Procurement Guide

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. ASU staff may use ProcureBot to ask a procurement question.

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.