2024-2025 Purchasing Protocol

Owned by Yuchen Lin
Jul 08, 2024
1 min read

Objective:

This document serves as a guide for anyone purchasing items from the team account. This is document is applicable for the URC 2024-2025 cycle.

Step 1:

Ping @Yuchen Lin in the discord for the item to buy

  • price

  • which system

  • item proposal

  • urgency

 

Step 2:

check the UWaterloo funding Table, and find the entry to fit the purchase

https://docs.google.com/spreadsheets/d/1V4yUz8EjZCB78KKeBZ5JefzUg3Ql7SdXDFFWxUmVhuE/edit

 

Step 3:

Create an email based on the following template and ping @Maya Wei to send out the request.

Email structure:

To: studentdesigncentreengineering@uwaterloo.ca

Hi Sarah,

It’s <name> from the University of Waterloo Robotics Design Team. We're looking to purchase the following using the specified pool in our WEEF proposal funds.

 

Express shipping as applicable.

Note: Prices are before tax and shipping

Descriptions:

  • <short Hand Name> - <entry name in the previous sheet> (<number reference>)

 

Items #:

  • Link: <insert the link here>

  • Price: $<#>

  • Quantity: <number>

  • Description: <Short Hand Name>

 

Please let me know if you have any issues or concerns.

Thank you very much.

Sincerely,

<Name>

 

Step 4:

Wait for Sarah's confirmation that the purchase has been made.