E3 Engineering Machine Shop Purchase Protocol (ARCHIVE)

Owned by Hamza Ali
Last updated: 2024-09-17 by Georgia Vachon Westerlund
3 min read

Important Notes

  • Please request and gain the approval of a Mechanical Team Lead before you make any purchase by making a thread under #ops-purchase-req on Discord . @ the Mechanical Team Lead and @ Wingchee Wen [Financial Manager].

  • When choosing sources of funding, Please use the sources that Expire First by checking the WARG Financial Ledgers/Sponsors Good Copy

  • The funding source should be a WEEF account, not an EngSoc one as the EMS in unable to charge directly to EngSoc accounts.

  • If you purchase using your WatCard, you will be unable to reimburse your purchase

  • At the comment section of your order, please request for a copy of the receipt to be emailed to you and uwarg@uwaterloo.ca .

  • Note: The E3 Engineering Machine Shop will automatically charge the WEEF/ Team Funds account. You would not need to make the purchase on your own credit card and seek reimbursement later.

 

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

  1. On the WARG Financial Ledgers/Sponsors Good Copy , verify that the item you are trying to purchase has funding, always use the oldest possible (relevant) funds as they expire.

  2. 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).

  3. 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

  4. Provide the account details (the post-it note) to the EMS clerk

  5. IMPORTANT: Please ask the EMS to email you and uwarg@uwaterloo.ca the bill for the purchase you have made so we have a full reference of the purchase.

 

Team Funds

  1. Provide the WARG Team card at the time of making purchase

  2. 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)

  3. IMPORTANT: Please ask the EMS to email you and and uwarg@uwaterloo.ca the bill for your purchase so we have a full reference of the purchase

 

  • For clarity, please forward the invoice email to your team lead, and WARG email (uwarg@uwaterloo.ca) 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]

  • Then, please also write a message on your Discord thread under #ops-purchase-req stating that you’ve made a E3 Engineering Machine Shop Purchase and @ Wingchee Wen [Finance Manager].

  • Please update the WARG Financial Ledgers/Sponsors Good Copy (either the “EngSoc,MEF & WEEF Raw” sheet or the “Team Funds Raw” sheet).