Graduate College

Graduate College Business Services

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.

Contact Us

Graduate College Business Office
Arizona State University
Interdisciplinary B, Suite 285
1120 South Cady Mall
Tempe, AZ 85287-1003

Phone: 480-965-5873
Fax: 480-965-0375
Email: grad-purchasing@asu.edu

Staff

Katrina Roalson, Director, Fiscal Business Services
INTDS B285F, 480-965-7627, Katrina.Roalson@asu.edu 

Jenny Aguero, Business Operations Specialist
INTDSB 285F, 480-965-9190 Jenny.Aguero@asu.edu 

Savannah Barragan, Business Operations Specialist, Sr
INTDSB 285, 480-965-5873 Savannah.Barragan@asu.edu  

Purchasing and Reimbursements

Submit a Expenditure/Payment Request Form (EPRF) for both purchases and reimbursements.

Purchases - Fill out the EPRF form and submit via email to grad-purchasing@asu.edu.   If you are requesting a food purchase, please include a Business Meals Form with your request. 

Reimbursements - 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 EPRF form to the Business Office, located in INTDSB 285.

  • 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.
  • Reimbursements for food -  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.

 

Important information regarding purchases and reimbursements

All requests are processed within a 48 hour turn-around time. Make sure to allow enough time for processing and shipping when submitting requests. 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.

Travel

Foreign and Domestic Travel

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 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. 

The ASU Travel website includes a travel guide which includes important information for you to review before you travel as well as information that will assit you with completing your expense report.  Please complete your expense report online and upload all applicable receipts within 2 weeks of returning from your trip.

Graduate College faculty, staff, administrators and students utilizing funding through Graduate College should select Savannah Barragan as Account Signer.  

 

 

Travel Awards

For information, please visit the Graduate College Travel Award program page.

 

Graduate Research Support Program Guidelines

Eligibility

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.

Funding

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, 2018.

Allowed Expenses

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:

  • Equipment rental
  • Materials and supplies
  • Professional services for data analysis, typing, transcription, or coping which exceed a total cost of $1000

Reimbursable expenses

Purchasing and Reimbursements

  • Subject incentives, including consumable items such as food, and cash or cash equivalent
  • Travel to research facilities to collect pertinent data or conduct research
  • Per diem (meals) while in travel status
  • Professional services for data analysis, typing, transaction, or copying

Please contact Savannah Barragan for details at 480-965-5873 or grad-gpsa@asu.edu

  • ASU PURCHASE ORDERS AND LAB SERVICES: Contact us if you need to pay an ASU shop, lab, or department, (i.e., CLAS research labs – Research Billing Centers (RTS), Print Labs, Lab Stores, Animal Care); you will primarily be purchasing materials from lab stores or the ASU SunRise system; or, you must order research materials that require special handling, (e.g., chemicals, radioactive materials, live animals or perishables, heavy freight).
    • Reimbursements require original receipts. A receipt should demonstrate the name & business address of the merchant, the items purchased, and proof of payment. Receipts must be taped to 8 1/2-by-11-inch paper. Any justification / business purpose for an expense must be noted beside the receipt. Write your name, ASU ID and phone number on all documents you submit to us.
    • If payment is made by personal check, ASU requires proof that the check cleared your account with a photocopy of the front & back of the cancelled check, or bank statement with the charge circled.
  • PAYING PROFESSIONAL SERVICE PROVIDERS (e.g., translation, transcription, typing, programming, website development)
    • Employees of ASU may not be used as service providers. ASU distinguishes between employees and independent contractors.   An employee of ASU must be paid through ASU Payroll. Payment of wages is not supported by this research grant.
    • Submit Paperwork for approval before you engage professional services. You will need to submit three (3) forms: Departmental Professional Services Order, Employee/Independent Contractor Determination Checklist and Substitute W-9 form so that direct payment to the vendor can be made through ASU Accounts Payable. Contact Katrina for copies of the forms.
    • It’s preferred that you pay professional service providers through ASU Accounts Payable for tax reporting purposes in compliance with university policy FIN 420-01. With prior authorization students may procure goods or services directly from a vendor and request reimbursement from ASU if these 3 conditions are met:
      • total payments to the vendor in a calendar year are less than $1000
      • any purchase of items do not constitute compensation for services rendered , and
      • an original vendor’s receipt, or invoice marked paid, is provided at the time of requesting the reimbursement.
  • TRAVEL EXPENSES
    • You must submit an ASU trip request form for all travel expenses. Go to the ASU Travel page for reimbursement and expense guidelines and forms:  http://cfo.asu.edu/fs-travel-pay-trip or https://cfo.asu.edu/myasutrip
      • Concur will populate your lodging per diem rates before you make your reservations.
      • Keep receipts for hotel, airfare, and shuttle or taxi.
      • Gas receipts are only reimbursed for rental vehicles. Submit a mileage expense for use of personal vehicles. Mileage is reimbursed at .445 cents per mile for use of personal vehicles (in-state).
    • Submit your Travel Expense Report Claim (TP) online with MyASU Trip with all receipts as soon as you return from your trip to expedite your reimbursement. If you properly submit an accurate claim, you will be reimbursed within 10 working days.  
    • If you already have an trip request started with another dept., please have the Travel Manager for your trip request contact Katrina Roalson so that your Travel Authorization can be amended to include the GRSP account funding. It is your responsibility to make sure that the GPSA/Graduate College information is added to your Travel Trip prior to your trip.
    • You can get help filling out a ASU Trip Request form at the Graduate College Business Office, INTDSB 285 or email grad-travel@asu.edu
  • SUBJECT PAY OR PARTICIPANT INCENTIVES
    • Paying Subjects directly by ASU Check:
      • Use the department Subject Payment Check Request Form. Contact Katrina for a copy of the form.  Payments/Reimbursements will be processed through the Graduate College business office.
    • Reimbursements/Gift Cards/ Studies with Confidentiality Constraints
      • Gift certificates cannot be given to professional service providers or research staff (e.g., volunteers, or helpers); must be used for research participants.
      • You may not seek reimbursement for unused gift certificates. If you pay participants out-of-pocket and claim reimbursement for your expenses, then the following documentation is required for cash payments and gift cards or incentive items:
      • Prepare a cover letter of explanation about why you need reimbursed for cash payments or gift cards that includes:
        • the name of your study,
        • the IRB# assigned to your study
        • statement that the funds were paid to subjects participating in a graduate research project.
        • state how funds were secured while in your custody
        • The letter will be forwarded to Accounts Payable attached to the receipts and request for reimbursement. 

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.

Prohibited Expenses

The Graduate Research Support Program will not reimburse/approve the following:

  • Equipment purchase (no laptops, no camera, etc.)
  • Reimbursements for expenses greater than or equal to $1,000
  • Tuition or remuneration of time spent on project
  • Conference travel (although travel for data collection is allowed)
  • Terminal publication charges (e.g., binding/printing of thesis or dissertation, etc.)
  • Services provided by ASU employees, which include research assistants and students

Awards

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, Director, Fiscal Business Services for Graduate College via email: katrina.roalson@asu.edu.

National Science Foundation Graduate Research Fellowship Program

Fellowships begin either in summer or fall based on NSF’s award notification. 

Benefits Include:

  • $34,000 stipend from the National Science Foundation, paid thru Graduate College
  • Institutional support
    • Resident tuition or Graduate Nonresident tuition based on residency classification
    • ASU Student Health insurance: registration via My ASU website fall semester will automatically trigger spring’s ASU student health enrollment
    • $750 in research/educational expenses if requested; contact us at grad-nsf@asu.edu or 480-965-5873 with questions
      • Funds can be used for research supplies and/or travel.  
      • If you want to purchase supplies, you can submit a request to us and we will process the order for you. 
      • If you choose to use the funds for travel, contact Savannah Barragan at Savannah.Barragan@asu.edu for assistance.
    • Summer graduate tuition: registration’s balance due covered up to a total of 6 graduate-level credits for summer term

Please note:

  • Responsible Conduct of Research training is mandatory for all NSF fellows; therefore, please go to the following website and check next training date(s): https://researchintegrity.asu.edu/training/rcrtraining
  • For fellowship stipends ASU has no tax reporting or tax withholding responsibilities unless the student is a nonresident for US tax reporting purposes. Please refer to the information for graduate fellowships on the Graduate College website with regards to income tax considerations https://graduate.asu.edu/tax-considerations

NSF Coordinating Official for ASU - Katrina Roalson, Director, Fiscal Business Services, 480-965-7627, katrina.roalson@asu.edu.

Human Resources

Leave Reporting

Guideline and Responsibilities of Employee Time Reporting

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.

Process for Entering Hours

Non-exempt (hourly) employees including student workers

  • Hourly employees should input their hours worked in TAS and PeopleSoft.  In addition, they should submit TAS request for sick, vacation, jury duty, bereavement, etc. This should be done every week prior to Thursday at 12pm.
  • All entries should match in both systems.

Exempt (salary) employees

  • Submit TAS request for sick, vacation, jury duty, bereavement, etc.  This should be done every week prior to Thursday at 12pm.
  • All entries should match in both systems.

TAS

  • Go to https://tas.asu.edu
  • Enter your ASURITE and Password
  • Select a type of request
  • Select the requested time for that type
  • Enter the number of hours requested
  • Click “Submit Request”

PeopleSoft

  • Go to My ASU/My Employment and then to “Time/Time and Leave Reporting”
  • Non-Exempt (hourly) employees enter the number of hours worked for each day and Time Reporting Code (STH for student hours and HRY for staff).
  • Exempt (salary) employees enter the number of hours taken for sick, vacation, etc.  for each day and Time Reporting Code (SCK for sick and VAC for vacation, etc.).
  • Click on “Submit”

Check Your Hours

  • Do your entries for time off in TAS match those in PeopleSoft?  TIP: Under your “My Requests’ tab in TAS, click on “Time Report” and this will show you what you have entered in both TAS and PeopleSoft systems.
  • Have you entered your hours worked (hourly staff and student workers)
  • Was your time entered before the deadline?
  • Did your supervisor approve your hours before the deadline?

If you have any questions or need training for any of your staff, please see Jenny Aguero.

 

Policies

Staff:

Postdocs:

Students:

Email links

Forms

Graduate College Purchasing Forms

ASU Purchasing Forms

ASU Financial Services Forms

Facilities Forms

Links