Table of Contents
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If you have a pro-forma form from the vendor, who quoted the prices and quantities of everything you’ll buy, please send the pro-forma form document instead of a URL link of your cart.
Step 2:
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Send an email to uwarg@uwaterloo.ca using the following template:
Subject: "WARG [Subteam] Team Procurement"
Hello,
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 years from the date it was first provided.
Step 3: Procurement Email
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]
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Thank you for your assistance.
Best,
[Your name]
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.
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Step 4: Fill out Ledgers
Consult the section corresponding to the funding source used for your purchase:
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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, and credit card statement into a single pdf, then add the doc share link on the claim form.
Step 3: Fill out Ledgers
Fill in the “EngSoc, MEF & WEEF Raw” page of the excel spreadsheet, up until you finish filling out the “Purchase Authorizer Name” part.
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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.
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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.”
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