Research Integrity and Assurance

Animal Orders and Transfers

Animals, substances, and supplies               

Purchasing animals

All animal purchases are procured through the Department of Animal Care and Technologies (DACT).  The purchase of animals at Arizona State University is governed by policy PUR 401‐01.  

Animals may not be purchased without an approved protocol with sufficient number of animals on it and investigators may not purchase animals on their own without prior approval from the DACT Director and the IACUC. 

To place an animal order, send an email to animal.orders@asu.edu and attach a completed Description of Use (DOU) form (ASU log in required). For a list of vendors and their delivery days log in with your ASURITE ID and password. Orders placed by the close of business on Wednesdays will usually arrive the following week provided the vendor has the animals in stock. Animals will be delivered directly to the building specified in the DOU.  A 25-gram range is preferred when ordering rats (e.g., 200-225 grams). 

Transfer of animals from one protocol to another

Any transfer of animals from one approved protocol to another approved protocol must have prior approval by the IACUC. Typically, animal transfers between protocols are a result of excess unmanipulated animals being available after a study or teaching exercise is completed. Approval and any conditions of transfer are determined on a case-by-case basis during review by the IACUC. When animals are transferred from one protocol to another, you must maintain accurate documentation of animal care and use activity. For example, transfer of animals should involve appropriate adjustments in records that keep track of animal use within each protocol. To initiate a request, submit a Request to Transfer Animals between Protocols form to IACUC@asu.edu.  Once approved by the IACUC, DACT staff will facilitate the transfer and the appropriate accounts will be adjusted accordingly.

Tracking animal use

There are two ways to determine the balance of animals available to order on a protocol:

  1. At the end of each month in which expenses have been incurred from DACT, the investigator will receive an emailed invoice from DACT. The invoice tracks the number of animals approved on the protocol and the number of those that remain to be used.  These invoices are also emailed to the department’s business office.
  2. Email animal.orders@asu.edu to request a balance.

Tracking animal research expenses

The business office in the investigator’s department is the best resource to explain account balances. They can provide instruction on how to use the ASU Dashboards to review expenditures and balances.

Estimating animal‐related costs for a grant proposal 

When writing a grant proposal to fund research that includes the use of animals, it is vital to accurately estimate costs for the animal‐associated components of the proposal.

  • Animal purchases
    Email animal.orders@asu.edu for help estimating these costs. In the email, include information for a typical order for the project – species, strain, age and weight or sex, number of animals in the order, and preferred vendor, if applicable. Once you compute the cost of an average order, extrapolate this to cover orders over the life of the project.   
  • Per diem rates
    Current ASU per diem rates can be obtained from the Husbandry and Housing page of this website. For additional assistance, email animal.orders@asu.edu.
  • Drugs and supplies
    Email animal.orders@asu.edu for help estimating these costs. As with animal purchases, provide information for a typical order so we can generate the best estimate.   
  • Research support from DACT personnel
    Husbandry, training and clinical care of animals are covered by the per diem rates. However, if you need additional help from DACT personnel to complete research activities (e.g., blood collections, tissue harvests), there will be an additional charge of $30 per hour during the regular work day (M‐F, 8 a.m. – 5 p.m.) and $45 per hour after hours, on weekends, and during holidays. Including DACT early in the preparation of the proposal budget will help ensure that the funding requested from the granting agency is sufficient to cover the work. By emailing animal.orders@asu.edu, DACT can assure proper routing to provide accurate information in a timely manner.  

Ordering drugs and medical supplies

Drugs and medical supplies can be ordered through the DACT veterinary team via email at vet.team@asu.edu.  Only drugs listed in your approved IACUC protocol may be ordered.  When requesting drugs or supplies, include the following information:

  • principal investigator’s name
  • IACUC protocol number
  • specific items to be ordered:
    • brand name (if applicable)
    • size/volume
    • strength/concentration
    • quantity
  • Advantage account number to be billed

Sales of drugs or supplies are billed monthly and emailed to investigators.  If there are any discrepancies, notify the DACT business office.

DEA controlled substances

All ASU principal investigators maintaining controlled substances must obtain and maintain their own Research Drug Enforcement Agency (DEA) license. DEA licenses are free for ASU investigators and must be renewed annually. Information on licenses and the application can be found on the DEA website and in the document, Obtaining a DEA-Controlled Substance License.

Possession of controlled drugs is carefully regulated by the DEA and procedures must be strictly adhered to when using controlled substances.  Consult Ordering, Maintaining, and Disposing of Controlled Drugs for Animal-related Research and Teaching for guidance.  To procure controlled substances through DACT, you must provide a copy of your Researcher DEA license to vet.team@asu.edu.

Payment for animals, substances and services

The account number provided on the DOU form during an animal order is the account number that animal orders, supplies, or special technician time will be billed to.  If there are any changes in the account that should be charged, contact animal.orders@asu.edu immediately.  You will be mailed a monthly invoice showing the charges. Unless you make other arrangements, if the designated account is empty, charges will be transferred to your unit or school.

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