❗ Important Notes
Please request and gain the approval of a Mechanical Team Lead before you make any purchase.
When choosing sources of funding, Please use the sources that Expire First by checking the https://docs.google.com/spreadsheets/d/1CQ4OESLc-E3vCfMqw6_SgPBtCAEq6qFCZZnyb2K9O1M/edit#gid=0
If you purchase using your WatCard, you will be unable to reimburse your purchase
Protocol
When Purchasing from the EMS for the team, you can either purchase using WEEF accounts or Team funds.
Follow the steps below for either source of funding, and then go to the Once You Return portion of this page for finalizing the order.
Note: Do NOT use team funds unless a team lead or a technical director has explicitly told you to use team funds. Using funds from WEEF is always preferred.
It is very important that you finish the entire process, otherwise your purchase may not be recorded properly in our financial accounts.
WEEF
Verify that the item you are trying to purchase has funding, always use the oldest possible (relevant) funds as they expire. https://docs.google.com/spreadsheets/d/1CQ4OESLc-E3vCfMqw6_SgPBtCAEq6qFCZZnyb2K9O1M/edit#gid=0
From the financial ledgers, choose and note down which specific account you’d like to use on a sticky note that the EMS can use for reference when charging (i.e WEEF - Airframe Parts - Fall 22)
When asking to purchase at the EMS, let the clerk know that you would like to purchase using a WEEF account, and show the WARG Team card
Provide the account details (the post-it note) to the EMS clerk
⚠️ IMPORTANT: Please ask the EMS to email you the bill for the purchase you have made so we have a full reference of the purchase
Team Funds
Provide the WARG Team card at the time of making purchase
Specify that you would like to charge a Work Order Number (the Work Order number for the Team can be found on the Team Card)
⚠️ IMPORTANT: Please ask the EMS to email you the bill for your purchase so we have a full reference of the purchase
Once You Return
Please forward the invoice email to your team lead, and WARG business email (uwwarg.business@gmail.com) with the following template:
Hi, I recently completed a purchase at the E3 EMS, approved by [TEAM LEAD]. I completed the purchase using [TEAM FUNDS] or [WEEF - ACCOUNT NAME - TERM]. The total cost of the purchase was [AMOUNT]. I have provided an attachment with the receipt for the purchase. Thank you for your assistance. Best, [Signature]