## [Purchasing Procedures ](/student-groups/finances/purchasing-procedures) ## **Planning a Purchase** Student groups must use & claim University funds for expenses incurred to conduct University/team business, which are reasonable and appropriate. Pre-approval must be obtained from team captains, leadership, and/or faculty advisor/APSC PD team before making the purchase depending on the expense category (e.g. competition, event, or prototype projects) and individual student group’s structure/ internal policy. Any purchases over CAD$3,500 required a purchase order (PO) processed by a UBC employee. Students are expected to consult with the Finance Teams first before making large purchases using personal credit cards. For Engineering Design Teams, when submitting purchasing request to departmental stores or departmental finance team, a completed and fully approved [Purchasing Authorization Form](https://experience.apsc.ubc.ca/sites/default/files/2026-01/purchasing-authorization-form_engineering-design-teams.docx) must be provided. ### Questions to ask when considering what is reasonable and appropriate: - Would this expense be considered excessive/unreasonable from the general public’s view? - Is there an alternative that is less expensive but still appropriate, safe and convenient? - Is it an arm’s length transaction (i.e. no conflict) that conforms to sound business practice? - Does the expensed comply with the terms and conditions from the donors/sponsors? - i.e. PAF will not fund alcohol or alcohol-related costs - Is this expense already reimbursed by another source of funding? - Is this expense necessary to fulfill the primary objective/mission of the student group/team? After asking the questions when planning for reasonable and appropriate purchases, student groups should choose established and reputable sources for purchases if the purchases will be claimed with UBC funds. ### Facebook Marketplace *Facebook Marketplace,* while popular for personal transactions, is **not** the best option for purchasing items for student groups/UBC activities due to several inherent risks and limitations. The platform lacks the formal oversight and buyer protections found in traditional retail environment. This can result in issues such as: - Receiving damaged or misrepresented items - Difficulties in obtaining refunds - The absence of warranties - Exposure to safety concerns when trading with strangers. If, after exploring all options, Facebook Marketplace is the only source for the necessary items, students need to obtain pre-approval from the approvers. Once approved, ensure to retain screenshots of the item listings along with proof of payment for reimbursement. *Interac* e-trasfer will be preferred over cash payment. If cash is the only acceptable payment method, obtain a written receipt from the seller includes seller’s name, contact information, date of the transaction, a description of item purchased, and the amount paid. ### Departmental Store Purchases For course and team related activities, engineering students can use the services of the ECE purchasing office. They are located in MCLD 1032 - on the first floor, near the MacLeod Atrium. Below are instructions for how to purchase with and ship to this office. ### To place orders through ECE Stores, Shipped to ECE Stores, or Ship Something Out via ECE Stores: - Before submitting purchasing request, complete the[ Engineering Design Team Purchasing Authorization Form](https://experience.apsc.ubc.ca/sites/default/files/2026-01/purchasing-authorization-form_engineering-design-teams.docx) and obtained all necessary pre-approvals from the team and Faculty Advisor. The fully approved form must be attached to the ECE store purchasing request. - Note: this form is developed specifically for Engineering Design Teams and confirmed with ECE store. It can be used as a replacement for the store’s “Authorization form for purchasing” - Go ECE Store’s [Purchasing Requests ](https://eng-services.ece.ubc.ca/forms/purchasing-requests/)website. - Select the appropriate request and complete the questionnaire to provide additional information about your request. - Speedchart = Worktag - In the “Additional Comments” field, please request ECE store to attach the EDTs’ Purchasing Authorization Form when charging EDT accounts. - Supplier name, part numbers, descriptions, and quantities. Be as clear and descriptive as possible (i.e. include URLs, use an Excel spreadsheet if needed). - Estimated order price. - ECE will confirm receipt of the email and send you an email notification when your order arrives. ### To place order yourself but shipped to ECE Stores: - Email explaining that you will be placing your own order to ship to ECE. - Include name, purpose (which course/project/team), and a speed chart to which COD charges (tax/duty) can be billed. - You will receive an automated email reply with 1-2 minutes with a 6-digit number (e.g. "RT #123456"). - Place your order as usual, using the RT number you received as the **name in the shipping address** and in the **purchase order field**, if any. - ECE uses this as an internal tracking number so that they know who the package belongs to when it arrives. You will receive an email notification when it arrives at UBC. - Use the following shipping address: ATTN: RTxxxxxx University of British Columbia Electrical and Computer Engineering 1032 - 2356 Main Mall Vancouver, BC V6T 1Z4 Canada *Note: The automatically generated RT number is a support ticket used to track your request. Be sure that any subsequent emails you send to purchasing regarding an order contains that order's RT tag in the subject line "\[ece.ubc.ca #xxxxxx\]", otherwise you'll generate a new ticket. When CC'ing others, wait until you receive your ticket number, and then CC them on that email.* Open All Accordions [List of parts discounts for UBC students](/student-groups/finances/general-financial-guidelines-and-restrictions/purchasing-procedures/parts "Parts Procurement")