(9) How to make a Purchase Request - Student

Registration for virtual conferences can be done via purchase request or reimbursement (this document).


Purchase Requests for Equipment/Materials/Supplies


Please use the Purchase Request form


Note: Write your budget justification as though ASU admin staff will read it (not Robert). It should be a brief two-sentence description of the item and what project it will be used for. Please refer to the guidance to see how to write a budget justification.


Robert will be notified when you submit the form and will submit the purchase request. If you would like to view if your purchase request has been submitted, you can check the spreadsheet here. You can also reach out to atoyne@asu.edu, ssluckin@asu.edu, or cwynne3@asu.edu to check on the status of orders.


  • "Pending" Items: have not been seen or are being reviewed.
  • "Submitted" items: have been submitted for purchasing.
  • "Received" items: have been received in Stauffer.

When the equipment comes in, please update the "Status" in the "Responses" sheet of the spreadsheet to indicate that the equipment was received.


Reimbursement


Read all of the directions below if this is your first time requesting reimbursement.


Please use the Reimbursement Request form, but ask Robert for permission first. Per ASU rules, reimbursement is not allowed for expenses >$1000.


Reimbursement may be the only option if you can:

  1. only find an item in person, or
  2. you need the item immediately and it’s the weekend or holiday,
  3. purchasing needs to be done on a specific user account,
  4. Unity Assets or other things that require logins or subscriptions.

To fill out the form, you will need to do the following:

  • Collect an itemized receipt. It should have a line-by-line amount of how much things cost, not just a total line of “this is what I paid”. Make sure the receipt shows the last four digits of the card you paid with.
  • Take a screenshot of transaction documentation from the financial institution used for the payment (usually your personal credit card). Generally, this type of documentation should include both the name of the financial institution as well as the last 4 digits of the account/card with which you made the purchase. This can be a screenshot of the credit card website.
  • Fill out the Reimbursement Request form with the above information. Make sure to write a good business justification that explains to ASU why you need the purchase. It should be in support of research/education.

If you’re signed up for direct deposit (you should be!), you will receive the reimbursement as a direct deposit within the next week.