IMPORTANT: WEEF cannot under any circumstances transfer money from one university account to another. This is due to a restriction placed on the account as an endowment fund. WEEF's contribution to your purchase MUST be on the purchase requisition or request for payment (RFP). If a department pays for the entire purchase price up front, they will NOT be reimbursed.

Attention - Changes in Payment processing starting in Spring 2017 (S17)

Changes in Payment Processing! The University of Waterloo has instituted a new account system. This has changed the payment functions, processing procedures, and information needed to purchase or distribute funding within the University. There are two major ways to receive funding through WEEF.

1) You purchase the item and WEEF reimburses you. WEEF is currently using the UWaterloo Finance reimbursement form (excel).

You can ignore all travel related entry areas. WEEF will fill in the account, activity, and group values and sign off on the funding.

2) You submit an order through UNIT 4 (the new accounting system) and WEEF will approve the appropriate funding amounts.

Faculty with access to unit 4 can place a note in Unit 4. In the note please include the following information

  • Proposal number ex (S17-1118 , W17- 985)
  • Total approval funding
  • Items purchasing

WEEF does not have access to UNIT 4 because the of the high administration costs as determined by the University. If you do not have access to UNIT 4 and view it as the optimal way to receiving the funding, please email us and Anca Constantinescu and set up an appointment.

Spending funding

You can download a vector version of our WEEF logo (zip)  for promotional materials.

If you or your department or team has been allocated WEEF funds, there are two methods to go about accessing it:

  1. If you are purchasing expensive items or wish the university to purchase items, you can use a purchase requisition form.
  2. If you are making multiple smaller purchases, or have already personally purchased the proposed item (debit/credit/cash), use a request for payment form.

Whenever you submit either form, please identify which department or student team you are with, and when you were granted funds. (i.e. which proposal and from which term?) Failure to do so may result in a delay in processing.

As of Winter 2012, all proposals will be given a "proposal id". You must note this identifier clearly on all forms submitted to WEEF.

Purchase Requisition

Purchase orders are used when you wish to have the University of Waterloo purchase your items for you from a supplier. Please follow these steps if you choose this procedure:

This is an example of a properly completed Purchase Requisition form (PDF) .

  1. Obtain a quote from your supplier (or print off an advertisement), listing the items in question along with shipping, taxes, and any other fees in the appropriate currency.
  2. Complete a Purchase Requisition Form, ensuring to indicate currency. The forms can be obtained from your department secretary or the Engineering Society office. The WEEF office always has a small supply of forms by appointment.
  3. If WEEF is co-purchasing an item with your department or another UWaterloo organization, please have them complete one of the two account flexfield sections of the form before submission to WEEF.
  4. Please attach a note to the form indicating which year and term you were allocated funding for the items.
  5. Make photocopies of each and every form and supporting document for your own records! This is very important!
  6. Put the form and the quote into an envelope send it via internal-mail to "WEEF, E5". You can also drop it off at the Engineering Society office. WEEF will complete the account flexfield and submit the form to UWaterloo Finance.
  7. Your supplier should be contacted within one to two weeks.
  8. If you have not heard from your supplier within this time, please check with WEEF to ensure it your form been approved, and then with UWaterloo Finance to ensure it has been processed. You will need the Purchase Requisition form number (in the top right corner) for any tracking through UWaterloo Finance, so make a photocopy of the form prior to submission.

Request for Payment (RFP)

A request for payment form is used when you wish to purchase WEEF funded items yourself and be reimbursed for them afterwards. Please follow these steps when using this method:

This is an example of a properly completed Request for Payment form (PDF).

(Note: If an individual made the purchases in question, complete the form with their name, student ID, address, etc.)

  1. Gather all original receipts relating to the WEEF-approved purchases. If you purchased something online, please include an invoice as evidence of the sale. We suggest you include a copy of your credit-card or bank account statement. (If you submit a personal financial statement, we strongly suggest you black out any other personal info including account numbers and non-WEEF related purchases. We only need to see your name, address and the purchase in question.)
  2. Indicate on each receipt which items are WEEF purchases (or which are not if clearer). Tally all related receipts in a list. Staple the list and original receipts to the form.
  3. Please attach a note to the form indicating which year and term you were allocated funding for the items.
  4. Complete a Request for Payment form. RFP forms can be obtained from your department secretary or the Engineering Society Office. The WEEF office always has a small supply of forms by appointment.
  5. Make photocopies of each and every receipt, form and spreadsheet for your own records! This is very important!
  6. Put the form and the quote into an envelope send it via internal-mail to "WEEF, E5". You can also drop it off at the Engineering Society office. WEEF will complete the account flexfield and submit the form to UWaterloo Finance.
  7. You should receive a cheque from UWaterloo Finance within one to four weeks.