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Arts and Sciences Finance Center Procurement Processes

Before initiating any purchase, please review the Procure-to-Pay Guide to determine the appropriate purchasing method. Pertinent procurement policies regarding purchases will be listed within the Guide.

eProcurement Services


  • Purchase Requisitions/Purchase Orders:
    • If a purchase order is required, complete the Purchase Request Form (and additional forms if required) for processing.
    • The ASFC will create a purchase requisition and your order will be placed with the vendor.
  • Invoice Processing:
    • Submit original invoices via Hinman (6050), or in person to Suite 308, Wentworth Hall processing. All invoices require an approval signature and chart string(s).
    • If the invoice is part of a purchase order, please write the PO number on the invoice, or if the PO number is unknown, note that a PO has been created and indicate that the goods/services have been received.
  • Please note:

Procurement Cards (P-Cards)


  • Statement and Receipt Archiving
    • P-Card Approvers need to reconcile the monthly statement for each cardholder with receipts.
    • Document each expense using one of the following methods:
    • Documentation must include the following information:
      • Cardholder Name
      • Business Purpose
      • Chart String(s)
    • Submit, on a monthly basis, scanned statements with matched receipts using the P-Card E-Form.
  • New Card Requests
    • Review the Procurement Card Policy.
    • Complete the Procurement Card Application.
    • Obtain an approval signature from your supervisor or Department Chair.
    • Forward the application to the ASFC (HB 6050 or Suite 308, Wentworth Hall) to obtain approval from the Fiscal Officer.
    • The ASFC will submit the completed application for card issue.

Request for Payments and Prize Vouchers

  • Payment Request e-Form
    • Used for direct vendor payments when a purchase order is not required.
    • Most commonly used to provide honorariums to visitors.
    • Complete Payment Request e-Form as directed.
    • The ASFC will process the e-form and enter the payment into the system for payment.
  • Student Prizes and Awards
    • Used to award a prize to students. The prize and awardee are listed in the Commencement Booklet.
    • Complete the Student Prizes & Awards e-Form.
    • The ASFC will process the e-form and enter the payment into the system for payment.

Forms and Instructions

  • Procurement forms, including Sole Source and Independent Contractor can be found here.


Last Updated: 7/23/18