UTO/Qwest Procedure for Cabling

As ASU has entered into an agreement with Qwest to provide managed services for the voice and data networks at ASU, there have been some slight changes with regard to paying for network-related services.  In cases where cabling installation is needed, instead of issuing an internal purchase order (PO document in Advantage) to Netcom or UTO IT/Networking, departments will be paying Qwest directly for cabling services.  Once Qwest has provided a quote for cabling services, the department can chose to pay via a Purchasing Card, a Payment Voucher (PV document in Advantage) or Departmental Limited Value Purchase Order (PDLVPO document in Advantage) to Qwest. 

For a Purchasing Card purchase:

1. Receive quote or estimate from Qwest
2. Provide Qwest with the Cardholder’s name and Purchasing Card number.
   • First-time P-Card users will need to contact Dani Hackel with Qwest at 1-888-729-0977 ext. 1305110 to set up a profile for their P-Card account  [WHY IS THIS NECERSSARY?  PURCHASING CARDS ARE VISA CARDS.]
3. Receive invoice or other receipt from Qwest for documentation to reconcile with Purchasing Card statement.

For a PDLVPO:

1.    Receive quote or estimate from Qwest
2.    Process PDLVPO in both hard copy and in Advantage
3.    Fax a copy of PDLVPO to Qwest Coordinator (named on quote/estimate)
4.    Qwest completes work and invoices Accounts Payable
5.    Enter receiver (RC Document) in Advantage.

For a purchase order (PC or SC document in Advantage):

1. Receive quote or estimate from Qwest
2. If quote exceeds $5,000 and you do not want to request an exception to the normal single transaction limit in the Purchasing Card Program, enter a requisition ( RX document) in Advantage
3. A copy of the RX and all supporting documents are submitted to Purchasing, attention Stacie, fax # 480.965.2234 or email.
4. Purchasing Dept. processes the purchase order (PC or SC document)
5. Purchasing Dept. faxes a copy of the purchase order to Qwest Coordinator (named on quote/estimate)
6. Qwest completes work
7. Qwest sends the invoice to Accounts Payable
8. Customer enters a receiver (RC document ) in Advantage..

In all cases, Qwest provides a quote or estimate for the work, then, after the work is complete, they will provide an invoice to Accounts Payable or receipt to the Cardholder for any Purchasing Card payment.

If you  have any questions, please refer to the procedures outlined on the ASU Purchasing website. Additional information related to Purchase Orders and Requisitions can be obtained by going to the Purchasing manual Section 300. You can also contact Purchasing: Stacie Malekooti, 480.965.8860: or Douglas Feckovics, 480.965.9514: for Information about the P-Card program, contact Riki Meier 480.965-7273.