• General Purchase Process:

  1. Obtain approval from the account supervisor for the purchase before making the transaction.
  2. Complete the purchase and attach all itemized invoices/receipts to the completed Engineering Business Center-N form. Include the account supervisor’s approval for the purchase.

  If the purchase was made online, provide the final invoice with shipping details. Attach any necessary supporting documentation, such as a list of attendees, agenda, flyer, email announcement, or travel authorization (if applicable).
  For Club USE ONLY:

  1. Obtain approval from the account supervisor for the purchase before making the transaction.
  2. Fill out the PCard Request Form and email your request to engr-ebcn@arizona.edu for final review.
  3. Use the following subject line format: Club_Club Name_Vendor_Amount

   (e.g., Club_NSBE_Amazon_$55.35).

  4. To use the PCard, visit our office during the designated hours.

  PCard Office Hours:
  Monday - Friday
  9:00 - 11:00 AM & 1:00 - 3:00 PM
  5. Once the purchase is complete, attach all itemized invoices/receipts along with the account supervisor’s approval to the PCard Request Form, and respond to the original request email.
  Note: Each transaction must have a separate PCard Request Form.

• You can purchase through UAccess Financials AZ BuyWays for easy ordering and discounts. In Financials, click Orders on the left, then click Shop Catalogs. A list of vendors will appear. Once you’re ready to check out, fill out the requisition with your account number. If you need assistance, please contact the Business Office.

• For purchases over $10,000, submit a purchase order request by filling out the Engineering Business Center-N form and including all required documentation.

• Download the Purchasing Thresholds and Sales/Use Tax (PDF)  information.

• Obtain approval from the account supervisor before making a purchase. After completing the transaction, attach all required documents to the Engineering Business Center-N form.

Receipts must clearly show the purchaser’s name and the actual amount charged to the card. Note: Amazon invoices must state "Shipped."
For more information on expense reimbursements, please visit Employee Reimbursements.

• Obtain approval from the account supervisor before requesting reimbursement.

• Complete the Engineering Business Center-N form and attach all itemized invoices/receipts related to the travel. Be sure to include the account supervisor’s approval.

For more details on travel reimbursements, visit After the Trip.

Important: An approved travel authorization is required for all travel reimbursements.

 “Failure to obtain prior approval may result in the department's discretion to deny reimbursement if the traveler is non-compliant with institutional policy”. 14.10 Travel Authorization

• The SAP Concur tool is to be used for submitting a Travel Authorization when traveling domestically and internationally.

• The SAP Concur tool can also be used for booking travel.

• See EBC-N’s summarized instructions (PDF) for using the SAP Concur tool.

Domestic Travel: Submit the completed form at least two weeks before your departure.

International Travel: Submit the completed form 30 days before departure and complete the University International Travel registration. A UA Travel Registry submission is required for all international travel.

Important: Travel authorization must be obtained before departure for all official University travel, regardless of the funding source.

“The authorization for travel status is required prior to departure for official University travel activities regardless of funding source.” 14.10 Travel Authorization
Travelers that depart without an approved Travel Request are in violation of University policy.

• Rent vehicles at low rate: UA is contracted with Avis/Budget and Enterprise and the rental includes a damage waiver when you use the UA rate agreement code. A damage waiver is otherwise NOT ALLOWED when renting vehicles domestically when it is an added option. For international travel, damage waivers are allowed and are encouraged.

• When federally sponsored funds will be utilized for travel, refer to the Fly America Act section in the UA Financial Services Manual 14.15. The Fly America Act requires travelers to use U.S. flag carriers regardless of costs or convenience.
• Requesting Office Space for Researchers/Grad Students

• When purchasing items at the UA Bookstore please use the Service Billing form located at this site.
• Select "Service Billing Form".
• Sign in using your UA email address.
• Enter your name on the first line and Chris Duggan’s name for department funding and grant funding, then click "Send".
• On the next page enter all information at specified areas.
• Click submit at the bottom of the page. If the submit button doesn’t show, then you are missing information.

• Click the "24/7 Service Request" area in the top right side of the Facilities Management website or call the number listed to request services. Use your S number that was provided to you. Ask your Business Center team members for assistance.

• All receipts need to be itemized. 
• For Business Meetings - provide agenda or flyer, itemized receipts, and a list of attendees.
• Do not purchase alcoholic beverages.
• Gratuity must be 20% or less.
• For Conference Registrations - provide a screen shot of conference details, i.e., name, location and date with registration confirmation.
• A detailed business purpose is required with all purchases that explains how the purchase benefits the University of Arizona. 

• Reasonable Expense Guide
• Business Purpose Guide
• Itemized Receipt / Invoice
• Travel Policies
• UA International Travel
• Frequently Asked Questions - PCard Compliance
• Documentation Requirements & Reconciliation