Table of Contents

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Send an email to uwarg@uwaterloo.ca using the following template:

Subject: "WARG [Subteam] Team Procurement"

Hello,

I hope this email finds you well.

WARG’s [your sub-team] team would like to order:

• [Product Full Name] / [Size] (if applicable) / Company / [Price] / [Quantitiy] / [URL]

• [Insert new bullet for each item in order]

The total cost of this order is $[cost] CAD. Please bill to [account name]. Please let us know the purchase’s final cost, as some items may change prices from the time this email is sent to when the purchase is made.

Thank you for your assistance.

Best,

[Your name]

For example:

Subject: "WARG Operations Team Procurement"

Hello,

I hope this email finds you well.

WARG’s electrical team would like to order:

• XT60PW-M - Transfer Multisort Elektronik – electronic shop (~$25) QTY(25) https://www.tme.com/ca/en/details/xt60pw-m/dc-power-connectors/amass/

The total cost of this order is $25 CAD. Please bill to “WEEF - EE PCB Components – W22-241”. Please let us know the purchase’s final cost, as some items may change prices from the time this email is sent to when the purchase is made.

Thank you for your assistance.

Best,

Georgia Westerlund

Your email email will be validated by the operations team before being forwarded to the SDC’s financial manager.Operations will copy your email address on the message so you’ll be notified of a reply.

...

Please save the following information when you make your purchase:

a) The invoice or Order order confirmation showing the supplier name and date of purchase, etc.

b) Shipping confirmation or packing slip for the order if the invoice does not show that the item has been shipped.

Fill out the sponsorship expense claim form, put the sponsorship by completing any cell with an “X,” fill out the reason for the request, and fill out the expense. Put the claim form, invoice/order confirmation, and credit card statement into a single pdf, then drop add the doc share link on the claim form.

Step 3: Fill out Ledgers

Item/service that requires purchase → Save your receipt. Please provide the following:

I advise you to look over the EngSoc Sponsorship 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. Fill in the “EngSoc, MEF & WEEF Raw” page of the excel spreadsheet, up until you finish filling out the “Purchase Authorizer Name” part.

EngSoc:

Note:

• On the sponsorship claim form, FILL OUT ANY CELL THAT HAS AN X, FILL OUT THE REASON FOR REQUEST AND FILL OUT THE EXPENSE TABLE.

• If the invoice does not show the item has been shipped, please also provide the invoice/order confirmation with the shipping confirmation or packing slip in the pdf.

Step 4: Email Claim Form

Using your university email address, send your sponsorship claim form and receipt to uwarg@uwaterloo.ca using the following template:

Subject line: "EngSoc Reimbursement for [account used]"

Hello,

I am submitting a claim for WARG's EngSoc [account number, name of item] reimbursement. I have attached the required documentation.

I, [your name], certify that all expenditures in this claim adhere to the University's policies, were incurred by me for University purposes, and have not been/will not be reimbursed from another source.

Thank you for your assistance.
Best,

[Your name]

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.

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.

• This process is based on reimbursement. For procurement, please see steps 1, 3, and 4 that are specific to using a WEEF account to make a procurement request.

• If possible, ship items to the WARG bay. The full address can be found above.

1.Verify that the item you are trying to purchase has funding, always use the oldest possible funds as they expire. Please go to: WARG Financial Ledgers spreadsheet > “EngSoc, MEF & WEEF Funds Ledger” sheet > “Total left (according to raw sheet)” column.

1. WEEF funding expires after 2 years

   1. EngSoc funding expires after 1 year

2. 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.

b) Shipping confirmation or packing slip for the order if the invoice does not show the item has been shipped.

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.

Note about the expense claim form:

• On the expense claim form, FILL OUT ANY CELL THAT HAS AN X, FILL OUT THE REASON FOR REQUEST AND FILL OUT THE EXPENSE TABLE. 

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.

...

4. 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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• If the invoice does not show the item has been shipped, please also provide the invoice/order confirmation with the shipping confirmation or packing slip in the pdf.

5. Using your university email address, please send the PDF with the email template in the description to : uwarg@uwaterloo.ca . We will then forward the email to studentdesigncentreengineering@uwaterloo.ca for you and cc your email address so you’ll immediate get WEEF Funds’ reply email!

Subject line: "WEEF Reimbursement for [NAME OF ACCOUNT USED]"

Template:

"Hello! I am submitting a claim for WARG's WEEF - [NAME + NUMBER OF ACCOUNT USED] reimbursement - I have attached the required documentation.

I, [name], certify that all expenditures in this claim adhere to the University's policies, were incurred by me for University purposes, and have not been/will not be reimbursed from another source."

Note: 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

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.

MEF 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.

• This process is based on reimbursement. If possible, please use the procurement process listed below, since it makes paperwork for MEF funds easier.

• If possible, ship items to the WARG bay. The full address can be found above.

1. Verify that the item you are trying to purchase has MEF funding, always use the oldest possible funds as they expire. Please go to: WARG Financial Ledgers spreadsheet > “EngSoc, MEF & WEEF Funds Ledger” sheet > “Total left (according to raw sheet)” column.

2. Item/service that requires purchase → If you want to buy the item(s) using MEF fundings, you must first buy the item(s) using our team account. Save your receipt, bank statement, etc. Note: UWARG would reimburse the buyer asap, then MEF would reimburse UWARG for all the MEF-funded purchases in 1 round, at the end of the 1-year period.

3. Fill in the “EngSoc, MEF & WEEF” Raw page of that excel spreadsheet, up until you finish filling out the “Purchase Authorizer Name” part. Since MEF reimburses all the payments to WARG once at the end of a given time period, and we would like to reimburse back our purchasers sooner that that , WARG will give you the reimbursement $ from our team funds. In this case , please request a reimbursement from team funds, provide an expense claim form package, and in the expense claim form’s “Destination/ Reason for Request” section , put down MEF full account name and its proposal number, along with “Team Funds”.

For example, “MEF F23 #1239-20-0031” and “Team Funds” to help both we and the university (representative : Sarah) keep track of claims when we submit it to MEF.

4. Since WARG will be reimbursing you immediately using our team funds, please fill out the “Team Funds Raw” page of that excel spreadsheet for the MEF purchase , up until you finish filling out the “Purchaser’s First Name” part. 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 into 1 pdf, then drop the pdf share link on that page.

Note: On the expense claim form, FILL OUT ANY CELL THAT HAS AN X, FILL OUT THE REASON FOR REQUEST AND FILL OUT THE EXPENSE TABLE. 

The Expense Table looks like this. Please change the date, description, and dollar amounts for your purchase. Also, please indicate whether an advance has been issued to you.

...

5.Send the relevant documents with the email template in the description to  uwarg@uwaterloo.ca

Note: Attach the receipt ( Must show seller and purchased item), and a bank statement ( showing your name and the purchase , you can blur out all other transactions) into the email.

Using your university email address, email the PDF file that combined the

Expense Claim Form, Receipts, Proof of purchase (eg. Bank statement screenshot that shows your purchase) and send to uwarg@uwaterloo.ca with the following message:

“My name is [Fill in the “EngSoc, MEF & WEEF Raw” page of the excel spreadsheet, up until you finish filling out the “Purchase Authorizer Name” part.

Step 4: Email Claim Form

Using your university email address, send your sponsorship claim form and receipt to uwarg@uwaterloo.ca using the following template:

Subject: "EngSoc Reimbursement for [account used]"

Hello,

I am submitting a claim for WARG's EngSoc [account number, name of item] reimbursement. I have attached the required documentation.

I, [your name], certify that all expenditures in this claim adhere to the University's policies, were incurred by me for University purposes, and have not been/will not be reimbursed from another source.

Thank you for your assistance.

Best,

[Your name]

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.

Using WEEF funds require the approval of a sub-team lead. In the case that the purchase is made by a lead, the approval of another lead or director is required.

Step 1: Verify Remaining Funds

Verify that the item you are trying to purchase has funding remaining. Please consult WARG Financial Ledgers > EngSoc, MEF & WEEF Funds Ledger > Total left (according to raw sheet).

Always use the oldest possible account that is applicable to your purchase. WEEF funding expires after 2 year from the date it was first provided.

Step 2: Make Purchase

Please procure your order if possible using the procurement steps above. In the case that reimbursement is the preferred purchasing method, please save the following:

a) The invoice or order confirmation showing the supplier name and date of purchase, etc.

b) Shipping confirmation or packing slip if the invoice does not show that the item has shipped.

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.

Fill out the expense claim form by completing any cell with an “X,” fill out the reason for the request, and fill out the expense. Put the claim form, invoice/order confirmation, shipping confirmation/packing slip and credit card statement into a single pdf, then add the doc share link on the claim form.

Step 3: Fill out Ledgers

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 add the doc share link on that page.

You must also include a screenshot of WARG's current table of allocations. For example:

...

Step 4: Email Claim Form

Using your university email address, please send the PDF and screenshot to uwarg@uwaterloo.ca using the following email template:

Subject: "WEEF Reimbursement for [NAME OF ACCOUNT USED]"

Hello,

I am submitting a claim for WARG's WEEF - [Name + Number OF Account Used] reimbursement. I have attached the required documentation to this email.

I, [your name], certify that all expenditures in this claim adhere to the University's policies, were incurred by me for University purposes, and have not been/will not be reimbursed from another source.

Thank you for your assistance.

Best,

[Your name]

An operations team member will then forward the email to SDC’s financial manager. We will copy your email address on the message so you’ll be notified of a reply.

Using MEF funds require the approval of a sub-team lead. In the case that the purchase is made by a lead, the approval of another lead or director is required.

MEF funding 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.

Step 1: Verify Remaining Funds

Verify that the item you are trying to purchase has MEF funding remainging. Please consult the WARG Financial Ledgers spreadsheet > EngSoc, MEF & WEEF Funds Ledger > Total left (according to raw sheet).

Step 2: Make Purchase

MEF purchases must be made by a team member and reimbursed from WARG’s Team Funds. MEF then reimburses WARG Team funds at the end of a one-year period.

Step 3: Fill out Ledgers

Fill in the “EngSoc, MEF & WEEF” Raw page of that excel spreadsheet, up until you finish filling out the “Purchase Authorizer Name” part. Please request a reimbursement from Team Funds, provide an expense claim form package, and in the expense claim form’s “Destination/ Reason for Request” section, put down MEF full account name and its proposal number, along with “Team Funds”. For example: “MEF F23 #1239-20-0031” and “Team Funds.”

Since WARG will be reimbursing you immediately using Team Funds, please fill out the “Team Funds Raw” page of that excel spreadsheet for the MEF purchase, up until to the “Purchaser’s First Name” part. Fill out the expense claim form (for undergraduate students), and put the expense claim form + invoice/order confirmation + shipping confirmation/packing slip + credit card statement/screenshot showing purchase into one single pdf, then add the pdf share link on that page.

Step 4: Email Claim Form

Using your university email address, please send the PDF to uwarg@uwaterloo.ca using the following email template:

Subject: "WARG Team Funds Reimbursement"

Hello,

My name is [your name] from WARG. I am sending this Expense Claim Form to get reimbursed for [item/service name] from

...

WARG’s Team Funds.

I, [your name], certify that all expenditures in this claim adhere to the

...

University's policies, were incurred by me for University purposes, and have not been/will not be reimbursed from another source.

...

Notes:

...

Thank you for your assistance.

Best,

[Your name]

An operations team member will then forward the email to

...

SDC’s financial manager. We will copy your email address

...

on the message so you’ll be notified of a reply.

Using Team funds Funds require the approval of the team lead or technical director Executive Director or Technical Director. In the case that this purchase is for the team lead, the approval of another lead or director is required. Note: Do NOT not use this form Team Funds for parts/components/specific items unless the team lead or technical director has explicitly told you to use team funds. Use WEEF/EngSoc funds (see above)

• This process is based on reimbursement.

...

/MEF funds whenever possible.

Step 1: Make Purchase

Please procure your order if possible using the procurement steps above. In the case that reimbursement is the preferred purchasing method, please save the following:

a) The invoice or order confirmation showing the supplier name and date of purchase, etc.

b) Shipping confirmation or packing slip if the invoice does not show that the item has shipped.

On the receipt, it must be clear you paid for the item. You must also include a credit card statement

...

showing that

...

you paid for

...

the expense

Fill out the

...

expense claim form by completing any cell with an “X,” fill out the reason for the request, and fill out the expense. Put the claim form, invoice/order confirmation

...

, shipping confirmation/packing slip

...

and credit card statement

...

into a single pdf, then

...

add the

...

doc share link on

...

Note: On the expense claim form, FILL OUT ANY CELL THAT HAS AN X, FILL OUT THE REASON FOR REQUEST AND FILL OUT THE EXPENSE TABLE. 

The Expense Table looks like this. Please change the date, description, and dollar amounts for your purchase. Also, please indicate whether an advance has been issued to you.

...

Note: MEF purchases wouldn’t require providing the pdf share link. No expense claim form needs to be filled out.

4. Send the relevant documents with the email template in the description to  uwarg@uwaterloo.ca

Note: Attach the receipt ( Must show seller and purchased item), and a bank statement ( showing your name and the purchase , you can blur out all other transactions) into the email.

5. claim form.

Step 2: Fill out Ledgers

Fill out the “Team Funds Raw” page of that excel spreadsheet , up until you finish filling out the “Purchaser’s First Name” part. 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 into 1 pdf, then drop the pdf share link on that page.

Step 3: Email Claim Form

Using your university email address, email the PDF file that combined the Expense Claim Form, Receipts, Proof of purchase (eg. Bank statement) and send to uwarg@uwaterloo.ca with the following message:“My name is [please send the PDF to uwarg@uwaterloo.ca using the following email template:

Subject: "WARG Team Funds Reimbursement"

Hello,

My name is [your name] from WARG. I am sending this Expense Claim Form to get reimbursed for [item/service name] from

...

WARG’s Team Funds.

I, [your name], certify that all expenditures in this claim adhere to the

...

University's policies, were incurred by me for University purposes, and have not been/will not be reimbursed from another source.

...

Notes:

...

Thank you for your assistance.

Best,

[Your name]

An operations team member will then forward the email to

...

SDC’s financial manager. We will copy your email address on the message so you’ll

...

be notified of a reply.

...

Frequency Asked Questions

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