Guidelines for Reimbursements (for Members)

Owned by Former user (Deleted)
Last updated: 2022-01-09 by Sahil Kale
2 min read


THIS IS OUTDATED


REFER TO THE PAGE CALLED “Purchase Protocol”!


This guide is meant to list everything you (as a member) need to do in order to get reimbursed by WARG for purchases

Important Info

Note that in most cases, it'll be alot easier for both you and the team leads if you let them do the purchase. However, if you do have to buy something, or have

already bought something, make sure to read the instructions very carefully.


Before making a purchase, you have to keep in mind that you may not get reimbursed for up to 4 months, depending on when your forms are submitted. In addition, after you've filed for a reimbursement,

it can take 1-2 weeks before a cheque is sent out to your address. Hence why its usually easier for a team lead to do this.

It's also very important that you file for a reimbursement WITHIN 4 MONTHS OF THE ORIGINAL PURCHASE. This is a requirement setup by the engineering faculty, and attempting to file something after this

requires a signature from the Dean's office, and is alot more pain to deal with compared to just filing your reimbursement on time.

Prerequisites

  1. Before making the purchase, make sure you get permission from the team leads in charge of finance, and make sure you mention what you're buying and the amount. A verbal confirmation is enough, however make sure that it is explicitly clear that you are the one making the purchase, and that the team lead explicitly approves. Failure to do so may result in you not being reimbursed, and a headache for everyone involved. Make sure you take into account the potential extra shipping or import tax charges, and the currency conversion if applicable!
  2. After the purchase, make sure you save the receipt/invoice in a safe place, as you will need it in the reimbursement application.

Required forms and papers:

You will need the following to fill out the reimbursement:

  1. An invoice/receipt of the original purchase, for every purchase you've made
  2. A credit card statement (if applicable), or a bank statement (for debit, screenshot works) listing the purchase items in your transaction. This statement needs to have your full name and your address visible. The rest can be blacked out, including other purchases, the total balance, etc.. Gimp is a good program that you can use to black out pdf files.
  3. A purchase authorization form signed by the team lead, listing all the items you will be reimbursing.
  4. A filled out expense claim form. This form is for the finance department, again listing all the items you've bought. The address in this form is the address that the cheque will be send to. Make sure you use the excel file, as it will auto-generate a claim number based on your student id.

Filing the Reimbursement

Once everything is filled out and signed by both you and the team lead, you can submit the forms to the SDC Administrative Assistant, Paula Petrie. Her office and contact information is listed below: