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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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Reimbursement must be used for EngSoc funds, and is available for all WEEF/, EngSoc, MEF, and Team funds |
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.
Claim numbers are auto-generated and should be unique, so you should 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:
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.
Amazon Orders
You can use the Amazon order summary details instead of the invoice; it has all the required information.
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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:
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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:
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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.
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