Purchase Order
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:
- 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 appropriate currency.
- Complete a Purchase Requisition Form, ensuring to indicate currency.
The forms can be obtained from Central
Stores (part number
00-89-2150), or perhaps from your department
secretary. The WEEF office does have a small supply of forms for individual
cases. See this
example for
how to fill it out.
- If WEEF is co-purchasing an item with your department or another UW
organization, please have them complete one of the two account flexfield
sections of the form.
- Please attach a note to the form indicating which year and term you
were allocated funding for the items.
- Make photocopies of each and every form and supporting document for
your own records! This is very important!
- Put the form and the quote into an envelope and drop it to at the WEEF
office or in the WEEF mailbox in the EngSoc office. Internal-campus mail
is also an option.
- WEEF will complete the account flexfield and submit the form to UW
Finance.
- Your supplier should be contacted within 1-2 weeks.
- 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 UW Finance
to ensure it has been processed. You will need the Purchase Requisition
form number (in the top right corner) for any tracking through UW Finance,
so make a photocopy of the form prior to submission.
