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Related Resources

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If a contact phone number is required, please use Sarah Feeney’s number: 519-888-4567.

You must follow the steps described below when making any purchase for or on behalf of WARG.

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In your #ops-purchase-reqs thread in Discord, send photos of the received item(s) and indicated where they were stored in the bay.

Procurement purchases require the approval of the sub-team lead or director. All WARG purchases should be made via procurement if possible.

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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.

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 such as bank statements include your name, to verify you are the purchaser.

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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.

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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:

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 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:

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:

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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.

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 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 approved the use team funds. Use WEEF/EngSoc/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 the 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, 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.

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.

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Frequency Asked Questions

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