How to buy something on behalf of the lab

Getting approval for the purchase

There are a number of ways to get approval for purchasing on behalf of the lab.

Previously approved budget item

Teams, tools and projects may already have an approved budget for the purchase. Teams often have a monthly budget for consumable items that the lab regularly provides (e.g. wood glue, sewing machine thread), maintenance, or for a specific project. Check with the lead of the team/area/project that the purchase you want to make is within scope of the budget and there is enough money remaining in their budget for this approval. If you are a team/project lead and don't remember what budget you have available, you can ask the treasurer or find the appropriate budget on the google drive (look under area statements for the regular repair/consumables budget)

Discretionary budget meeting

Happening about once per quarter, a meeting is held to discuss how we should allocate the money which we have set aside for discretionary spending. This could include the request for a new tool, tool replacement, build out, etc. Once you project/item has approval, you may spend up to that amount of money on the project/item it was approved for without having to request approval for each purchase. If you want to make a purchase for an existing project/item which was approved, check with the project lead that there is still money available and that this purchase is within the scope of that project/item.

Purchase approval request

If you missed the discretionary spending meeting and you don't want to wait another 3 months, you can request approval through the purchase approval web form. Members of the board will need to approve this before you proceed.

Getting reimbursed for the purchase

After getting approval and making the purchase, you will need to submit a reimbursement request with picture or scan of your receipt. You can request reimbursement through the reimbursement request web form

If you are purchasing something second hand (e.g. through facebook marketplace) it's still important to get a receipt for the item. If they do not have a receipt, you can complete this form and ask the seller to sign it.

Please submit reimbursement requests promptly. They are approved at the monthly board of director meetings with reimbursements happening afterwards.

FAQ (to be added)

- where do I submit - how long to get reimbursed - how are reimbursements done - what if I spend too much - what if I don't have approval before hand - what if I don't have enough money to buy myself and wait for reimbursement - when consumable or repair budget is consistently not enough