234
edits
Changes
Jump to navigation
Jump to search
How to buy something on behalf of the lab (view source)
Revision as of 15:37, 27 March 2025
, 27 MarchCreated page with "== 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..."
== 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 [https://drive.google.com/drive/folders/13M3ib_zKaObtA2tfTrXTtetaO0oaXoEJ 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 [https://www.kwartzlab.ca/reimbursements/ 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 [https://www.kwartzlab.ca/reimbursements/ 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 [https://docs.google.com/document/d/1pJDlsaMsQ41Kd4-jMNTGRwPOfOGCAm1zAwqg5dsKBDE/edit?tab=t.0 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
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 [https://drive.google.com/drive/folders/13M3ib_zKaObtA2tfTrXTtetaO0oaXoEJ 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 [https://www.kwartzlab.ca/reimbursements/ 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 [https://www.kwartzlab.ca/reimbursements/ 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 [https://docs.google.com/document/d/1pJDlsaMsQ41Kd4-jMNTGRwPOfOGCAm1zAwqg5dsKBDE/edit?tab=t.0 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