If we have large/ frequent purchases from certain suppliers

The team can create an account on the supplier website.

When purchasing items, you add things to the cart, then inform the team lead.

The team lead would send Paula the screenshot of the cart along with the login information (ie: username and password). Paula submits the order through the school system to the UW Procurement department along with the account login info. The staff there will log in to that account and process the team’s cart with their credit card which later gets charged back to the team account.

The team should keep the login info for each supplier on a spreadsheet so they won’t be forgotten. Also, make the login info easy.

These user accounts would only be used when ordering directly from your team account through Paula / Procurement department. No items for personal use should be purchased through these accounts.

If submitting a Digikey or McMaster Carr order to Paula Petrie, see below for the new procedure.

Digikey.ca (must be .ca for Canadian)

Go to the website and create a cart (no logging in necessary), add things to purchase to the cart, then inform the team lead.

The team lead should click on the “SHARE CART” button (see bottom right) and email Paula the link given by the website, meanwhile, cc the related subteam leads/members to let them know the order is being placed.

To avoid confusion, team members should not email Paula directly. The order needs to go through a team lead/finance manager first. Team lead should review the cart and the total to make sure the items/cost of the purchase is reasonable, before emailing Paula the cart.

McMaster Carr (only .com is available)

This procedure is similar.

Create a cart on the McMaster Carr website (no logging in necessary). When purchasing, team members add things to the cart, then inform the team lead.

The team lead will click on the “Send” button (top right). Enter Paula’s email address (ppetrie@uwaterloo.ca) and cc the related subteam leads or members so they will get a copy and know the order is being placed.

In the message box enter your team name and your own name. E.g. Midnight Sun – XXX and click SEND.

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