Table of Contents
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Related Resources
Master Finance Sheet: WARG Financial Ledgers
EMS Purchase Protocol: E3 Engineering Machine Shop Purchase Protocol
Important Notes
You must get the approval of a sub-team leadbefore you make any purchase by creating a post in #ops-purchase-reqs. Please ping your lead in your message.
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 reimbursement time.
All WARG purchases should be billed and delivered to our team bay:
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Step 3: Fill out Ledgers
WEEF: If you are using a WEEF account, please go to the “WEEF Funds” Consult the WEEF Funds section and follow steps 1,3,4 there regarding account selection, filling out the internal ledger, and obtaining the table of allocation.
MEF: For MEF, please go to the “MEF Funds” Consult the MEF Funds section and follow all the steps there, except filling out the expense claim form (see note below). Since the item(s) haven’t been purchased yet, please enter the estimated purchase cost on the excel sheet as the cost. And, mark the status of your purchase as “Awaiting final cost” under the purchase status column. A WARG representative will update the actual purchase $ cost on your behalf after the purchase is complete.
Team Funds: Please go to the “Team Funds” Consult the Team Funds section and follow all the steps there. Since the item(s) haven’t been purchased yet, please enter the estimated purchase coston the excel sheet as the cost. And, mark the status of your purchase as “Awaiting final cost” under the purchase status column. A WARG representative will update the actual purchase $ cost on your behalf after the purchase is complete.
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Reimbursement should only be used in the rare cases when procurement is not possible or impractical. Please save your bank statements, documents, shipping address, tracking number, etc. Make sure documents like bank statement has such as bank statements include your name on it, to verify you are the purchaser.
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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 “pending” status).
Recipes Receipts 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 a single PDF file, please . You can 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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Amazon Orders
You can use the Amazon Final order summary details instead of the invoice. It ; it has all the required payment and shipping information:
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information.
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   Amazon-specific instruction and photo credits go to Sarah R. Feeney |
Source-Specific Purchasing
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EngSoc Funds |
WEEF and Using EngSoc funds require the approval of a sub-team lead. If a purchase is being made by a team lead, the approval of another lead or director is required.
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Verify that the account you are trying to purchase from has funds remaining. Please consult the WARG Financial Ledgers spreadsheet > “EngSocEngSoc, MEF & WEEF Funds Ledger” sheet Ledger > “Total Total left (according to raw sheet)” column.
Always use the oldest possible account that is applicable to your purchase. EngSoc funding experies expires after 1 year from the date it was first provided.
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Fill out the sponsorship claim form, put the sponsorship claim form + , invoice/order confirmation + , and credit card statement into 1 a single pdf, then drop the doc share link on that pagethe claim form.
Step 3: Fill out Ledgers
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Operations will then forward the email to vpfinance@engsoc.uwaterloo.ca for you. We will copy your email address on the message so you’ll be notified of a reply.
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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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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.
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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