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Related Resources
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💸 Master Finance Sheet: WARG Financial Ledgers
🪚 EMS Purchase Protocol: E3 Engineering Machine Shop Purchase Protocol
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Important Notes
Please request and gain You must get the approval of a Subsub-team Lead leadbefore you make any purchase via Discord by creating a post in #ops-purchase-reqs. Please @ ping your sub-team lead and @ Wingchee Wen [Financial Manager] in your message. Then, wait for approval by a sub-team lead for WEEF/ENGSOC/MEF & team-lead (director) for team funds.
Only 1 reimbursement request per person can be filed per day.
When choosing sources of funding, Please use the sources that Expire First. Please check by going to: .
Only one reimbursement request per person can be filed per day.
When choosing sources of funding, please use the sources that expires first. To verify the expiry of funds, consult the WARG Financial Ledgers spreadsheet > “EngSoc, MEF & WEEF Funds Ledger” sheet > “Total left (according to raw sheet)” column.
For purchases over $100, please try to use the procurement process to minimize your reimbursement wait times.
For WARG purchases the easiest place to ship things is the WARG bay. For address and shipping information for the bay please see Bay Policies :
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Claim numbers are auto-generated and should be unique, there should only be a list of numbers with no other symbols.
Gas reimbursement should be placed in the "Travel" category, Others are for all other expenses.
There needs to be a signature on the claimant section.
The bank statement needs to show your name, date, and last 4 digits of your card. If your bank statement isn’t ready yet, you can show a screenshot from your account showing the transaction
(as long as the transaction is completed and not still in pending status).
Recipes provided need to show the date of purchase and match the last 4 digits of the credit card.
Everything needs to be combined into ONE PDF file, please use: https://combinepdf.com/
If you are attaching an e-statement as proof of purchase, please blur out the unrelated transactions.
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Frequency Asked Questions
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Here are two different sample letters for use when expenses are being claimed outside of the 120 day period (See attached). Please note that you just write and submit your letter as part of the expense claim package – the associated finance will take care of getting it signed by the Dean.
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The university doesn’t provide any donation receipts for tax purposes to sponsorship funding. If a company or individual chooses to donate they can get a tax receipt, but their contribution cannot be publicly acknowledged i.e. you can’t put their name or logo on your website, in presentation, on your project, etc. Think of it this way… you only get one benefit from your contribution to a team: as a sponsor your benefit is public recognition, and as a donor your benefit is a tax receipt. Second, if the company decides to donate instead of sponsor, the university can only provide a standard donation receipt that lists our not-for-profit business number. |
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General Procedure for |
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Reimbursement and |
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Procurement |
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Step 1: Approval
Please request and gain the approval of a Team Lead before you make any purchase via
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Discord by creating a post in #ops-purchase-reqs. For each item, please indicate the
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following information:
Item link (if available)
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and quantity
Funding source (WEEF/EngSoc/MEF/Team Funds
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Funding account
Estimated cost
Ping relevant Leads and Directors
Step 2: Purchase
You Purchases can either purchase and reimburse it, or procure it (ask the university’s financial representative to place the order for us).
Please see the specific instructions below, depending on whether you are drawing fundings from a WEEF, EngSoc, EMF account, or from Team funds. Also, Purchase & reimburse has different instructions than procurement:
a) Reimbursement:be made via procurement or reimbursement. Procurement via the university’s financial manager should be used whenever possible. Reimbursement is logistically complex and should only be used when absolutely necessary.
a) Reimbursement
This applies to all WEEF/ EngSoc/MEF/ Team fund purchases. Please save your bank statements, documents, shipping address, tracking number, etc. Make sure documents like bank statement has your name on it, to verify you are the purchaser.
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Amazon-specific instruction and photo credits go to Sarah R. Feeney
b) Procurement
Please see the last section called “Procurement Purchase” for more details.
Step 3: Filling out the Ledgers
The WARG Financial Ledgers: raw sheet
This applies to all WEEF/ EngSoc/MEF/ Team fund purchases. Please fill out the ledger ASAP after the purchase so as to prevent double-dipping of the same funds. And please see specific instructions filling out the ledger based on whether you are drawing funds from must be filled out after the purchase is completed. See specific instructions applicable to WEEF / EngSoc / MEF / Team funds to fund your purchase. NoteFunds purchases. Important Notes:
a) Please record one Vendor per row, even if you’re currently making 1 one big purchase from multiple vendors, and you’ll be using the same funding account.
b) Please record purchase cost in CAD. Step
Step 4:
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Receiving Items
In your #ops-purchase-reqs > the thread you created for this purchase, please take photos & indicate where you placed thread in Discord, send photos of the received item(s) and indicated where they were stored in the bay.
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EngSoc Funds |
WEEF and EngSoc funds require the approval of a lead. In the case that the purchase is made by a lead, the approval of another lead is required.
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We will then forward the email to vpfinance@engsoc.uwaterloo.ca for you and cc your email address so you’ll immediate get EngSoc’ Funds' reply email!
Please make sure you use the WEEF account name and number, not the description of the item being purchased. This is really important to make sure your purchase goes to the correct account. Sample account name: WEEF - Airframe -W21-167
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WEEF Funds |
WEEF and EngSoc funds require the approval of a lead. In the case that the purchase is made by a lead, the approval of another lead is required.
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WEEF funding expires after 2 years
EngSoc funding expires after 1 year
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Item/service that requires purchase → Save your receipt. Please provide the following:
a) The invoice or Order confirmation showing the supplier name and date of purchase, etc.
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I advise you to look over the Expense Claim Form attached below to ensure you record/have all the information needed from your purchase to fill out the form. On the receipt it must be clear you paid for the item. You must also include a credit card statement showing the expense (also showing that YOU paid for it).3.
For both WEEF reimbursement and procurement: Fill in the “EngSoc, MEF & WEEF Raw” page of the excel spreadsheet, up until you finish filling out the “Purchase Authorizer Name” part.
For WEEF reimbursement only : Fill out the expense claim form (for undergraduate students), put the expense claim form + invoice/order confirmation + shipping confirmation/packing slip + credit card statement/screenshot showing purchase + table of allocations into 1 pdf, then drop the doc share link on that page.
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The Expense Table looks like this. Please change the date, description, and dollar amounts to match your purchase. Also, please indicate whether an advance has been issued to you.
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Attach a screen shot of WARG's current table of allocations You may find the documents here under Past funding proposals (Documents | Waterloo Engineering Endowment Foundation | University of Waterloo (uwaterloo.ca)).
See sample attachment below*
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Sample account name: WEEF - Airframe -W21-167
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MEF Funds |
MEF has a lot of associated paperwork. Using it for large purchases through procurement offloads the paperwork from you as the individual and allows the engineering department to handle it.
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We will then forward the email to studentdesigncentreengineering@uwaterloo.ca for you and cc your email address so you’ll immediate get reply email!
Please make sure you use the WEEF account name and number, not the description of the item being purchased. This is really important to make sure your purchase goes to the correct account. Sample account name: WEEF - Airframe -W21-167
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Team Funds |
Team funds require the approval of the team lead or technical director. In the case that this purchase is for the team lead, the approval of another lead is required.
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We will then forward the email to studentdesigncentreengineering@uwaterloo.ca for you and cc your email address so you’ll immediate get reply email!
Please make sure you use the WEEF account name and number, not the description of the item being purchased. This is really important to make sure your purchase goes to the correct account. Sample account name: WEEF - Airframe -W21-167
If reimbursement includes fuel expense, please add “all fuels are purchased for University Vehicles." to the email.
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Procurement Purchase |
Procurement purchases require the approval of the subteam lead or director. In the case that this purchase is for the team lead, the approval of another lead is required.
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