be set up, the department may initiate the supplier registration process:

1. Determine the appropriate registration link:

• For companies, locate the Supplier Set Up Company Portal Link Email Template on the Purchasing tab of the Forms webpage.
• For individuals, locate the Supplier Set Up Individual DocuSign Link Email Template on the Purchasing tab of the Forms webpage.

2. Invite the supplier to register:

• Copy and paste the information from the template into an email and send to the supplier.
• A link to the appropriate supplier registration instructions is included in the template.
• Do not forward the template to the supplier.

3. Once the supplier is set up in the FMS:

• If a purchase order is required, submit a  requisition for the purchase, with the Supplier Field completed. Your requisition will be routed to Procurement and a Buyer will review the requisition and issue the purchase order to the supplier; or
• If the purchase type is listed on the Non-PO list, submit the required information to complete payment to the supplier, based on instructions provided in the Non-PO list. 

If you want Procurement to take care of the supplier registration, skip the steps above and:

1. Submit a requisition if a purchase order is required for the purchase. Leave the Supplier Field blank. In the Internal Memo field of the requisition; provide the supplier:

• Contact Name

• Name
• Email
• Phone number
• New supplier justification

When the supplier is approved and created in Workday, the Buyer will process the requisition and the corresponding purchase order will be sent to the supplier. 

2. If the purchase type is listed on the list of purchases not requiring a purchase order, complete the supplier request form by providing all requested information. Procurement will send the supplier the appropriate registration link.

When the supplier is approved and created in Workday the department will submit the required information to complete payment to the supplier, based on instructions provided in the Non-PO list. 

Upon successful completion of the supplier registration, it routes internally to the Supplier Administration, Tax Services and the Supplier Management for review and final approval.

Supplier Status

To see if a supplier is set up or check the status of a supplier in the FMS, try the following:

• Find Supplier Report.
  • From the Workday homepage, type in Find Supplier in the Search field, click on Find Supplier Report, type in the name of the supplier in the Supplier Name field, or choose to search by other fields, click Ok. If the supplier is active in the system their information will appear.
• General FMS search.
  • From the Workday homepage, type the supplier name in the search field indicated by the magnifying glass. 
• Supplier Detail Report.
  • From the Workday homepage, type in Supplier Detail in the search field, click on the Find Supplier Detail Report, type in the name of the Supplier in the Supplier Name field, or choose to search by other fields, click Ok. The results will appear and scroll to the right to view the supplier status.

If the supplier is not listed in the search results, the supplier is not registered.

Due to designated Workday roles, you may not be able to view all of these Workday reports.

Email Supplier Admin for expedited registration or status related questions.

For purchase related questions, email Procurement.

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