Who can complete a credit application with a supplier?
Procurement is responsible for establishing payment terms with suppliers, and can do this for you – we maintain confidential trade and bank references which we provide to suppliers upon authorized request.  Please contact Shona Magill at in Procurement & Contract Services for assistance.

Where do I obtain an Airways Transit Release # to book transportation to and from the airport for a visitor to the University?

Please contact Shona Magill at in Procurement & Contract Services for assistance.

(Please note that Finance considers Airways Transit charges for employees of the University of Waterloo as a travel expense, and those charges must be paid by the traveler, and then reimbursed.)

How to order Apple/Mac products?

You can find pricing and generate .pdf quotes online at http://apple.ca/go/edudirect, searching for Waterloo in Ontario and browsing as a guest on the University of Waterloo store.  When you add items to your cart, you will be offered the opportunity to save the cart and have it sent to you by email.  You can then submit a purchase requisition to procurement, recording the saved cart # in the note section of the requisition and the order will be processed immediately.

How to order Dell Products from the Premier Page?

You can find pricing and generate e-quotes online at the Dell Premier Page http://www1.ca.dell.com/content/topics/topic.aspx/global/premier/login/signin?c=ca&l=en&s=gen  When you add items to your cart you will be offered the opportunity to save it as an e-quote (or checkout if you have a P-card account) If you need to be set up to order on the Premier site please contact Donna Foreman with your email address and indicating if you have a P-card or departmental budget code. An email will be automatically generated prompting you to sign in and create your password. Once you have created an e-quote, you can then submit a purchase requisition to procurement, recording the saved e-quote# in the note section of the requisition and the order will be processed immediately.

How to order stationary through E-way our corporate contract?

All of our stationary is ordered online at www.eway.ca If you need to be set up to order please email Donna Foreman with your email address and indicating if you have a P-card or departmental budget code. An email will be automatically generated prompting you to sign in and create your password. You then create your own order and submit it directly to Staples Advantage.

How do I use/order supplies/report malfunctions for the Xerox multi-function unit?

Each Xerox unit has a Serial Number (select ‘Machine Status’ on control panel – Machine Serial # appears near the bottom on the left) – toner and drums are supplied free of charge; staples are not included, and are invoiced separately. 

Supplies: Email copiers@lists.uwaterloo.ca

Service: 1 (866) 715-0788

Issues: rt-rs-printers@rt.uwaterloo.ca

Request Unit:wprint@lists.uwaterloo.ca

Call Xerox at 1 (866) 715-0788 for either supplies, or for service/maintenance – you will  be asked to provide your name, Serial Number and machine location with building name and room number. 
Please note that for service calls, it is often helpful to have a telephone in reach of the unit for troubleshooting over the telephone.
Print + Retail Solutions have a help website for the Xerox machines, and will provide training upon request:  wprint@lists.uwaterloo.ca
Any complaints, problems, suggestions or urgencies that you cannot resolve as per above should be reported to them (John Jaray).

Who do I contact for employee relocation/moving services?

Contact Leah Gibson for information and processing of Moving Advice Forms. For additional information on Relocation: https://uwaterloo.ca/human-resources/support-new-employees/relocation

When is CSA/ESA required?

The safety office provides guidance on electrical compliance in the Province of Ontario:
http://www.safetyoffice.uwaterloo.ca/hse/equipment/electrical_safety.htm
Requestors should ensure that either:
   (a)  equipment being purchased bears a valid certification mark as per the Electrical Safety
          Authority (preferred), or,
   (b)  equipment that does NOT bear a valid certification mark as per above is inspected
          and certified as safe by an ESA approved organization BEFORE it is plugged in for use.  Additional funds will be required to pay for the cost of the inspection, and, to remedy any deficiencies found during inspection.

Does my contractor/service provider require insurance/WSIB?

Most suppliers are required to carry valid WSIB coverage for their employees; in the case of construction, it is mandatory both for their employees and themselves.

You can search for coverage status here - https://eservices.wsib.on.ca/portal/server.pt/community/eservicespublic/eclearance#

How/who can submit a Requisition in the Unit 4 Financial System?

Permanent/Full-Time employees of the University may request access to Unit 4: https://uwaterloo.ca/finance/financial-systems/unit4/request-add-new-user-unit4

Additional details for Unit 4, including account code lookup are here: https://uwaterloo.ca/finance/financial-systems/unit4.

How to book a school bus:

Please provide us the following information:

  • Trip date, location and time of pick-up and drop off.
  • Destination of the trip
  • Provide an itinerary for a trip with more than one stop.

Send the above information to Simone James via email to request for a quote for the trip.  You can also acquire a quote yourself by contacting Elliott Coach Lines through email, Richard Gaudet at rgaudet@ridestc.com

Once you have the quote, please fill out a Purchase Requisition and submit it to the Procurement Department.

How to book a charter coach:

Please provide us the following information:

  • Trip date and duration, location and time of pick-up and drop off.
  • Destination of the trip
  • Provide an itinerary for the whole trip.
  • Overnight charters will require booking a room for the driver at end users expense.
  • Parking and tolls are an extra cost

Send the above information to Simone James via email to request for a quote or several quotes for charters valued over $5000.00.

Once you’ve decide on the Chartered company, please submit a Purchase Requisition to the Procurement Department.

How to expedite your order:

Please provide us the following information:

Purchase order number.  If you don’t know the purchase order number then provide the Purchase Requisition or System Contract Requisition number that applies to your request.  Also include the company name and the date you submitted the request to speed up the process. 

Please send an email to procure@uwaterloo.ca  or if you know the buyer that process your order you can email them directly.

I want to book a conference and a block of hotel rooms for a conference?

Once you have determined which hotel, please ask them to provide their Rental Agreement/Contract  review and if seemingly consistent with your intent, forward to Procurement & Contracts for review and execution. Payment will be processed through Finance with reference to the executed contract.