Ìý

Activity & Service Fee Purchasing Guidelines


Off Campus Food Vendor Purchase Request
On Campus Food Vendor Purchase Request
Contractors - Performer, Speaker or Event Equipment Rental Purchase Request
Printed Items, Promotional Items Purchase Request
Online Purchase Request
Technology Purchase Request
On Campus Department Purchase Request
FAU Trademark Business Cards or Name Badge Purchase Request
General Merchandise, Amazon, Office Depot, CDW, B&H Purchase Requests
Staff Travel and Event Travel Purchase Request

Ìý

Ìý

Off Campus Food Vendor Purchase Request

Return to Top
To make a purchase request with an on-campus food vendor, use the following steps to prepare your purchase request for submission to ASAB. Steps 1-2 can be done simultaneously:

  1. Verify that your vendor is registered with FAU
    At least 20 Calendar days prior to your event, you should contact ASAB, asab@fau.edu, to verify that the vendor is registered with FAU. If your vendor is not registered, ASAB will assist you with getting the vendor registered.
  2. Obtain Quote or Estimate from Vendor
    (Document cannot be expired, must be itemized, must be addressed to FAU, should read Quote or Estimate, and should contain the vendor’s name and contact information.)
  3. For approval to purchase from the off-campus vendor, submit the quote obtained from vendor to Chartwells requesting approval at fau.catering@fau.edu
  4. Once Chartwells approves the request, obtain a Food Waiver and a permit from the Business Services Office (Not required for off Campus events)
    Food Waivers and permits should be requested at least 17 business days before your event to allow enough time to submit your purchase request to ASAB with the required food waiver/permit.
    • Business Services requires at least 10 business days to process food waivers and permits.
    • ASAB requires purchase requests to be submitted at least 7 business days prior to an event. NOTE: For those purchases being made outside this submission deadline, a Non-routine Justification form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.

    Click here to obtain a Food Wavier Application and click here to obtain a permit.

  5. Obtain an approved Event Submission
    The Event Submission should be made at least 17 business days before your event. Event Submission is done via your organizations or department's Owl Central page.
    • Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    • ASAB requires purchase requests to be submitted at least 7 business days prior to an event. NOTE: For those purchases being made outside this submission deadline, Non-routine Justification form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  6. Submit your purchase request to ASAB
    Your purchase request must be submitted to ASAB via Owl Central at least 7 business days prior to your event and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Itemized Vendor Quote or Estimate (Document cannot be expired, must be itemized, must be addressed to FAU, must contain the word Quote or Estimate, and the vendor’s name and contact information.)
    3. Approved Food Waiver/ and Permit
    4. Approved Event Submission
    5. Completed Non-routine Justification form signed by the Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  7. ASAB will notify you regarding your purchase, along with steps to following in order to complete your purchase request.

Ìý

Ìý

On Campus Food Vendor Purchase Request

Return to Top
To make a purchase request with an on-campus food vendor, use the following steps to prepare your purchase request for submission to ASAB. Steps 1-2 can be done simultaneously:

  1. Obtain Quote from Vendor
    At least 20 calendar days prior to your event visit to obtain a Chartwells quote.
  2. Obtain an approved Event Submission
    The Event Submission should be made at least 17 business days before your event. Event Submission is done via your organizations or department’s Owl Central page.
    1. Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    2. ASAB requires purchase requests to be submitted at least 7 business days prior to an event.; NOTE: For those purchases being made outside this submission deadline, a Non-routine Justification form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  3. Submit your purchase request to ASAB
    Your purchase request must be submitted to ASAB via Owl Central at least 5 business days prior to your event and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Itemized Vendor Quote or Estimate ((Document cannot be expired, must be itemized, must be addressed to FAU, must contain the word Quote or Estimate, and the vendor’s name and contact information. If document is from Chartwells it must contain an agreement #.)
    3. Approved Event Submission
    4. Completed Non-routine Justification form signed by the Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  4. ASAB will notify you regarding your purchase along with steps to follow in order to complete your purchase request.

Ìý

Ìý

Contractors-Performer, Speaker or Event Equipment Rental Purchase Request

Return to Top
Use this purchasing type, when you plan to bring a performer, speaker, or artist to campus, or rent equipment such as staging or lighting for an event, and a contract is required to be signed. If the vendor provides an estimate or quote not requiring an FAU signature and has terms and conditions, you must submit the quote or estimate with a vendor addendum; the quote and addendum does not need to be submitted into Owl Central Contracts, unless it is for bus services., oOtherwise the procedures for general merchandise purchase requests should be followed. Use the following steps to prepare your purchase request for submission to ASAB. Steps 1-3 can be done simultaneously:

  1. Obtain Contract Endorsed by FAU Purchasing
    You should obtain the contract at least 2 months prior to your event. For more information on obtaining or submitting contracts to be endorsed by purchasing, student organizations and SG should contact their advisors; all others should visit the Student Affairs contract webpage at /student/sa-contracts/ to submit a request for FAU signature. If a vendor is not a corporation or an LLC, in addition to the contract, an Employee vs Independent Contractor Checklist must be completed and signed by the RSO or SG advisor, department advisor, or director were applicable.
  2. Verify that your vendor is registered with FAU
    Contact ASAB, asab@fau.edu, to verify that the vendor is registered with FAU. If your vendor is not registered. ASAB will assist you with getting the vendor registered.
  3. Obtain an approved event registration
    The event registration should be made the same time you begin the contract process for the event. Event registration is done via your organization or department's Owl Central page.
    • Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    • ASAB requires purchase requests to be submitted at least 7 business days prior to an event. NOTE: For those purchases being made outside this submission deadline, Non-routine Justification form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  4. Submit your purchase request to ASAB
    Your purchase request must be submitted to ASAB via Owl Central at least 7 business days prior to your event and must contain the following:
    1. Completed Expense Justification form (not required for RSOs)
    2. Fully executed contract including FAU addendum, if applicable
    3. Approved Event Submission n
    4. Contract endorsed by vendor and FAU legal
    5. Completed Non-routine Justification form signed by the Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  5. ASAB will notify you regarding your purchase along with steps to following in order to complete your purchase request.

Ìý

Ìý

Printed Item or Promotional Item Purchase Request

Return to Top
Printed items are publications, flyers, posters, signage, and banners. Promotional items are giveaways such as cups, pens, and t-shirts. Use the following steps to prepare your purchase request for submission to ASAB. Steps 1-5 can be done simultaneously:

  1. Verify that your vendor is registered with FAU

    At least 20 calendar days prior to your event, you should contact ASAB, asab@fau.edu, to verify that the vendor is registered with FAU. If your vendor is not registered, ASAB will assist you with getting the vendor registered.

  2. Obtain quote or estimate from Vendor
  3. Obtain approval for printed items
    • RSOs - contact your COSO advisor to obtain approval for printed items.
    • SG - contact your advisor to obtain approval for printed items.
    • All Others - to Student Affairs Marketing to obtain approval for printed items.

      NOTE: Printed and promotional items must be purchased from vendors that are not only registered with FAU, but that are also licensed. For a list of vendors, search key words Licensee by Client from the FAU homepage.

  4. If for an event, obtain an approved Event Submission
    The Event Submission should be made at least 17 business days before your event. Event Submission is done via your organizations or department’s Owl Central page.
    • Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    • ASAB requires purchase requests to be submitted at least 7 business days prior to an event.; NOTE: For those purchases being made outside this submission deadline, a Non-routine Justification signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  5. Submit your purchase request to ASAB
    Your purchase request must be submitted to ASAB via Owl Central at least 7 business days prior to your event and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Approved Event Submission (where applicable)
    3. Itemized vendor quote or Estimate (Document cannot be expired, must be itemized, must be addressed to FAU, must contain the word Quote or Estimate, and the vendor’s name and contact information.)
    4. Required approval for printed items. (Approval is not required for promotional items)
    5. Copy of mockup
    6. Completed Non-routine Justification formsigned by the Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  6. ASAB will notify you regarding your purchase, along with steps to follow in order to complete your purchase.

Ìý

Ìý

Online Purchase Request

Return to Top

PLEASE NOTE: Food (other than prepackaged snacks), promotional, publication, or printed items (other than on- campus printers) can NOT be purchased via a P-card.

Due to shipping issues, Broward and Northern campuses must submit their Amazon and Office Depot orders as online purchases.

Online purchases are used to make purchases online on using a purchasing card, except where the pcard guidelines prohibit. Only professional staff can use their pcard to make these types of purchases. Use the following steps to prepare your purchase request for submission to ASAB. Steps 1-2 can be done simultaneously:

  1. Provide a shopping cart, quote, or estimate
    At least 20 calendar days prior to your event, you should fill the shopping cart on the website in which you would like to make the purchase and print out the cart. The print-out must contain the name of the website on it, itemized cost, and a total. You can also obtain an itemized quote or estimate from the vendor; the document must read quote and estimate on it.
  2. If for an event, obtain an approved Event Submission
    The Event Submission should be made at least 17 business days before your event. Event Submission is done via your organizations or department’s Owl Central page.
    • Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    • ASAB requires purchase requests to be submitted at least 7 business days prior to an event. NOTE: For those purchases being made outside this submission deadline, a Expense Justification Form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  3. Submit your purchase request to ASAB
    Your purchase request must be submitted to the ASAB vial Owl Central at least 7 business days prior to your event and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Copy of online shopping cart, quote or estimate (Quote or estimate cannot be expired, must be itemized, must be addressed to FAU, must contain the word Quote or Estimate,
      3. and the vendor’s name and contact information.)
    3. Approved Event Submission, where applicable
    4. Completed Non-routine Justification form signed by the Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  4. ASAB will notify you regarding your approved purchase, along with next steps to follow in order to complete your purchase request.

Ìý

Ìý

Technology Purchase Request

Return to Top
A technology purchase is the purchase of computers, software, etc. Use the following steps to prepare your purchase request for submission to ASAB:

  1. Obtain a quote from Student Affairs Information Technology
    If for an event, at least 20 calendar days prior to your event, you should submit a ticket to Student Affairs (SA) Technology at the following link to request a quote for the items you wish to purchase: (only a professional staff can submit a ticket).
  2. If for an event, obtain an approved Event Submission
    The Event Submission should be made at least 17 business days before your event. Event Submission is done via you organization or department's Owl Central page.
    1. Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    2. ASAB requires purchase requests to be submitted at least 7 business days prior to an event. NOTE: For those purchases being made outside this submission deadline, Non-routine Justification form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  3. Submit your purchase request to ASAB
    Your purchase request must be submitted to ASAB via Owl Central and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Vendor Quote or Estimate from SA Marketing (Document cannot be expired, must be itemized, must be addressed to FAU, must contain the word Quote or Estimate, and the vendor’s name and contact information.)
    3. Approved Event Submission, where applicable
    4. Completed Non-routine Justification form signed by the Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  4. ASAB will notify you regarding your purchase, along with steps to follow in order to complete your purchase.

Ìý

Ìý

On Campus Department Purchase Request

Return to Top
An on-campus department purchase request is used to pay or reimburse an on-campus department other than Toshiba and the campus bookstore. Toshiba can only be paid with a pcard and the bookstore via pcard or requisition; use the following steps to prepare your purchase request for submission to ASAB:

  1. Obtain Quote or email from Department
    At least 20 calendar days prior to your event, you should obtain a quote or email containing amount and what is being purchased from the department providing the service or goods. For postage, obtain estimated cost .
  2. If for an event, obtain an approved Event Submission
    The Event Submission should be made at least 17 business days before your event. Event Submission is done via your organizations or department's Owl Central page.
    • Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    • ASAB requires purchase requests to be submitted at least 7 business days prior to an event.; NOTE: For those purchases being made outside this submission deadline, a Non-routine Justification form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  3. Submit your purchase request to ASAB
    Your purchase request must be submitted to the ASAB via Owl Central at least 7 business days prior to your event and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Department Quote or Estimate
    3. Approved Event Submission, where applicable
    4. Completed Non-routine Justification form signed by the Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  4. ASAB will notify you of your approved regarding your purchase, along with steps to following in order to complete your purchase request.

Ìý

Ìý

FAU Trademark Business Cards or Name Badge Purchase Request

Return to Top

Use the following steps to prepare your purchase request for submission to ASAB for official FAU Trademarked business cards or name badges:

  1. Obtain Price
    Business card prices can be found on the ASAB Business Card Form (/sg/asab/documents/asab-business-card-form-2024.pdf) or download a name badge form.
  2. Submit your purchase request to ASAB via Owl Central
    Your purchase request must contain the following:
  3. ASAB will notify you regarding your purchase, along with steps to follow in order in to complete your purchase.

Ìý

Ìý

General Merchandise, Amazon, Office Depot Purchase Requests

Return to Top
General purchases are those purchases that do not fall in any of the above categories; Use this to make Amazon and Office Depot orders. Use the following steps to prepare your purchase request for submission to ASAB. Steps 1-3 can be done simultaneously:

  1. Verify that your vendor is registered with FAU

    At least 20 calendar days prior to your event, you should contact ASAB, asab@fau.edu, to verify that the vendor is registered with FAU. If your vendor is not registered, ASAB will assist you with getting your vendor registered.
  2. Obtain quote or estimate from Vendor
  3. If for an event, obtain an approved Event Submission
    • Student Union requires Event Submissions to be submitted at least 10 business days prior to your event.
    • ASAB requires purchase requests to be submitted at least 7 business days prior to an event.NOTE: For those purchases being made outside this submission deadline, a Non-routine Justification form signed by the Director and a Student Affairs member will be required along with your submission to ASAB.
  4. Submit your purchase request to ASAB
    Your purchase request must be submitted to ASAB via Owl Central at least 7 business days prior to your event and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Itemized Vendor quote or estimate (Document cannot be expired, must be itemized, must be addressed to FAU, must contain the word Quote or Estimate and the vendor’s name and contact information)
    3. Approved Event Submission, where applicable
    4. Completed Non-routine Justification form signed by Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  5. ASAB will notify you regarding your purchase, along with steps to follow in order to complete your purchase.

Ìý

Ìý

Ìý

Staff Travel and Event Travel Purchase Request

Return to Top
Use the following steps to submit a purchase request for staff travel expenses and event expenses related to travel:

  1. Gather your estimated trip cost to include, but not limited to: Airfare, hotel, ground transportation, etc.
    You should, obtain this information at least 30 calendar days prior to your trip.
  2. Obtain approved Notification to Travel Letter (includes waivers) At least 30 calender days prior to travel, if students are traveling, you should obtain an approved Notification to Travel Letters at www.fau.edu/studenttravel
  3. Complete a Staff Travel Form
  4. Obtain copy of event agenda or proof of event
  5. Submit your purchase request to ASAB Your purchase request must be submitted to the ASAB via Owl Central at least 7 business days prior to your event and must contain the following:
    1. Completed Expense Justification Form (not required for RSOs)
    2. Copy of event agenda or proof of event
    3. Completed Staff Travel Form
    4. Estimated Cost (Print out of estimated costs for hotel, flight, rental car, mileage map, ride share, and parking;) if a charter bus is being used, include a copy of the executed contract).
    5. Approved notification to travel letters, were applicable
    6. Completed Non-routine Justification form signed by Director and a Student Affairs member, for those purchases being made outside the submission deadlines.
  6. ASAB will notify you regarding your purchase, along with steps to follow in order to complete your purchase.

Ìý



Ìý