Financial Services Manual (FIN)

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FIN 420–02 Table 1

For a Specific Order Transaction Using Online PO Document

The requesting department enters the Internal Purchase Order information on an online Advantage Purchase Order input screen (PO document) and must include the following items in the description field:

  1. name and description of the function
  2. expected number of participants

    and

  3. date of the event.

The org manager or authorized signer:

  1. applies a level 1 approval to the transaction

    and

  2. sends a screen print of the document or an e-mail request with the PO document number along with any necessary backup to the university’s food service contractor (refer to the Purchasing and Business Services Policies and Procedures Manual—PUR 302–01, “Internal Purchase Orders”).

For meals at the University Club, the org manager or authorized signer submits a completed Business Meals and Related Expenses Form, with the appropriate box checked, along with the PO document or at the time of the meal. For catering, a completed Business Meals and Related Expenses Form, with the appropriate box checked, should be submitted with the PO document.

For a Blanket Order Transaction Using Online PO Document

The requesting department enters the Internal Purchase Order information on an online Advantage Purchase Order input screen (PO) and includes the following items in the description field:

  1. time period covered (e.g., 7/1/98 to 6/30/99)
  2. general purpose (e.g., various luncheons and other food purchases for the respective provost/vice provost/vice president)

    and

  3. expected participants (e.g., various college administrators and representatives of private industry).

The org manager or authorized signer:

  1. applies a level 1 approval to the transaction

    and

  2. sends a screen print of the document or an e-mail request with the PO document number along with any necessary backup to the university’s food service contractor (refer to the Purchasing and Business Services Policies and Procedures Manual—PUR 302–01, “Internal Purchase Orders”).

For meals at the University Club, the org manager or authorized signer submits a completed Business Meals and Related Expenses Form, with the appropriate box checked, at the time of the meal or shortly thereafter. For catering, a completed Business Meals and Related Expenses Form, with the appropriate box checked, should be submitted along with each specific catering contract.

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