Welcome to Arkansas State University!

On-Campus Purchasing


  • Information and Technology Services

    Vendor ID: 50554137

    1. Obtain a quote from Information and Technology Services.
    2. Initiate an online requisition to ASU Information and Technology Services.
    3. Override the default Commodity Code description with the specific description and item number of the product being ordered.
    4. Any additional information for line items should be entered in Item Text.
    5. Enter quantity and amount.
    6. Use Tax Group 'P' for services or 'U' for purchases.
    7. Procurement will process the requisition and complete a purchase order
    8. Procurement writes the PO number on the requisition, and then forwards the requisition and back-up documents to Accounts Payable for payment.

    For more information, see the Information and Technology Services web site.

  • Printing Services

    Vendor ID: 50007261

    Use the following Commodity Codes:

    Business Cards - 96607
    Letterhead - 96651
    Envelopes - 96631
    Other Printing - 96676

    1. Override the generic commodity code description with the specific description. Printing Services descriptions should begin with what you are purchasing:

      (Envelopes, Letterhead, Brochure, Flyer, Business Cards, Poster, Binding, Flip Cards, and Manuals)

      (Example: Business Cards for Dr. Doe Qt. 250)

    2. Do NOT use symbols such as @, #, %, & or abbreviate your description.
    3. Any additional information for line items should be entered in Item Text.
    4. Enter quantity and amount.
    5. Enter 'NT' in Tax Group field.
    6. Email a copy of any back-up work (with the requisition number written on top) to Katye Davis - kadavis@astate.edu.
    7. Procurement will process the requisition and complete a purchase order. Procurement will send a fax copy to A-State Printing Services and an email attachment to the requesting department.
    8. Once the goods are delivered, the requesting department must receive in Banner.

    Please see the A-State Printing Services web site for prices and estimates.

  • Parking Services

    Vendor ID: 50185055

    1. The department completes and submits the Event Parking Form.
    2. Parking Services will send a confirmation via email.
    3. Department submits and approves requisition (attaches copy of confirmation).
      1. Use Commodity Code - 96356 - Parking Placards and Permits.
      2. Select from the Commodity Descriptions below. Enter the Prices in the Amount field:

        Parking Permit Event - $1.00/day
        Surface Parking Daily Set Up Fee - $15.00/each per 50 spaces
        Surface Parking Daily Per Space Fee - $1.00
        Deck Parking Daily Set Up Fee - $25.00/each per 50 spaces
        Deck Parking Daily Per Space Fee - $3.00
        Hooded Meter - $1.00/day
        Hooded Meter Set Up Fee - $15.00/day
        Departmental Placard Permit - $70/year

      3. Document Text: Line 10 - Confirmation number from electronic invoice.
    4. Procurement creates purchase order and forwards to Parking Services.
    5. Parking Services provides permits and submits Invoice to Accounts Payable.
    6. Department receives goods/services.
    7. AP enters invoice and processes payment.
    8. AP deposits check at Cashier's Office.
      1. Event and Departmental Placard Permits: 320150-411022-564100-3660
      2. Reserved (Coned) Spaces in North Parking Deck: 320150-411002-564200-3660
      3. Reserved (Meters/Coned) Spaces in Surface Lot: 320150-411002-564200-3660

    Departments may also complete a requisition for a Blanket PO for multiple requests throughout the fiscal year. Please see Parking Services Event Parking or contact Procurement Services at 972-2028 for more information.

  • Dining Services/Sodexo, Inc. and Affiliates

    Vendor ID: 50005351

    Note: We strongly encourage you to use your PCard to order from Sodexo

    1. Include the Catering Event Name - Date of Event - Order Number in the description line on Sodexo orders. No other information is needed since it is on the event form.

      Example: Catering End of Semester Meeting 12-6-16 Order 3448

    2. Use Commodity Code - 37501.
    3. Initiate an online non-confirming requisition to Sodexo.
    4. Override the generic commodity code description with the Catering Event Name - Date of Event - Order Number found on the Sodexo Event form. Do NOT list all of the items listed on the event form

      Example: Catering - WBB Pregame vs Harding - 11-10-2015 - Order 608

    5. Do NOT use symbols such as @, #, %, &, /, _.
    6. Enter the total amount from the event contract (including taxes).
    7. Use 'P' in the tax group.
    8. Email a copy of the event form with the requisition number written on top to Katye Davis (kadavis@astate.edu).
    9. Procurement will process the requisition and complete a purchase order. Procurement will send a copy to Sodexo and an email attachment to the requesting department.
    10. Once the event has occurred or the good delivered, the requesting department must receive in Banner.

    Please see the Dining Services - Catering web site for more information.

  • Facilities Management

    Vendor ID: 50545085

    Sign Shop:

    • Commodity Code - 08030 - Facilities Management Sign Shop Supplies
    • Account Code - 711311 - Other Supplies and Materials
    • Address Type - PO Sequence 4

    Move Crew:

    • Commodity Code - 96255 - Facilities Management Moving Services
    • Account Code - 711701 - Other Expenses and Services
    • Address Type: PO Sequence 2

    Warehouse/Central Receiving:

    • Commodity Code - 64565 - Facilities Management Warehouse Supplies
    • Account Code - 711302 - Office Supplies
    • Address Type - PO Sequence 5

    Zone Maintenance:

    • Commodity Code - 91041 - Facilities Management Zone Maintenance
    • Account Code - 710401 - Bldgs and Grounds Repair and Maint
    • Address Type - PO Sequence 6

    Projects:

    • Commodity Code - 91042 - Facilities Management Projects
    • Account Code - 710401 - Bldgs and Grounds Repair and Maint
    • Address Type - PO Sequence 3 OR PO Sequence 9 for Construction Projects

    Lock Shop:

    • Commodity Code - 91043 - Facilities Management Lock Shop
    • Account Code - 710401 - Bldgs and Grounds Repair and Maint
    • Address Type - PO Sequence 1

    Landscape:

    • Commodity Code - 91044 - Facilities Management Landscape and Grounds
    • Account Code - 710401 - Bldgs and Grounds Repair and Maint
    • Address Type - PO Sequence 7

    Planning, Design, Construction:

    • Commodity Code - 91045- Facilities Management Planning, Design, Construction
    • Account Code - 710401 - Bldgs and Grounds Repair and Maint
    • Address Type - PO Sequence 9

    1. Request a quote via email from servicing department in Facilities Management.
    2. Initiate a non-confirming requisition.
    3. Enter Vendor ID and select the appropriate PO Address Type for the servicing department.
    4. Select Document Text from the Related menu and enter the following:
      1. Enter the name of the servicing department employee that provided the quote.
      2. Enter the contact person, phone number, email address, and location (building and room).
      3. For signage enter "List of names provided with backup."
    5. Enter Commodity Code from the list above.
    6. Enter the specific Description beginning with a noun (Example: Paper copy 8.5x11-10 reams).
    7. Select Item Text from the Related menu to enter additional information about the commodity.
    8. Tax Group 'NT' is defaulted in, do not change it.
    9. Enter the Quantity.
    10. Enter the Amount from the quote.
    11. Repeat steps 5-10 for each additional item. Each item will need a separate Commodity record.
    12. Write the requisition at the top of the quote received from Facilities Management via email.
    13. Send quote to procurement@astate.edu.
      1. For Sign Shop purchases include a list of the names to be placed on the signage with the backup to Procurement.
    14. Procurement will process the requisition and complete a purchase order. The PO will be sent to Facilities Management and the initiator.
    15. Once the servicing department provides the good or services, the Work Order Center submits a work order as an Invoice to the department and Accounts Payable (AP).
    16. The initiator will verify the Invoice information and process a receiving document for the item(s) in Banner.
    17. Accounts Payable will process the payment to pay the servicing department in Facilities Management.

    For related questions, please see the Facilities Management web site or contact the Work Order Center at x2067.

    For any Procurement related questions, please contact Procurement Services at x2028.

  • University Police

    Vendor ID: 50543592

    1. Department contacts Jarrod Long at 972-2705 to schedule services.
    2. Department submits and approves requisition.
    3. Commodity Code: 99044 Event Security (711701 Other Expenses and Services).
    4. Commodity Description: Event Security for (Event Name and Date).
    5. Procurement creates a purchase order and forwards to UPD.
    6. UPD provides service and submits Invoice to Accounts Payable (AP).
    7. Department received service and AP enters invoice and processes payment.

    AP deposits check at Cashier's Office into 110000-415602-711702-1720. For more, see the University Police Department web site.

  • A-State Bookstore - Follett

    Vendor ID: 50005993

    Note: The PCard may be used at the A-State Bookstore. To order using your PCard, send a faxed request to 972-2201. The Bookstore staff will prepare your order and have it ready for you to pick up. 

    1. Initiate an online non‐confirming requisition to ASU Bookstore/Follett. 
    2. Enter the following in Document Text:  
      1. Contact person
      2. Department contact phone number if different than initiator
    3. Override the default Commodity Code description with the specific description and item number of the product being ordered. 
    4. Any additional information for line items should be entered in Item Text. 
    5. Enter quantity and amount. 
    6. Use Tax Group ‘U’. 
    7. Procurement will process the requisition and complete a purchase order. Procurement  will send a fax copy to ASU Bookstore/Follett and an email attachment to the requesting  department. 
    8. Once the event has occurred or goods delivered, the requesting department must  receive the items in Banner. 
  • First National Bank Arena

    Vendor ID: 50005471 

    Use the following Commodity Codes:  

    Room Rental – 97167
    Meals ‐ 96117 

    1. Initiate an online confirming requisition to ASU FNB Arena
    2. Override the default Commodity Code description with the specific description and item  number of the product being ordered. 
    3. Any additional information for line items should be entered in Item Text. 
    4. Enter quantity and amount. 
    5. Use Tax Group ‘P’. 
    6. Procurement will process the requisition and complete a purchase order. 
    7. Procurement writes the PO number on the requisition, and then forwards the  requisition and back-up documentation to Accounts Payable for payment. 
  • Publications and Creative Services

    Vendor ID: 50186110 

    1. Request quote from Publications and Creative Services.
    2. Initiate a confirming requisition.  
    3. Enter Vendor ID.
    4. Enter the contact person and phone number in the Document Text block if different than initiator. 
    5. Enter Commodity Code 96677
    6. Override the default Commodity Code description with the specific description of the work requested. 
    7. Use Tax Group ‘NT’. 
    8. Enter quantity and amount. 
    9. Write the requisition number at the top of the quote. Email or fax a copy of the quote to procurement@astate.edu or 972‐3834
    10. Procurement will process the requisition and complete a purchase order. 
    11. Procurement will send a fax copy to the department and an email attachment to the initiator. 
    12. Once the event has occurred or goods delivered, the initiator must receive in Banner. 
    13. Creative Services will send the invoice to Accounts Payable where the payment will be processed. 
  • Alumni Association

    Vendor ID: 5006182 

    1. For rate information, please contact the ASU Alumni office at alumni@astate.edu or call 870‐972‐ALUM (2586) to make an appointment for a visit. 
    2. Initiate a confirming requisition. 
    3. Enter Vendor ID. 
    4. Enter the contact person and phone number in the Document Text block if different than initiator. 
    5. Enter Commodity Code 97167
    6. Override the default Commodity Code description with the specific description of the rental information. 
    7. Use Tax Group ‘NT’. 
    8. Enter quantity and amount. 
    9. Write the requisition number at the top of the quote if provided. Email or fax a copy of the quote to procurement@astate.edu or 972‐3834
    10. Procurement will process the requisition and complete a purchase order. 
    11. Procurement will send a fax copy to the department and an email attachment to the initiator. 
    12. Once the event has occurred or goods delivered, the initiator must receive in Banner. 
    13. Cooper Alumni Center will send the invoice to Accounts Payable where the payment will be processed.