Business Office

The Business Office provides support for SGSUP faculty, staff, visitors and students. These include key and ISAAC access, copying and room reservations. They also assist with procurement, travel and reimbursements, as well as other business operations.

• Please email [email protected] with requests. 

  Travel 

• All ASU employees and students will be authorized to travel after verifying funding and creating a trip request using CONCUR. Trips must be fully approved before traveling or booking any transportation, accommodation, or paying for registration. 
• Please note: Requests that are not approved prior to the first day of travel, will be denied reimbursement. There will be no exceptions, and it is recommended to submit your request at least 2 weeks in advance. 
• For a breakdown on the ASU Travel Policy, creating a student profile, request and expense report requirements, and frequently asked questions, please reference the SGSUP Travel Resources document SGSUP Travel Resources.
• For a step-by-step tutorial on creating a trip and expense report in CONCUR, please reference the How to Travel document How to Travel and the ASU Trip Guide MyASU Trip-travel-guide 
• For any travel related questions, reach out to Medley Montero [email protected]. 
• More information regarding domestic and international travel can be found on the ASU Travel Guidance website.

  Purchasing

Purchase requests should be submitted to [email protected] and must include the following information:

• A list of part#’s, links, quotes and quantities to be ordered.
• Account to be billed (PG, GR or GF).
• Approval from the PI (principal investigator) or faculty, if the requestor is not the PI or the administrator of the local account.
• A complete business purpose. What will the item(s) be used for and what is the benefit to the project and/or ASU. “Used for research” is not an acceptable justification. “The equipment will be used to test temperate variations in populated areas, to determine if less concrete should be used with new builds”, is a better justification.

While purchasing on local and gift accounts is generally fluid, please ensure that your grant is budgeted for what you are requesting, to avoid delays in potential re-budgets or sponsor approval. Computers, IT equipment, food, gift cards, participants and international travel are the most common items that must have prior sponsor approval if not listed in the approved & awarded budget.

All IT equipment, software, internal hardware and monitors must be purchased through the business office in order to go through Enterprise Technology review.

Please do not engage or commit to any consulting, honorariums, participant stipends or payments, unless you have prior approval. Most participant stipends need an approved IRB, approved participant agreement, human subject pay approval or other authorization. The SGSUP Business Office will discuss your request with you and provide guidelines and options before any invitations can be sent.

  Reimbursement

Personal reimbursements should be kept to a minimum and only for small in-store purchases when necessary or when hosting a dept. guest.

Reimbursements for purchases made with personal funds may never exceed an accumulative amount of $1,000. SGSUP does not encourage personal purchases, unless they made are while on business travel.

Personal reimbursements are generally not allowed from any vendors or items that are on the restricted Pcard list. This would include chemicals, postage, servers, physical computers, and ANYTHING from Amazon is explicitly restricted from being reimbursed (please do not try, return it and have the business office order from Workday)!

Business meal reimbursements:

• Business meals on faculty accounts cannot exceed $75 pp. 
• Business meals with SGSUP hosted guests may not exceed $50 pp. 
• Alcohol is not permitted to be reimbursed unless prior approval is given by the Director or ADO.
• Gratuities may not be greater than 20% and overages will not be reimbursed. 
• Business meals conducted during approval ASU travel may be reimbursed up to $200 with the travel claim in CONCUR, following the per person and gratuity guidelines. 
• Alcohol is never allowed to be reimbursed to a traveler, if it was purchased while on travel.

  Shipping and Receiving

If you require something that needs to be shipped, please stop at the front office for information and instructions. 

All in-coming mail and packages are received by ASU Central Receiving. It is sorted and delivered to the business office daily.

• Regular mail, enveloped documents, flyers, catalogs, etc. will be put into your mailbox located in the business office. 
• You will be notified by email when you have a package that has arrived. Please arrange to have your packages picked up promptly.

Please note: Any chemicals, haz mat, or otherwise deemed unsafe materials or items will be shipped to or you will need to package & ship from the Chemical Stockroom (if you have a return). The building/room # C0215_CEMS (PSGX) PSG Chemical Receiving | 551 E University Dr. Tempe, AZ 8528