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Related Resources
Master Finance Sheet: WARG Financial Ledgers
EMS Purchase Protocol: E3 Engineering Machine Shop Purchase Protocol
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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 Please use the procurement process if possible to minimize reimbursement time.
All WARG purchases should be billed and delivered to our team bay:
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Please request and gain the approval of a Team Lead director or sub-team lead before you make any purchase via Discord by creating a post in #ops-purchase-reqs. For each item, please indicate the following information:
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Purchases can either 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.
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The WARG Financial Ledgers must be filled out after as soon as the purchase order is completedplaced. See specific instructions applicable to WEEF / EngSoc / MEF / Team Funds purchases. Important Notes:
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Procurement purchases require the approval of the sub-team lead or director. If a purchase is being made by a team lead, the approval of another team lead or director is required.The procurement process is designed to alleviate individuals of financial burdens for purchases over $100. However, all purchases . All WARG purchases should be made via procurement if possible.
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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.
Step 3: Fill out Ledgers
Consult the section corresponding to the funding source used for your purchase:
WEEF: 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.
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Claim numbers are auto-generated and should be unique, there should only be a list of numbers with no other symbolsso you should not edit that field.
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).
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 a single PDF file. 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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Using Team Funds require the approval of the 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. Do not use Team Funds for parts/components/specific items unless the team lead or technical director has explicitly told you to approved the use team funds. Use WEEF/EngSoc/MEF funds whenever possible.
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