Table of Contents
...
Your email email will be validated by the operations team before being forwarded to the SDC’s financial managerFinancial Manager.Operations will copy your email address on the message so you’ll be notified of a reply.
...
Claim numbers are auto-generated and unique, so you do not need to 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.
Step 1: Verify Remaining Funds
Verify that the account you are trying to purchase from has funds remaining. Please consult the 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. EngSoc funding expires after 1 year from the date it was first provided.
Step 2: Make Purchase
Please save the following information when you make your purchase:
...
b) Shipping confirmation or packing slip if the invoice does not show that the item has shipped.
Step 3: Expense Claim Form
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.
Amazon Orders
You can use the Amazon order summary details instead of the invoice; it has all the required information.
...
| title | Finding Amazon Final Details |
|---|
...
Step 3: Fill out Ledgers
Fill in the “EngSoc, MEF & WEEF Raw” or “Team Funds 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 the SDC’s Financial Manager vpfinance@engsoc.uwaterloo.ca for you. We will copy your email address on the message so you’ll be notified of a reply.
| Expand | ||
|---|---|---|
| ||
|
MEF Funds Reimbursement
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 remaining. 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
Use the template provided above to write and send your claim form to uwarg@uwaterloo.ca.
...
Source-Specific Purchasing
...
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.
Step 1: Verify Remaining Funds
Verify that the account you are trying to purchase from has funds remaining. Please consult the 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. EngSoc funding expires after 1 year from the date it was first provided.
Step 2: Make Purchase
Please save the following information when you make your purchase:
...
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.
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:
...
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:
...
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.
...
| Info |
|---|
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. Ex: WEEF - Airframe - W21-167 |
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:
...
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:
...
| Expand | ||
|---|---|---|
| ||
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. |
| Expand | ||
|---|---|---|
| ||
   Amazon-specific instruction and photo credits go to Sarah R. Feeney |