Created by [ Rowan Dempster], last modified by [ Victor Zheng] on Aug 17, 2021
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[NOTE:] This page is deprecated in favour of Submitting a Purchase Request
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Step1:
Before purchasing, confirm with your team captain if the item should be
purchased through reimbursement (you purchase and school reimburses) or
purchase order (school purchases directly - preferred option).
Step2:
If reimbursement, obtain written approval (discord message) from your
team captain and finance team.
You need to get a "Yes" as a response from your team captain and
finance to proceed with the purchase
Step3:
Purchase your item and make sure to get a PHYSICAL receipt! There is
a black folder labeled "receipts" in the non-locked black cabinet in
the bay. Please place your receipt in that folder attached to your
expense claim (explained in step 4) and tag the finance team/finance
team lead directly when this is done. Alternatively, you can submit the
completed reimbursement form + receipts to Meaghan Carter (the UW
finance coordinator for WATonomous) directly to save time. Her office is
in E3 4106.
Step4:
Download the University of Waterloo's expense claim form from the link
below: "Expense reimbursement and travel-related
advances/settlements/claims -> Contract employees (< 1 year),
Visitors, and Students use the following form: Expense Claim Form
(.xlsx)" - should be in the 7th bullet point:
https://uwaterloo.ca/finance/expenses
Don't worry about the 'Travel' section; fill out your information at the top, the actual purchase in the table and sign at the bottom.
*If you are finding the form confusing this is what a finished copy
looks looks like:
https://drive.google.com/file/d/1Nfsb8t00VeBoUHYgDPTwMcKT3OW-UimS/view?usp=sharing//
*If you have complex questions (currency, car rentals, etc.) please
consult the detailed reimbursement manual before contacting finance:
https://drive.google.com/file/d/15jLJNXYvxL5rn7PsSuCvGqEArNTCkHoA/view?usp=sharing//
Step5:
Fill in your purchase info on the 'Reimbursement tracker'
https://docs.google.com/spreadsheets/d/1CdiowlqP1RYsEEt7x2zQkm6N8U5qcPtitUCkYY1fTP4/edit#gid=1318717165
Step6:
The finance team will forward expense claim forms weekly. We will update
you once your claim has been processed!
You will either receive the reimbursement through auto-deposit or will
be notified when and where you can pick up a cheque from UW Finance.
Document generated by Confluence on Dec 10, 2021 03:58