One of the main tasks of the finance team is to write out and submit reimbursements. Reimbursement forms are found outside financial administrative office E5 2104.
First check midnight sun purchase information sheet online. Use the information found online to fill out the two reimbursement forms. Both forms need to be filled out for each reimbursement.

The first form is the purchase authorization form. In this form, basic information should be filled out with a short description of each item, the vendor and cost.
This form should be signed by the claimant on the top right, the team lead and the team finance manager.

The second form is the expense claim form. This form requires more details about the claimant and another signature.
This form also requires to fill out the exchange rate if needed and the total amount of reimbursement.

Receipts/proof of purchase

If the purchase was from an online store print out the attached receipt that was from the vendor sent by email.
However, the original receipts need to be attached for all cash register purchases from a store (Do not attach a scanned copy)

Upload a scanned image of the receipt (or .zip file of all the receipts) to the Google Drive under the Individual Reimbursements folder.

Use the following naming convention: YYMMDD-First_Last-Purchase_Location-Item, where YYMMDD is the date of purchase

For bulk receipts, just keep the date and name of the individual.

Purchases form campus stores other than machine shops

For all purchases from any campus store, the "On-campus store authorization" form must be filled out by the team member making that purchase. The form needs to be signed by either the team lead or the team finance manager. The team member will also be asked to fill out the team's account number. Once the purchase has been made and the form has been filled out; the form alongside the original store receipt must be submitted to SSDC financial administrator (E5 2104) to be documented and filed.

Purchase in foreign currency

The equivalent amount in Canadian dollars should be included on the form.

If the expenditure was in cash, you will need to calculate the equivalent Canadian dollar amount using an online currency conversion website such as http://www.oanda.com. Please print the screenshot of the currency conversion page and include it with the claim.

If a credit card was used, the credit card statement will include the equivalent Canadian dollar amount at the time of purchase. A copy of the credit card statement should be included with the claim to verify the claimed amount.

Reimburse a purchase made more than 4 months ago

If the time you submit the expense forms has been more than 4 months since the purchase/order is made (based on the dates on the receipts), you might be required to submit a memo (check with Paula if just a few days pass), explaining why the reimbursements are handed in late. In most cases, it is because the team members requested for the reimbursements late. An example format of the memo can be:

TO: Dean of Engineering, Waterloo Engineering

FROM: XXX, Accountant at Midnight Sun

RE: Late Submission of Midnight Sun XXX’s Reimbursement

Hi, I wrote this memo to explain...

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