Page Comparison

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1. To see how much money is still available for spending/term and what you can spend it on, go to the following document: Internal Funding Spreadsheet
2. Fill in the Local Finance Tracker document for your order.
3. Send an email to uwaterloorobotics.finance@gmail.com with the following format:

   1. Subject: 

      Reimbursement Request - WEEF Order for UW Robotics Design Team

      Email text:

      *Insert name of item* reimbursement from *the term the sponsorship was granted*- UWRobotics Team

      I, *Insert your name*, 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.

      *Insert your name*

4. Fill in the following Fillable Expense Claim Form and attach the following documents
5. Expense Claim Form
6. The official receipt/documentation for the order with the following info:
   1. The name and address of the seller, including their GST Registration number, as applicable.
   2. The transaction date.
   3. The goods and services purchased, including such details as item description, quantity, price, additional charges and taxes, as applicable.
   4. In the case of an original invoice, the buyers name must be included.
   5. Method of payment (ex: credit card, Paypal)
7. If a credit card was used, the credit card statement must be provided that shows the transaction along with your name and card number.

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1. To see how much money is still available for spending/term and what you can spend it on, go to the following document: Internal Funding Spreadsheet
2. Fill in the Local Finance Tracker document  document for your order.
3. Fill out Sponsorship Claim Form
4. Send an email to uwaterloorobotics.finance@gmail.com with the following format:

   1. Subject: 

      Reimbursement Request - EngSoc Order for UW Robotics Design Team

      Email text:

      *Insert name of item* reimbursement from *insert the term the sponsorship was granted*

      I, *Insert your name*, 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.

      *Insert your name*

5. Attach the following

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1. To see how much money is still available for spending/term and what you can spend it on, go to the following document: Internal Funding Spreadsheet (check box in upper-right corner)
2. Fill in the Local Finance Tracker document  document for your order.
3. BEFORE PURCHASING: Send the order summary (or invoice if possible) and expense claim form to uwaterloorobotics.finance@gmail.com with the following information included in the email:
   

   1. Subject: 

      Reimbursement Request - SciSoc Order for UWRobotics Design Team

      Email text:

      *Insert name of item* reimbursement from *the term the sponsorship was granted*- UWRobotics Team

      Total price is *insert total price*

      *Insert your name*

   2. Only proceed with Step 5 and make the order after you have received a confirmation email from the finance lead
4. Fill in the following SciSoc Expense Claim Form and attach the following documents:
   1. Expense Claim Form
   2. Include the statement “I, *Insert your name*, 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"
5. An itemized, original paid receipt for the order must be included. Also include the following, if applicable:

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1. Go to www.digikey.ca and create a cart (no need to login).
2. Fill in the Local Finance Tracker document  document for your order.
3. Go to your cart and under Cart Tools, click on “Cart Share” and copy the link.
4. Send an email to uwaterloorobotics.finance@gmail.com with the following email template:

   1. Subject: 

      Reimbursement Request - Digikey Order for *Insert Subteam Name Here* Subteam

      Email text:

      The link to the Digikey cart is: *Insert Link Here*

       

      The total for this order is *Insert Order Total Here*

      This order was requested on *Insert Date Here*

      *Insert Your Name Here* 

   2. Once you get a confirmation email, you may go ahead with the order, not before!
5. Fill in the following Fillable Expense Claim Form and reply to the confirmation email and the following documents attached:
   1. Expense Claim Form
   2. The official receipt/documentation for the order with the following info:
      1. The name and address of the seller, including their GST Registration number, as applicable.
      2. The transaction date.
      3. The goods and services purchased, including such details as item description, quantity, price, additional charges and taxes, as applicable.
      4. In the case of an original invoice, the buyers name must be included.
      5. Method of payment (ex: credit card, Paypal)
   3. If a credit card was used, the credit card statement must be provided that shows the transaction along with your name and card number
   4. Include the statement “I, (team member name), 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”

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1. Go to www.mcmaster.com and create an order (no need to login)
2. Fill in the Local Finance Tracker document  document for your order.
3. Go to your order and click “Send” to send the cart to uwaterloorobotics.finance@gmail.com with the following template:

   1. Subject: 

      Reimbursement Request - McMaster Carr Order for *Insert Subteam Name Here* Subteam

      Email text:

      The link to the McMaster Carr cart is: *Insert Link Here*

       

      The total for this order is *Insert Order Total Here*

      This order was requested on *Insert Date Here*

      *Insert Your Name Here*

   2. Once you get a confirmation email, you may go ahead with the order, not before!
4. Fill in the following Fillable Expense Claim Form and reply to the confirmation email with the following documents attached:
   1. Expense Claim Form
   2. The official receipt/documentation for the order with the following info:
      1. The name and address of the seller, including their GST Registration number, as applicable.
      2. The transaction date.
      3. The goods and services purchased, including such details as item description, quantity, price, additional charges and taxes, as applicable.
      4. In the case of an original invoice, the buyers name must be included.
      5. Method of payment (ex: credit card, Paypal)
   3. If a credit card was used, the credit card statement must be provided that shows the transaction along with your name and card number.
   4. Include the statement “I, (team member name), 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”

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1. If you would like to buy something from a store on campus for the team, fill in the following Fillable On Campus Store Authorization Form.
2. Fill in the Local Finance Tracker document  document for your order.
3. Send the form in an email to uwaterloorobotics.finance@gmail.com with the following email template:

   1. Subject:

      On Campus Reimbursement Request for *Insert Subteam Name Here* Subteam

      Email Text:

      This order was requested on *Insert Date Here*

      *Insert Your Name Here*

   2. Once you receive a confirmation email, you may go out and purchase what you requested, not before! Make sure to get a receipt.
4. Scan the receipt and reply to the confirmation email with the receipt attached and the following email template:

   1. Email Text:

      This purchase was made on *Insert Date Here*

      I, (team member name), 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

      *Insert name here*

5. Fill in the following Fillable Expense Claim Form. Staple the receipt and expense claim form together and place it in its respective bin in the bay. Ensure that the following information is visible on the receipt/documentation you provide with the expense claim form:
   1. The name and address of the seller, including their GST Registration number, as applicable
   2. The transaction date.
   3. The goods and services purchased, including such details as item description, quantity, price, additional charges and taxes, as applicable.
   4. The method of payment (ex: credit card, cash)
   5. If a credit card was used, the credit card statement must be provided that shows the transaction along with your name and card number.
   6. In the case of an original invoice, the buyer’s name must be included.

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1. Check if the item can be purchased from one of the vendors in the following document: System Contract List of Vendors. If yes, use this process. If not, use the process for Amazon & Other Online Orders.
2. Fill in the Local Finance Tracker document  document for your order.
3. Send an email to uwaterloorobotics.finance@gmail.com with the quote/invoice attached and the following email template:

   1. Subject:

      Reimbursement Request - Local Order for *Insert Subteam Name Here* Subteam

      Email Text:

      This order was requested on *Insert Date Here*

      *Insert Your Name Here* 

   2. Once you get a confirmation email, you may go ahead with the order, not before!
4. Fill in the following Fillable Expense Claim Form and reply to the confirmation email with the following documents attached:
   1. Expense Claim Form
   2. The official receipt/documentation for the order with the following info:
      1. The name and address of the seller, including their GST Registration number, as applicable.
      2. The transaction date.
      3. The goods and services purchased, including such details as item description, quantity, price, additional charges and taxes, as applicable.
      4. In the case of an original invoice, the buyers name must be included.
      5. Method of payment (ex: credit card, Paypal)
   3. If a credit card was used, the credit card statement must be provided that shows the transaction along with your name and card number.
   4. Include the statement “I, (team member name), 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”

Amazon & Other Online Orders (use if items can’t be purchased locally)

1. Fill in the Local Finance Tracker document  document for your order.
2. Send an email to uwaterloorobotics.finance@gmail.com with the invoice/quote attached and the following email template:

   1. Subject:

      Reimbursement Request - *Insert Company Name Here, e.g. Amazon* Order for *Insert Subteam Name Here* Subteam

      Email Text:

      This order was requested on *Insert Date Here*

      *Insert Your Name Here* 

   2. Once you get a confirmation email, you may go ahead with the order, not before!
3. Fill in the following Fillable Expense Claim Form and reply to the confirmation email with the following documents attached:
   1. Expense Claim Form
   2. The official receipt/documentation for the order with the following info:
      1. The name and address of the seller, including their GST Registration number, as applicable.
      2. The transaction date.
      3. The goods and services purchased, including such details as item description, quantity, price, additional charges and taxes, as applicable.
      4. In the case of an original invoice, the buyers name must be included.
      5. Method of payment (ex: credit card, Paypal)
   3. If a credit card was used, the credit card statement must be provided that shows the transaction along with your name and card number.
   4. Include the statement “I, (team member name), 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”

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1. Go to www.digikey.ca and create a cart (no need to login)
2. Fill in the Local Finance Tracker document  document for your order.
3. Go to your cart and under Cart Tools, click on “Download” and rename the .xlsx file to “DD-MM-YYYY-Digikey”
4. Go to your cart and under Cart Tools, click on “Cart Share” and copy the link.
5. Send an email to uwaterloorobotics.finance@gmail.com with the .xlsx file attached and with the following email template:

   1. Subject: 

      Digikey Procurement Order Request for *Insert Subteam Name Here* Subteam

      Email text:

      The link to the Digikey cart is: *Insert Link Here*

      This order was requested on *Insert Date Here*

      There are *insert number* items in the cart, and the total cost is *insert number* CAD

      *Insert Your Name Here*

...

1. Go to www.mcmaster.com and create an order (no need to login)
2. Fill in the Local Finance Tracker document  document for your order.
3. Go to your order and click “Send”
4. From the website, send an email to uwaterloorobotics.finance@gmail.com with the following template:

   1. Subject: 

      McMaster Carr Procurement Order Request for *Insert Subteam Name Here* Subteam

      Message:

      UW Robotics Team - *Insert Your Name Here*

      This order is for the *Insert Subteam Name Here* Subteam

      There are *insert number* items in the cart, and the total cost is *insert number* CAD

...

* Message the finance lead on Discord first if you wish to make one of these orders

1. Fill in the Local Finance Tracker document  document for your order.
2. Fill in the following Fillable On Campus Store Authorization Form if you would like to buy something from a store on campus for the team.
3. Send the form in an email to uwaterloorobotics.finance@gmail.com with the following email template:

   1. Subject:

      On Campus Procurement Order for *Insert Subteam Name Here* Subteam

      Email Text:

      This order was requested on *Insert Date Here*

      *Insert Your Name Here*

4. Once you receive a confirmation email, you may go out and purchase what you requested, not before! Make sure to say the order should be charged to the UW Robotics Team in the Sedra Student Design Centre. Also, make sure to get a receipt.
5. Scan the receipt and reply to the confirmation email with the receipt attached and the following email template:

   1. Email Text:

      This purchase was made on *Insert Date Here*

6. Go and submit the receipt to Paula Petrie in E5 2104. She will have the on campus store authorization form you previously filled in to confirm your order with you.

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1. Check if item can be purchased from one of the vendors in the following document: System Contract List of Vendors. If not, use process for Amazon & Other Online Orders
2. Fill out the following System Contract Requisition Form for your order:
3. Fill in the Local Finance Tracker document  document for your order.
4. Send an email to uwaterloorobotics.finance@gmail.com with the system requisition form and purchase authorization form attached and the following email template:

   1. Subject:

      Local Procurement Order for *Insert Subteam Name Here* Subteam

      Email Text:

      This order was requested on *Insert Date Here*

      *Insert Your Name Here*

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1. For online orders not on Amazon, ignore step 2
2. Go to www.amazon.ca and sign in with following login info:
   1. Email: uwaterloorobotics@gmail.com
   2. Password: MrR0b0t0
3. Create a cart
4. Fill in the Local Finance Tracker document  document for your order.
5. If there is no invoice, please fill in a copy of the Purchase Order Spreadsheet renamed to “DD-MM-YY-Subteam Name-Online-Order” with the order info (follow the instructions given on the spreadsheet). Check if the vendor can be paid through procurement via credit card. If yes, all you need to put in the spreadsheet is a link to the cart.
6. Send an email to uwaterloorobotics.finance@gmail.com with the purchase authorization form. Also include the invoice (if applicable), and the Purchase Order Spreadsheet (if there is no invoice). Follow the following template:

   1. Subject:

      *Insert Company Name Here, e.g. Amazon* Procurement Order Request in Cart for *Insert Subteam Name Here* Subteam

      Email Text:

      This order was requested on *Insert Date Here*

      There are *insert number* items in the cart, and the total cost is *insert number* CAD

      *Insert Your Name Here*