Purchases Not Requiring a Purchase Order
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:
- Complete the supplier request form.
- Procurement will assess the supplier set-up request and send the supplier a link for registration.
| Purchase type | Instructions | Support Required | FIN reference |
|---|---|---|---|
| Affiliation, collaboration and intergovernmental agreements | Some of these agreements may not require a purchase order. Please contact Procurement at Purch-Q. | Invoice or signed agreement with remit to details included and evidence of Procurement’s approval to pay without a purchase order, such as an email. If using an agreement, indicate the manner in which the payment amount was calculated. Include a payment schedule if possible. | |
| All cellular service | Departments will enter invoices related to cellular service. | Supplier Invoice. | |
| Artist fees and guarantees | No Purchase Order required regardless of dollar amount. Departments will enter invoices related to artist fees. | Signed agreement. | |
| Broadway League weekly dues | No Purchase Order required. Departments will enter invoices related to Broadway League weekly dues. | Signed remittance report for league dues. | |
| ASU Foundation or ASU Enterprise Partners | Departments will enter invoices related to ASUF or EP. | Invoice or contract supporting the payment of goods and or services. | FIN-401-04 |
| Awards and scholarships | Awards and scholarships will be paid by creating supplier invoices. | For awards, include an invitation to enter the contest, an award email showing the amount won, and a flyer documenting the contest results. For student support, include the non-compensatory support certification form, award letter and a description of the program. | |
| Building leases | Real estate may create supplier contracts for building leases in the FMS if the department needs an encumbrance. Email invoices to Accounts Payable. | If paying from a contract, indicate the contract number and contract line on the invoice. If a supplier contract is not used, use the Create Supplier Invoice task. Attach a copy of the lease agreement and the invoice if available. | |
| Business meals and food — related expenses —employee reimbursements | Reimbursements should be initiated in the FMS Expenses module. Do not submit a Non-PO supplier request form. No supplier set up is required. | Receipts and public purpose. | FIN-420-02 |
| Debt services | No purchase order required regardless of dollar amount. Asset Manager will enter invoices related to Debt Services. | Support is provided by Debt Management. | |
| Department of Homeland Security | Departments will enter the invoices for the Department of Homeland Security. | Fee schedule and justification for the request. | |
| External thesis examiners | External Examiners that are compensated for their participation in the defense of student theses. | External Examiner program application to include: amount, documentation of service completion date, name, remit to information and description of service performed. | |
Freelance writers for ASU publications
Zocalo freelance | No Purchase Order is required if the Purchase is $1,000 or less per article. Articles must be for an ASU publication.
Departments will attach author agreement signed by Executive Director, Zocalo Public Square. | Supplier Invoice.
Signed Author Agreement.
| |
| Freight bill charges — incoming and outgoing Only FedEx and TForce (UPS) | TForce (UPS) and FedEx will be paid directly; all others require a Purchase Order. | Supplier Invoice. | |
| Garnishments | Departments will enter the invoices related to garnishments. | Support is maintained by Commitment Accounting. | |
| Global launch commissions | No Purchase Order required regardless of dollar amount. Departments will enter invoices related to Global Launch Commissions. | Signed agreement specifying the fee and copies of enrollment schedules to support the payment calculation. | |
| Hotel accommodations for interviewee-direct pay to the hotel | No Purchase Order is required if the purchase is under $10,000. | Supplier Invoice. | FIN-420-01 |
| Interviewee expenses —direct pay to the interviewee | Reimbursements should be initiated in the FMS Expenses module. Do not submit a Non-PO supplier request form. No supplier set up is required. Preference for international payments to be sent via wire; all wires must be processed on a Supplier invoice. | Interviewee expense form, receipts supporting any expenses paid; receipts not required for $50.00 and under. | FIN-420-02 |
| Legal services for Office of General Counsel | For legal services initiated by OGC payments will be made through supplier invoice. | Supplier Invoice. | |
| Library materials and subscriptions | No Purchase Order required. Orders processed via the ALMA system for the acquisition of materials to be included in the library collection, including books, microfiche, microfilm, periodicals. Departments may enter the invoices for these orders. | Supplier Invoice. | |
| McCain Fellowship | Departments will enter supplier invoices related to McCain Fellowships. | Fellowship letter sent to fellow with award amount, payment terms and the non-compensatory support certification form. | |
| Meal plan payments | Send Aramark dining contract invoices to Accounts Payable with supporting documentation. | Supplier Invoice with accounting information. | |
| Sun Devil Athletics Meals | Sun Devil Athletics will enter invoices for team meals including officials, umpires, ice purchased for games, meals for potential student athletes and student, staff game promotions. Invoices will be entered for food/beverage services to athletics suites for Sodexo and OVG. | Completed Athletic Requisition Management System form. | |
| NCAA travel | Sun Devil Athletics will enter invoices for individual program travel arranged by Anthony Travel or through an NCAA sponsored supplier. This does not include monthly billing of managed services provided by Anthony Travel. | Supplier invoice with manifest and itinerary. | |
| Note takers | If payment is $100 or less, set up as an External Committee Member, no supplier set up is required. If payment is over $100 or to an international student, supplier set up is required; submit a Supplier Invoice. | Includes support showing name, address, dollar amount and date or dates of service. | |
| Participant support | Departments must create a supplier invoice to pay Participant support and for international payee Participant Reimbursements. May use External Committee Member for domestic participant reimbursement only. | Non-compensatory support certification form, documentation of the event such as a flyer, conference program, webpage about the program, and proof of attendance such as a sign-in sheet. | FIN 421-03 |
| Petty cash | Reimbursements should be initiated in the FMS Expenses module. Do not submit a Non-PO supplier request form. No supplier set up is required. | Receipts and public purpose. | FIN-403 |
| Postage | Departments will create invoices related to postage. | Fee schedule or spreadsheet showing dollar amount calculations. | |
Refunds
| If the refund will be paid back to a domestic entity, and will not be paid from a Grants account, set up an External Committee member; no supplier set up is required. If the refund is to an international entity that needs to be money wired, or related to a Grants account supplier set is required; submit a Supplier Invoices. | Proof of Charge Proof of Payment Remit-to Information Description/Justification of refund | |
| Research subject and payments | If subject payment is $100 or less, set up as an External Committee Member, no supplier set up is required. If subject payment is over $100; supplier set up is required submit Supplier Invoice. Expenses are allowed in both of the above situations. | Include the following regardless of whether the payment is made as an External Committee Member or Supplier Invoice: Subject Pay Form -or- a department internal form or email which provides: name, U.S. Citizenship status, project name and dates, Subject pay amount, expense reimbursement amount, Payee and Principle Investigator signatures. | FIN-421-05 |
| Royalties and copyrights | Departments will enter invoices for royalties and copyrights. | A copy of a letter to the payee indicating the royalty amount and the purpose of the payment and a copy of a signed agreement. | |
| Speakers, artists, performers including honorariums to speakers, artists, performers | When paying a fee or honorarium to a speaker, artist or performer, regardless of dollar amount:
An honorarium payment is a nominal payment ASU is paying as a token of appreciation, not required by the individual. Honorarium payments to service providers, anyone that is not a speaker, artist, performer, require a purchase order. If paying expenses only to a speaker, artist, performer:
If paying a fee, a combination of fees and expenses or an honorarium and the required agreement was not completed prior to the date or dates of service:
Additional resources are available on the Speaker Artist Performer webpage and Speaker, Artists Performer Documentation Needs. | Speaker, Artist and Performer Agreement and Contract Signature Authority. If expenses will also be reimbursed: Independent Contractors Expense Reimbursement Form and receipts. Independent Contractors Expense Reimbursement Form and receipts. Pay without Speaker, Artist, Performer Agreement Approval Form, a brochure or agenda of the event. If expenses will also be reimbursed: Independent Contractors Expense Reimbursement Form and receipts. Additional documentation is required for payments to international suppliers:
| |
| Stipends-student, fellowships | Departments will work with the Accounts Payable manager to set up recurring invoices for stipend payments occurring for at least six consecutive payments. Non-recurring payments submit a supplier invoice. | Award letter sent to student, payment calculation and non-compensatory support certification form. Include recurring supplier invoice form for payments extending six months or more. | FIN-422-01 |
| Student reimbursements | ASU Student Employees may be reimbursed on an expense report. ASU Students that are not employees should be set up as External Committee Members. If the student's tax status is U.S. Citizen, Permanent Resident or Resident for U.S. tax purposes, set up as an External Committee Member: no supplier setup is required. If paying an international citizen who has not passed the residency test for U.S. tax purposes, supplier setup is required; submit a Supplier Invoice. | Receipts, remit to information and public purpose. Business meal forms are required for meal reimbursements. | FIN-422-02 |
| Study Abroad Office | No purchase order required for Pass-through Program fees, regardless of the dollar amount. Departments will create invoices related to Study Abroad Pass-through Program fees. | Invoice; contract with program details specifying program costs, dates of trip and roster of students attending; Study abroad program service agreement; current Study Abroad prepayment authorization form signed by the Associate Vice President of University Business Services and Vice President of Finance and Deputy Treasurer. | |
| Sun Devil Athletics guarantees, athletic event commitments to other universities, tournament entrance fees, conference and athletic governing body fees | No purchase order is required for Sun Devil Athletics guarantees. The department will create invoices related to guarantees. | Signed agreement. | |
| Sub-agreements | Departments will create a sub-recipient supplier contract in FMS and enter a supplier invoice. Indicate the contract number and contract line on the invoice. | Include the Workday supplier contract number and line or lines the invoice must paid from. | |
| Water, gas, waste and electric | Departments may create supplier contracts to encumber estimated costs for utilities, but this is not required. Accounts Payable will enter invoices related to utility contracts. Departments will enter invoices for utilities unrelated to supplier contracts. | Invoices with the SCON number and line or lines to be paid. Invoice with the amount, contract number and contract line and remit to information. |
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.