E3 Engineering Machine Shop Purchase Protocol

Owned by Alison Thompson
Last updated: 2024-09-17 by Georgia Vachon Westerlund
3 min read

Step 1: Choosing a Funding Account

When choosing which account to use, please use the WEEF account that has enough to complete your purchase and expires the soonest. To verify the expiry of funds, consult the WARG Financial Ledgers workbook> “EngSoc, MEF & WEEF Funds Ledger” worksheet> “Life” column.

Note: EMS prices sometimes change between placing the order and picking up your order, it is best to use a WEEF account with slightly more money remaining than the projected cost of the order.

Team funds can be used for EMS purchases but doing so requires explicit permission from a director, this should ONLY be done when there is no available WEEF funding.

We are unable to use EngSoc or MEF funding, or provide reimbursement, for EMS purchases.

Step 2: Gain Approval from a Lead

Please request and gain the approval of a Mechanical Team Lead before you make any EMS purchase via Discord by creating a post in #⁠ops-purchase-reqs. For each item, please indicate the following information:

Title of the post: Reason for purchase

  1. Procurement source

  2. Funding account

  3. Total estimated cost

  4. Ping to a mechanical lead

  5. Screenshot(s) of EMS cart with all items and total price

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Example of Cart Screenshot
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Example of a purchase request post. Please attach a screenshot of the EMS cart.

 

Step 3: Filling Out The Order Form

Once your purchase has been approved by at least one mechanical lead you may proceed with ordering.

On the EMS purchase page:

  • Use your name

  • Use your UW email

  • You may leave the student number section blank

  • In the Account Number for payment field: “WARG, [WEEF Proposal Number], [WEEF Account Name]”

    • WEEF Proposal Number should be taken from the “Proposal” column of the ledger spreadsheet

    • WEEF Account Name should be taken from the “Account” column of the ledger spreadsheet

  • In the Additional Comments field: “Please charge to the above account and email a copy of the final receipt to [Your UW Email] and uwarg@uwaterloo.ca”

Example:

Step 3: Filling Out The Ledger

Fill in the “EngSoc, MEF & WEEF Raw” worksheet in the WARG Financial Ledgers workbook, up until you finish filling out the “Purchase Authorizer Name” part.

Note that you may need to update the purchase price after the receipt is received as EMS prices sometimes change.

Step 4: Picking Up Your Order

After you receive an email stating that you order is ready for pick up, often the next day after the order was placed, you will need to go to the machine shop in E3 to pick up your order.

When you pick up your order:

  • Ensure that you have all the parts you are expecting

  • Ask that the receipt is emailed to uwarg@uwaterloo.ca and yourself

Be sure to update the price of the order in the ledger if it varies from when the order was placed!