**Request for Funds Forms (RFFs) listed below.

Be sure to use the correct form based on the applicable situation.**

Provide a minimum of 10 business days for Business Office Staff to process.

• RFF: FACMAN Payments

• RFF: ISAAC Payments

• RFF: Pay an Invoice (for an existing invoice/estimate/quote requiring payment; payments to suppliers by check)

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  NOTE: If you work with the Business Office staff to establish a PO for work being completed with a specific supplier, you are not required to submit additional RFFs for each invoice to process payments. Send invoices for payment to [email protected].

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• RFF: Pay an Invoice (food-related) (for an existing food/meal invoice requiring payment)

• RFF: Workday Punchout Orders (for Amazon, ASU Catalog, B&H, Dell, Grainger, McMaster-Carr, Staples, Uline)

• RFF: Purchase Request (for direct purchases from a website, NOT including Amazon; payment to supplier via credit card)

• RFF: Gift Cards

<aside> ‼️ IMPORTANT: If an invoices is over $25,000 you’ll need to get multiple bids from different suppliers before Procurement can move forward. See the Procurement Quick Reference Guide for more info. Also: You generally do not need to have the supplier’s contract signed. ASU Accounts Payable will issue a Purchase Order (PO) with ASU’s standard terms and conditions instead.

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Technology Purchases

HIDA IT Hardware and Software Purchasing Information

Submit a Service Request to HIDA IT to obtain a quote for hardware or software.

Request a security review for new software (required if involving any FERPA protected data).

Furniture Purchases (desks, shelves, tables, chairs, etc.)

Review ASU Furnishing Services policy and procedures.

All furniture at ASU must be commercial grade, conforming to ANSI/BIFMA Standards for the safety of our students, faculty and staff. If you contact any of the individuals from Furnishing Services, please cc Michelle Pyde and/or Adrienne Goglia.

Staff Directive – Purchase Requests and Orders

All purchase requests and orders (including PCard purchases)  MUST clearly state:

1. What is being purchased – Clearly describe the goods or services being requested.
2. Why it is being purchased – Clearly explain the operational need or reason for the purchase.
3. The public purpose – Clearly explain how the purchase supports the agency’s public purpose or business operations.

The information provided must be clear enough that someone with no knowledge of the operation, such as an auditor, can read the request or order and immediately understand what is being purchased, why it is needed, and how it serves a public purpose.

Do not assume the reader knows the background, understands the program, or can fill in missing information.

This requirement applies to ALL purchase requests (RFFs) and orders (PCard, punchout, etc.). Requests or orders that do not clearly provide this information will be returned for clarification before they are processed.