Finance members: Remote Individual/Team Purchase Procedures

Owned by Andrea Lu
Last updated: Nov 18, 2020 by Tyler Chang
3 min read

The purpose of this page is to provide more information on submitting online reimbursements (COVID). General members can use the prior confluence page to prepare reimbursement information.

  • Boxes in red/green

    • In red: what the claimant should do

    • In green: what finance team members would do for you

  • Individual Purchase

    • Google form link: https://goo.gl/forms/i9hx5SAA6As3djDt1

    • Certification Statement:

      • I , (team member name here), certify that all expenditures in this claim adhere to the University's policies, were incurred by me for University purposes, and have not been/will not be reimbursed from another source.

  • Team Purchase

Notes for the Finance team - a summary of Paula’s emails regarding reimbursements:

Important: When sending the final reimbursement to SDC: Must CC one or more finance people (e.g. Tyler, Andrea, or Catherine; mandatory CC Micah Bai). This is the procedure in place of the “Purchase Authorization Form.”

Important: Make sure to send purchases to the University instead of home address. I believe this qualifies as “stealing.” Contact Catherine for more information.

June 22, 2020 email from Paula:

Procedures when contacting any University Authority (SDC and WEEF):

Before contacting the University, summarize the information to Micah Bai for approval (@Tyler and @Andrea). Since the process has changed, even reimbursements should be confirmed with Micah before sending it.

If messaging Paula for the status of cheques (i.e. reimbursements haven’t been received), finance requires proof of a thorough check through bank statements (or confirmation that no cheque has been delivered to the address entered)

May 6, 2020 email from Paula:

It has been noted by Paula, only receipts before May 1, 2020, can be submitted through SDC (without Peter, the SDC Director, approval). It is possible to get reimbursed through the SDC, but that approval from Peter is required.

Online reimbursement email from Paula (April 27, 2020):

A lot of the information here reconciles with the graph prepared above. The below ppt provides a summary of Paula’s requirements. I recommend reading this is anything is unclear above.

 

WEEF Endowment Reimbursement Procedures

Source: Stephen, the Director of the WEEF email on May 15, 2020

There are two ways to request a reimbursement, the first being through Unit 4 (we will not use this method), and the second being similar to the reimbursement procedure with the SDC. It is worth noting that an expense needs to qualify for the endowment fund, please check in with the WEEF or the project manager.

An expense claim form is filled out, which is provided from the WEEF at https://uwaterloo.ca/engineering-endowment-foundation/funding/spending-funding it is worth noting, at the given moment this form’s contents are all the same as the SDC.

 

 

-Prepared by Tyler