Procurement Purchasing Request

500 Business Operations

501 Accounting

501.13 Purchasing Through the University Procurement Request

Definitions

Definition phrase or word

Definition summary

Policy and Procedure Statements

Refer to Accounting Policy Section 14 for details on the uses of requesting payment using the procurement request.

This form requires a "minimum" of two signatures, one being the Department Head and then second being the Dean of College/ or Authorized Signature.

Procedure Steps

• Date of the request.
• Department Number, enter any departmental number required as a point of reference for your records.
• Person Originating Request.
• Department, name of department requesting the service.
• Requested Date of Delivery, enter the date this service should be received by the department.

Check Distribution, indicate the date the associated check should be received and the location where the check should be sent. Include any specific instructions needed on documents that should accompany the check to be written and sent to the payee.

• Vendor, enter the payee's official company/person's name and complete mailing address.
• Vendor Number, if known include the company's federal tax ID or individual's social security number because this is required before a University check can be written.
• Service(s) being Requested, enter the following information for each service being paid for:
  • Item Number, consecutive number assigned to each requested service;
  • Quantity, number of services being requested;
  • Unit, unit of measure for the service being requested (each, dozen, pair, gross, etc.);
  • Description, a detailed description of the service being requested on the item number/line;
  • Unit Price, the actual unit price for this service;
  • Total Prices, the extended price for each item number/line, and
  • Total, a total of all extended prices on this Procurement Request.
• Enter the 12 digit ASU SL account number(s) that will be charged with this disbursement.
• Secure two signatures of the persons assigned the responsibility of approving all financial transactions that are to be posted to the SL account(s) indicated as well as the date that each approver signs this request.
• Secure the signature(s) of any other required approvers for the SL account(s) indicated.

Once the Procurement Request is completed it must be sent to the appropriate division of the ASU Controller's Office where the document will be reviewed for accuracy, completeness, validity, and for an adequate budget balance available to pay for the service.

The Controller's Office will have the check written to arrive at the desired location at the desired date if everything on the request is in order. If there are problems with the request, the Controller's Office will either call or return the document noting the problem found and any action required on the part of the requestor in order to have the check written.