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The Business Office provides business services for Graduate College including processing all order/purchase requests, reimbursements, travel claims, invoice payments, order follow-ups, state and local account reconciliation and fund verifications.
Graduate College Business Office
Arizona State University
Interdisciplinary B, Suite 285
1120 South Cady Mall
Tempe, AZ 85287-1003
How do I place an order? Place your order using one of the methods below.
Thoroughly fill out the Graduate College Purchasing request form and turn into the INTDS B256 office or submit via email to email@example.com. Please include a quote (if applicable) along with the business purpose and account number.
Sunrise is an online ASU system in which orders can be placed with various vendors. It is highly recommended that researchers obtain access to the ASU Sunrise purchasing system. This method is beneficial in avoiding discrepancies with orders and ensuring accuracy, especially chemical orders.
If you have a purchasing card, you can place the order directly with the vendor as long as it is not on the restricted pcard list. However, we request you receive pre-approval from the Business Office.
All requests are processed within a 48 hour turn-around time. Make sure to allow enough time for processing and shipping when placing orders. Please avoid waiting until the last minute to turn in requests. At times you may need to process an order from a vendor that we have not previously ordered from. This may delay the order by a few extra days as we communicate with the vendor to get their information into the ASU system. Please be very specific when supplying us with the information regarding the vendor.
Please submit a ticket via ASU Service Now prior to making any computer or software purchase requests.
Please do not purchase a computer or laptop outside of ASU with the expectation of being reimbursed for your expense. All computers need to be purchased through ASU and paid directly through an ASU account.
If you are placing an order for equipment that is over $1000 exclusive of tax and shipping, and this item will be used for research only, it is possible that it will be tax exempt. Please include a completed tax-exempt form (PDF) with your purchase request.
If you would like to process an order over $5000.00, please contact the business office as additional forms may be needed and is determined on a case-by-case basis depending on the details of the order and quote provided from the vendor.
If it is necessary for you to make a purchase using personal funds, please turn in the original itemized receipt(s) along with the completed reimbursement form to the Business Office.
Reimbursements over $1000 require additional approvals by the Dean, Vice President and the Director of ASU purchasing. These should be avoided by submitting your purchase requests through the Business Office.
To get reimbursed for food, please include an itemized receipt and a completed Business Meals form with your request. Alcohol expenses will not be reimbursed as they are prohibited on ASU accounts.
Travel requests must be submitted and approved prior to leaving for your trip. This is extremely important for insurance purposes, even if you are not going to be claiming any expenses for a reimbursement. The ASU Travel website includes a travel guide which includes important information for you to review before you travel.
P-cards should not be used for any travel related expenses.
Our travel management services agency is Anthony Travel. Reservations booked through this service can be paid directly by the Business Office and charged to your ASU account.
For all travel, please use My ASU Trip, which can be accessed via your MyASU portal. You will need to make a travel request and once that has been submitted, you can book your travel thru the Concur portal.
Graduate College faculty, staff and administrators and students utilizing funding through Graduate College should select Melanie Brown as Account Approver and Katrina Roalson as ATO.
Group travel is completed on a separate form.
Upon return from your trip, please complete the expense summary online and upload all applicable receipts.
For information, please visit the Graduate College Travel Award program page.
A candidate for grant allocations must be enrolled as a student at Arizona State University at the time of application and for the specified one-year funding period. The student must intend to complete her/his degree at Arizona State University.
Two levels of funding will be available: terminal (dissertation/thesis) and independent research.
Up to $2000 is available for research approved by the student’s dissertation or thesis committee.
Graduate students conducting research other than the terminal project in their regular curriculum may apply for up to $750.
Students may not apply simultaneously for both categories; only one proposal is accepted for review. Furthermore, only one award may be granted per degree (i.e., an applicant may not receive a terminal research grant for his/her thesis or dissertation more than once, however s/he may receive the $2,000 terminal research award for both a thesis project and also a dissertation project). The total amount requested in a proposal may not be awarded in full.
Only expenditures purchased within the one-year grant period (July 1 through June 30 of the current academic year) will be approved.
Funds will expire June 30, 2017.
Research expenses may be purchased directly by Graduate College or reimbursable. These items may include, but are not limited to:
Purchases made directly by Graduate College:
Purchasing and Reimbursements
Requests for research expenses must include a justifiable budget with a detailed description of anticipated expenses within each category; justification is essential in the case of subject incentives. In the event that the Graduate Research Support Program cannot award a full grant, it is advisable that the applicants note funding priorities on the justified budget.
The Graduate Research Support Program will not reimburse/approve the following:
Written requests for budget changes and funding extensions will be considered on a case-by-case basis. All requests for grant extensions, budget changes and extensions must be submitted for approval to Katrina Roalson, Business Operations Manager Sr. for Graduate College via email: firstname.lastname@example.org.
Fellowships begin either in summer or fall based on NSF’s award notification.
NSF Coordinating Official for ASU - Katrina Roalson, Business Operations Manager Sr., 480-965-7627, email@example.com.
Policies for staff:
Policies academic professionals and faculty:
Policies for Postdocs:
Policies for Students:
Both the employee and his or her immediate supervisor are responsible for accurate reporting of employee time and attendance. TAS is a pre-approval system and a supplement to PeopleSoft, not a replacement.
Employees should first be entering their time in TAS for pre-approval. This includes sick and vacation time as well as worked hours for hourly employees (including student workers). Second, employees should enter their time in PeopleSoft.
Department Time Administrators (DTA), Katrina Roalson, will process the final approval of time in PeopleSoft only after the supervisor’s approval is applied in TAS.
NOTE: If PeopleSoft and TAS do no match, DTA will email both the employee and the supervisor to make corrections. We will no longer be making corrections for you as your time is your responsibility. The deadline is Thursday at 12 noon for entering time and leave requests.
Non-exempt (hourly) employees including student workers
Exempt (salary) employees
If you have any questions or need training for any of your staff, please see Katrina Roalson.
Please send Katrina Roalson, a Hourly Student Hiring Form (link below) completed with the following information at least two weeks in advance of the desired start date to process the job posting in the recruitment system:
International Students can only work a maximum of 20 hours per week during the academic year to include all positions they are employed in.
All students are limited to 25 hours or less per week between all positions during the academic year in order to be in compliance with ASU’s guidelines and rules surrounding the Affordable Care Act and limitations on hours worked in non-benefits eligible positions.
Graduate College Purchasing Forms
ASU Purchasing Forms
ASU Financial Services Forms